How To Use the Reservation Systemof Instrumental Analysis Center(Updated August 2024)
Reservation System Manager:
Shimizu Hikaru (technical staff)
shimizu.hikaru[@]shizuoka.ac.jp
ext. 1756

Contents
1. Sign in
2. Reservation❶ Via Weekly Calendar❷ Via Monthly Calendar
3. Application❸ Apply for Overtime Use❹ Check the Application List of Overtime Use❺ Apply for Technical Guidance❶❻ Check the Application List of Tech Gdnc❷
4. Laboratory Information❼ Details
・ Change Sign in Password
・ Add Laboratory Member
・Update Laboratory Member❽ Check Your Reservation History❾ Report Research Achievement
5. Others
・ Language Switch・ Sign out
・ Calendar for Browsing Only
6. FAQ

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1. Sign in①Select Section②Select Group③Select Laboratory④Enter Password⑤Click Sign in*Please check notice fromeach center every time

2. Reservation❶Via Weekly Calendar①Jump to the top of the calendar for each group②Click the icon for the device and date you want to reserve*Click the icon next to the device name to see its details.

2. Reservation❷Via Monthly Calendar①Select the device
you want to reserve*Click the icon next to the device nameto see its details.

②Click the icon for the date you want to reserve2. Reservation①↑Check the notice of the device②Select the date and time
③Select the user
④Enter remarks if any⑤Click Confirm

2. Reservation⑥Confirm the contents⑦Click Reserve if it’s OK⑧Click Back to correct

2. Reservation*for Licensed Devices

Some devices are operated on a license basis and only licensed users can make reservations.

←Weekly Calendar
Licensed devices are colored.

←Monthly Calendar
Licensed devices have a noteat the top of the calendar.

2. Reservation*for Licensed Devices

You can check whether you hold a license or not from Laboratory Information.
Requirements for license approval vary from device to device, so please contact us for details.

3. Application ❸Apply for Overtime Use*This menu is only for the Hamamatsu Instrumental Analysis Center.

①Select the device②Select the date and time
③Select the user

④Enter the reason for the application.
*If the reason is inappropriate,
we may deny overtime use.

⑤Click Confirm

3. Application ❸Apply for Overtime Use*This menu is only for the Hamamatsu Instrumental Analysis Center.

⑥Confirm the contents⑦Click Apply if it’s OK⑧Click Back to correct

3. Application ❹Check the Application List of Overtime Use*This menu is only for the Hamamatsu Instrumental Analysis Center.

*You can check whether your application has been approved or notby an automatic email from the reservation system or from this application list.
Please confirm that your application has been approved before using overtime.
↓Application list submitted by your laboratory

White → Pending
Red → RejectedGreen → Approved3. Application ❺Apply for Technical Guidance*This menu is only for the Hamamatsu Instrumental Analysis Center.

①Select the device②Select the date and time
③Select the user
④Enter the detailsof your specimen⑤Enter the kind of guidance
you need⑥Click Confirm

3. Application ❺Apply for Technical Guidance*This menu is only for the Hamamatsu Instrumental Analysis Center.

⑦Confirm the contents⑧Click Apply if it’s OK⑨Click Back to correct

3. Application ❻Check the Application List
*This menu is only for the Hamamatsu Instrumental Analysis Center.

*You can check whether your application has been approved or notby an automatic email from the reservation system or from this application list.

↓Application list submitted by your laboratory

White → Pending
Red → RejectedGreen → Approved

4. Laboratory Information ❼Change Sign in Password*Please obtain the agreement of all lab members before changing the password.

①Click Change Password②Enter the new password twice
Click Confirm③Click Register4. Laboratory Information❼Add Laboratory Member①Click Member Add Request

4. Laboratory Information❼Add Laboratory Member②Select the grade③Enter the name in Japanese or English④Enter the name in English⑤Enter the student / staff number⑥Enter the mail address(Recommended ***@shizuoka.ac.jp)(Disabled ***@gmail.com)⑦Enter the extension number if any⑧Select the student liability insurance status⑨Select the language⑩Enter remarks if any*Users of the Shizuoka Genomic Section
should select the devices they plan to use.
⑪Click Confirm

4. Laboratory Information❼Add Laboratory Member⑫Confirm the contents⑬Click Apply if it’s OK⑭Click Back to correct

4. Laboratory Information❼Add Laboratory Member⑮The member will be added to the list
with the status of “Pending”*They cannot make a reservation yet.

⑰After approved, the member will beofficially added.
*They can make a reservation.

