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Frequently asked questions at Melbourne
User Guide Melbourne

Frequently Asked Questions

Frequently asked questions about beamtime, accommodation and the user portal.

Experiment Authorisation

Why must users complete an Experiment Authorisation?

An Experiment Authorisation (EA) is required for all experiments conducted at an Australian Synchrotron beamline. The EA allows the Australian Synchrotron (AS) to assess the details and safety requirements of all experiments prior to a scheduled beamtime. The submission and subsequent approval of an EA is a significant step in allowing the AS to fulfill its legal obligations to provide a safe work space for staff and visitors. 

Users must answer all questions on their EA accurately, providing all information relevant to the safe conduct of their experiment whilst onsite. Failure to submit and gain approval for your EA within the required deadlines will result in your experiment being cancelled.

How do I complete an Experiment Authorisation?

​​​​​The EA is submitted online via the Australian Synchrotron User Portal.  

To create your EA:

  1. Go to the Portal Dashboard;
  2. Proceed to the ‘Experiment Authorisations’ section and select 'Create and Manage'
  3. Click on the blue ‘Create EA’ button;
  4. Follow the directions under each tab which outline the required content;
  5. Email any users requiring ​​​​​​Safety training and induction.
  6. Submit once all users have valid safety training and all sample information is finalised.

Please note, if your EA does not contain sufficient safety information, the EA will be declined and you will be asked to re-submit with the additional information included.

When is the deadline for the EA  to be submitted?

The EA must be submitted a minimum of 5 business days* prior to the beamtime start date, with no changes to the User list to be made after this date. 

Changes to the EA sample information (i.e. adding an additional hazardous material) will not be accepted less than 3 business days* prior to the beamtime start date.

* All public holidays in Victoria are observed by the AS, therefore will be included in these deadlines.

What are the Legal Responsibilities?

Each User group must have a spokesperson. This will default to the Principal Investigator (PI) from the beamtime proposal. The main duties and responsibilities of the Group Spokesperson are as follows:

  • Be physically present during the allocated beamtime (with the exception of MX remote access experiments where all users are participating remotely); 
  • Ensure the EA application is submitted and approved;
  • Be the main point of contact during the allocated beamtime; 
  • Ensure all his/her members adhere to the AS’s policies & procedures at all times;
  • Ensure all his/her members have completed the AS safety inductions prior to commencing (i.e. WHS & Radiation, beamline & laboratory, as appropriate);
  • Ensure all his/her members conduct themselves in a courteous and professional manner while onsite.

Upon submitting an EA application, the following declaration appears outlining the legal responsibilities of the Spokesperson. 

'I hereby confirm that all information I am supplying in support of this application for Experiment Authorisation is correct. I understand that any Users or samples NOT listed will NOT be allowed into the Australian Synchrotron. I am duly authorised to complete and sign this application on behalf of the Users participating in this experiment.'

By accepting this declaration, the Spokesperson enters into a legally binding agreement with the AS. 

Although the Spokesperson is responsible for the submission of an EA, they may ask another person within a User group to submit the EA on their behalf.  They may also nominate a new Spokesperson within the User group if they cannot meet the requirements above.

Guesthouse

How do I make a booking at the Australian Synchrotron Guesthouse?

Please download an accommodation application form from the Australian Synchrotron Guesthouse webpage. This form should then be completed and emailed to the User Office for processing.

Please note that in order to secure a booking, it is recommended that guests request accommodation at least 24 hours prior to arrival.

How do I know if I am an AS Affiliated Guest or not?

You are an AS affiliated Guest if you are conducting business at the AS eg. beamtime, meeting with an AS staff member, attending a conference or workshop held onsite.

How do I pay for my booking?

After the booking is confirmed an email will be sent containing a weblink to a secure credit card payment system. Please ensure that any outstanding payments are made prior to checking in.

Can I check in to my room early?

The check in time is strictly 2pm to ensure that all rooms are ready for guests upon arrival. Should guests need to check in earlier than 2pm, an additional night prior to arrival may be booked.

Can I check out after 10am?

The check out time is strictly 10am. The cleaning staff will access your room at this time. Should guests need to check out after 10am, an additional night may be booked.

Where do I go to check in to the guesthouse once the User Office is closed?

The User Office is open 8.30am to 4:30pm Monday to Friday. After hours check-in is available at the Security desk located in the entry lobby of the main Synchrotron building.

Are there Tea and Coffee facilities in my room?

Standard rooms do not have tea and coffee making facilities, however tea, coffee, milk and breakfast cereal supplies are all available in the communal kitchen on the ground floor of the guesthouse.

Is there a hair dryer in the room?

No, however, a hair dryer may be borrowed from the User Office.

Can I book a room with a kitchen?

Some apartments contain a kitchenette containing a bar fridge, microwave, stove top, toaster and kettle. In order to book an apartment with a kitchenette, please specify this requirement on your booking application form at the time of booking.

Can I consume alcohol at the Guesthouse?

No, any alcohol found at the Guesthouse will be disposed of. Please note that alcohol is strictly prohibited at the Guesthouse and in the Synchrotron building.

I am a User travelling from interstate. How do I get reimbursed for my travel?

For detailed information outlining the reimbursement process please refer to the following link or alternatively, contact the User Office on (03) 8540 4100. http://www.synchrotron.org.au/index.php/features/post-beamtime-requirements/invoicing-a-acquittals

Australian Synchrotron User Portal

I've forgotten my password. How do I get a new one? 

Click on the Forgotten your Password? link on the Portal login page.

My email address has changed. How do I update my account? 

If you know your password (or can reset it, which will email a link to your old email address), login to your account, then navigate to the 'Account' section of the dashboard, and click on the 'Update Email' link. You can also update other details, such as your contact information, by following the 'My Account' link.

I no longer have access to my old email account, which I use to log in to the Portal.  How do I change my Portal login? 

If you know your password, you can login and change your email address by navigating to the 'Account' section of the dashboard, then click on the 'Update Email' link.  You will be required to reset your password after changing your email address. If you don't know your password, please email the User Office, and request that your Portal email be changed. Note that for privacy and security reasons, we can only accept requests to change Portal account details in writing (email, letter etc.).

How do I remove myself from User Office emails? 

Login to the Portal, and navigate to 'My Account', via the dashboard, or the person icon at the top right of the page. Click on the 'Contact' tab, and check the 'Don't email' option at the bottom of the page. Please note that this will remove you from bulk emails only (e.g. deadline notices, event notices) but you will still receive required User Office communications (e.g. proposal outcome notifications).

Help! My account is blocked.

Accounts are blocked after 6 unsuccessful login attempts.  You will be able to attempt to login again after waiting for a period of 30 minutes. If you continue to have problems logging in please email the User Office, including the email address that you are using to log in, and request that your account be unblocked. Note that for privacy and security reasons, we can only accept requests to change Portal account details in writing (email, letter etc.).

I am trying to change my password but I get an error message. What are the password requirements? 

Passwords must adhere to the following rules:

  • Cannot use any of the last 10 passwords
  • Must be at least 8 characters
  • Must contain characters from three of the four following categories:
    • English uppercase characters (A through Z)
    • English lowercase characters (a through z)
    • Numbers (0 through 9)
    • Non-alphabetic characters - for example! $ # %