Procedures for a Principal Investigator of MLF Experiments
After the approval of proposal, Principle Investigator submit necessary forms mostly by 2 weeks prior to thebeamtime or start of experiment. Confirm about the registration of the result and report after experiment.
Documents to be submitted after receiving of approval notification
Format name of document

How to submit

Promptly after approval notification↓
PI for the proposal categorized as “APPROVED” and “RESEARVED” should submit “the Consent From” inadvance.
Consent Form for MLF User Agreement

From 2024A Proposal Round
Download the form and upload at User Support System⚫ Instruction of how to submit

Before experiment ↓Letter of Commitment (MLF)

Before 2023 Proposal RoundUser Support System

Notification of Intended Experiment Participants

User Support System

Application of Samples and Reagents Declaration

User Support System

List of experimental equipment to be brought toOnly if you carry equipment into MLF

MLF

User Support System

After experiment ↓Beamtime Utilization Report

User Support System

Immediately after the experiment
MLF Experiment Report

Proprietary proposal is not required.
Publication Database system

Research results and publications◼

Publication Database system

Proposals approved in Ibaraki Neutron Beamline can find procedures on the website;
https://www.pref.ibaraki.jp/sangyo/kagaku/tyusei/bl-top.html◼

Approve request from additional team membership◼

Principal Investigator can appoint the team member to be a Delegate Principal Investigator (PI) who
can act and do to the PI mission. Read all...

◼

Method of submission on J-PARC user Support System◼

ABOUT J-PARC Publication Database

Method of submission on J-PARC user Support System
1.

Log in to User Support System, go to left side menu [Forms for the Spokesperson].
[Forms for the Spokesperson] are displayed to the screen of (Delegate) Principal Investigator.

2.

Click [Forms] then the information opens in the right side of screen. Select Project type and experiment
number and click [Search].

3.

Click [Generate] button of each format to register. Register again to modify and add information.
Status [Required - Yes] means the format is obligatory.

4.

Click the name to download format.

①、②

After submission is③←④ Click the name to download format.

J-PARC Publication Database
https://jpd.j-parc.jp/pds/loginUser

This database requires the same ID andpassword to log-in User Support System.

Log in and download the format ‘Template’ of MLF Experiment Report.

succeededLetter of Commitment (MLF)*Before 2023 Proposal RoundPI pledge to abide by regulation and agreement outlined in J-PARC to the proposals be carried out at MLF.
Most importantly of all that submission of the Letter of Agreement is obligatory.

User Agreement for MLF Experiments*Before 2023 Proposal Round

Proprietary proposals and, if required by a J-PARC contact person. Mail the signed original to the J-PARC contactperson. Download the template from the User Support System.

Consent Form for MLF User Agreement*After 2024A Proposal Round

Refer to this instruction before creating document
When your proposal is approved, PI (principal investigate) are requested to submit “the Consent Form” for MLF
User Agreement. PI for the proposal categorized as “reserved” should submit “the Consent From” in advancewithout waiting beamtime allocation, because the deadlines in the above submissions must be maintained.

Notification of Intended Experiment Participants
Member list of collaborators.

Application of Samples and Reagents Declaration, List of experimental equipment to be brought
to MLFMLF makes safety examination to all the carrying chemical samples and equipment. MLF safety team willsummarize the result and issue the review.
Please never forget to carry the object before the safety examination.

Submission of “Samples and Reagents

Declaration” and “List of Experimental Equipment to be carried into MLF” (only if you carry equipment into MLF)
must be done at least two weeks before your experimental beamtime, otherwise your experiment will be canceled.
Guideline of experimental equipment requiring a safety review⚫

Equipment with a generally high risk or for which safety cannot be confirmed, such as equipment with a highvoltage power supply, modules, or self-made devices. Machines to be connected to MLF by wiring and/orpiping.

⚫

A safety review is not required for manufactured goods such as laptop computers, digital cameras, and digital
voice recorders that will be used for their intended purpose. However, manufactured goods to be used as
samples must be included in the document "List of experimental equipment to be brought to MLF".