⑯Please print out the User Registration Form
attached to the automatic e-mail from thesystem, sign it, and submit it to the office.

4. Laboratory Information❼Update Laboratory Member①Click Update Request②Fill in all items andclick Confirm and Apply④The update is complete after approved③The message “Update Pending...” is displayed

4. Laboratory Information❼Update Laboratory Member*This rule is only for the Hamamatsu Instrumental Analysis Center.

• Existing members are not required to submit theUser Registration Form when updating their info.

• Only in April, existing members will also receive
the form as an e-mail attachment whenupdating their info. Please print, sign, andsubmit it to the office.

• Members who didn’t update during April will be“Hidden” in May. The “Hidden” members can’t
make reservations. Please update the status,and then, print, sign, and submit the form to theoffice. After approved, the “Hidden” status will
be removed.

4. Laboratory Information❽Check Your Reservation History←Select the fiscal year

↑Reservations after today↑Past reservations

4. Laboratory Information❾Report Research Achievement*Reporting of research achievement is optional.
The collected data will be used as reference for center management.

↓Research achievement list of your laboratory①Click Add

4. Laboratory Information❾Report Research Achievement②Select the category③Enter the achievement detail④Select the devices usedfor this achievement⑤Click Confirm

4. Laboratory Information❾Report Research Achievement⑥Confirm the contents⑦Click Add if it’s OK⑧Click Back to correct

5. Others Language Switch, Sign out

Language Switch (English⇄Japanese)

Sign out5. Others Calendar for Browsing Only

←Browse from here

5. Others Calendar for Browsing Only

Select the section*Reservations cannot be made.

*Click the icon next to the device name to see its details.

6. FAQ
Q1

I can’t find my name in the pull-down list of Reservation and Application Form.
Please see the menu [Lab Info] > [Details]. If you do not see your name in the “Member Information” table, please apply to add a member. (See 4-❼)

Q2

The message “You have exceeded the maximum number of weekly bookings.” prevents me from making a reservation.
Each device has a maximum number of slots that can be reserved for each laboratory, and any reservations that exceed this number will beautomatically cancelled. Open the weekly / monthly calendar and click on the “?” icon to the right of the device name to see the maximum number ofweekly booking for that device. (See 2-❶❷)

Q3

The message “You can not make a reservation on this date.” prevents me from making a reservation.
Each device has a set reservation period, and reservations for dates outside of this period will be automatically cancelled. Open the weekly / monthly
calendar and click on the “?” icon to the right of the device name to see the reservation periods for that device. (See 2-❶❷) In the case of theHamamatsu Instrumental Analysis Center, normal reservations cannot be made for days when the Center is closed (Saturdays, Sundays, holidays, etc.),
so please apply for overtime use. (See 3-❸)

Q4

The message “A license is required to reserve this instrument.” prevents me from making a reservation.
Some devices are operated on a license basis, and only license-holding users are allowed to make reservations. Devices annotated in light blue on theweekly calendar or light blue on the monthly calendar are licensed devices. To check whether you have a license or not, please refer to the member
information in the menu [Lab Info] > [Details].

Q5

The message “You can not make booking for more than 4 hours a day.” prevents me from making a reservation.
This rule is only for the Hamamatsu Instrumental Analysis Center. You can’t reserve Analytical FE-SEM, On-situ FE-SEM, Powder XRD and Raman
Spectroscopy for more than 4 hours a day. If you wish to use them for more than 4 hours, please combine a regular reservation with overtime use, orcontact the center office directly. If a reservation slot for the instrument is available just prior to the day of use, we may permit extended daytime use.

Q6

I can’t find the reservation button on the calendar.
Please follow the same procedure as in Q3 to check the reservation period for the instrument, and if the message “Please contact the operator for
information on reserving this instrument.” is displayed, please contact them directly.

Q7

I can’t receive automatic e-mails from the system.
You can’t receive automatic e-mails from the system by Gmail. Please re-register your e-mail address other than Gmail.(See 4-❼)Q8I applied for overtime use / technical guidance, but I am not sure if they were approved.
You can check the approval status of each application from the menu [Applications]>[→Application List]. You can also check them through automatic
e-mails from the system. In addition, if the tentative reservation (gray marker) switches to the same view as a regular reservation, it indicates that theapplication has been approved. By using these methods, please check the approval status of your application and use devices after approval.

Q9I forgot my sign in password.
Each laboratory has 1 password. Please ask your lab members if they know the password. If no one knows the password, please contact us.