* The above is standard guideline. Please consult us in advance if you are unsure.
http://j-parc.jp/researcher/MatLife/ja/us/mlf/mlf.html

Beamtime Utilization Report
Paid and proprietary use experiments and Ibaraki Neutron Beamline proposals are required to submit Beamtime
Utilization Report immediately after experiment.
For paid usage assignments, submission of a beam usage report is mandatory. Submit it as soon as the experiment isover. If the beam time is divided into multiple times, submit after the last beam time is completed. If there is a beamstop time during the beam time, please enter it in the comment section "Requests / Opinions for J-PARC / MLF".
When utilize beamtime, fill the Beamtime Utilization Report with consultation of the instrument scientist taking careof your experiment. Describe unavailable beamtime by any troubles attributed by the facility, for example interrupt ofthe accelerator, into the remarks column of Beamtime Utilization Report. Status of your experiment should bedeclared by filling either checkbox of “underway” or “finished.” The instrument scientist will help you.
Read the following first:
Please submit this form after the experiment period ends.
If beam time was conducted for multiple times, registration is required at each time.
Example:May 1st - May 2nd Complete initial registration and receive approval
May 17th - May 18th Please re-register and get approved again.
⚫ If you want to add a new beam time, please resubmit. If you are unable to proceed with the registration operation,
you will be able to re-register after receiving the remand process.
⚫ If all experiments have not been completed and are in progress (planned to continue in the future), select"Underway".
⚫ When all experiments are complete, select "Finished".
⚫ There is no need to register for experiments that have not yet been conducted.

Precautions◆

If the beam time was divided into multiple times, submit after the last beam time is completed.

◆If the period includes a beam stop, please enter it in the comment section "Requests / Opinions for J-PARC /MLF".

◆

When the submission is completed, a notification of acceptance will be sent by e-mail. At this stage, it has
not yet been officially accepted. It will be officially accepted after the approval of the person in charge of theexperimental equipment (BL), which will be described later.

◆The beam usage report will be approved, otherwise sent back by the person in charge of the experimental
equipment (BL) used. A notification will be emailed in either cases.
⚫

In the case of remand, read the comments on e-mail, and perform from (2) to re-register.

⚫

In the case of approval, receiving a notification means that the Beamtime Utilization Report has been
officially accepted.

The submission procedure is as follows.

① Login to User Support System.
② Forms for the spokesperson > 1.Forms, and select Project Type, Proposal/Experiment No and Search.
③ Click Generate of ‘Beamtime Utilization Report’④ The entry form will be come up on screen. Enter the submission date, machine time period, request / opinion,and click the [Register] button. After confirmation, If there are no problems, click the [Register] button again.

Status of approval←Refer to Precautions⑤ When the submission is completed, a notification will automatically be sent.

◆At this stage, the report was accepted but NOT approved.

◆Be sure to complete submission via internet before leaving from J-PARC or as soon as you return.

⑥ The person in charge of the experimental equipment (BL) confirms the report and give approval or rection.
◆Reject: "Reject notification" will be sent by e-mail. The reason for the remand is described, so please returnto (2) and perform "re-registration".

◆Approve: “Notice of Approval” has been emailed and the Beam Usage Report has been officially accepted.

MLF Experiment Report
For Non-Proprietary Use, PI is required to submit an Experimental Report within 60 days after the end of theproposal term of the experiment.
When the Experimental Report is not submitted by the deadline, PI shall not be able to apply for new proposals
until the report is submitted.

Further the Experiment Report is not submitted within 30 days after the deadline,

PI must pay the beam usage fees.

Delegate Principal Investigator－ An experiment participant who behave as same as the Principal Investigator.
Delegate Principal Investigator must be a participant of experiment.
Students cannot be delegates. A few people can be delegate Principal Investigator
The target person his/herself (responsible person, collaborative experimenter) must have applied for registration in
the user support system.
PI request Users Office to change the status by・Designate the person on the experiment participant list of proposal submission.
・Contact UO by e-mail after the approval of the proposal.
PI can change the status on the portal site.
1.

Click [2. Team Member Authority Management].

2.

Select from the Project Type and Experiment/Proposal Number and click [Search] button

3.

Choose the status of the person from “Participant” to “Delegate Principal Investigator”

4.

Click [Confirm] button①②③

Approve extra team membershipIf a person who is not listed in the collaborative experimenter list at the time of submitting the experimentapplication, applies for registration in the user support system, the (secondary) approval by PI is required tocomplete his/her registration. In this approval process, Users Office will send the first request, then the PI shall
respond after receiving the notification.
The target person (responsible person, collaborative experimenter) must have applied for registration in the user
support system.
1.

Log in and click ‘Team Member Approval’2.

Select project type, keep the ‘Name’ black and click ‘Search’3.

Select the user you want to approve and press the "Details" button. Details will be displayed. After confirming,
please click the "Approve" button if you approve, or if you want to reject, enter the reason and click the"Remand" button. If you have any questions, please contact the J-PARC Center Users Office.

①②③