Instrumental Analysis Service【User Guide】
Instrumental Analysis Division,
Global Facility Center,
Creative Research Institution, Hokkaido University

Global Facility Center, Hokkaido University
Feb. 1st, 2022

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1.

Introduction..........................................................................................................................................

1-1. ID/Authority Types
1-2. Functions

3........................................................................................................

4.......................................................................................................................

5

2.

Usage Flow...................................................................................................................................

6

3.

Registration...................................................................................................................................

6

3-1. User Manager Registration...............................................................................................

3-2. Assistant User Manager Registration
3-3. User Registration

4.

Request Analysis

8............................................................................ 10............................................................................................................... 10........................................................................................................................... 11

4-1. Select Analysis Types
4-2. Application Form........................................................................................................ 11.................................................................................................................... 12

4-3. Complete Application..........................................................................................................

4-4. Issue Application No. &Print Application Form

5.

Submit Application Form & Sample

6.

Analysis Completion, Receive Results & Samples..............................................................

................................................................ 18................................................. 19...................................................................................................................

6-3. Deleting files from the system

16........................................................................................ 17

6-1. Open the window with your analysis application history
6-2. Downloading Data

16

20........................................................................................... 23

7.

Application History & Edit/Cancel Application

8.

Payments

9.

Acknowledgement.......................................................................................................................... 28

10.

Forgot Password............................................................................................................................ 29

11.

Contacts........................................................................ 24............................................................................................................................................

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1. Introduction
Instrumental Analysis we offer is the service that you can request our technical staff for desired
analyses such as structural analysis of organic compounds.
Available analysis types and target users are listed below. To use our services, you need auser registration.
Types of Analysis- Trace Element Analysis （CHN，S，Halogen)- Mass Spectrometry- Amino Acid Composition Analysis- Protein Sequencing
Target Users- Faculty members, students, researchers within campus- People outside the campus who belong to universities, technical colleges, public research
institutions, and engage in research and development- Researchers who belong to private companies or facilities and engage in research anddevelopment that fits the purpose of our center3

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1-1. ID/Authority Types- If you’re a first-time user, please go through a registration process and get an ID- The same ID can be used for 3 services that GFC offers; Instrumental Analysis Service, OpenFacility Service, and Equipment Market Service- Each service can be used from the GFC website- There are 2 ID types (SSO-ID or GFC-ID） and 3 authority types （fig-1. ①-③）
★Please refer to the following figure① SSO-IDOR

GFC-ID② GFC-ID③ SSO-IDOR
GFC-ID【Fig-1.】SSO-ID & Source of Payment
The payment source that you use for yourusage fee is linked with our university’s
financial & accounting service.
Payment source that users can select is limited
to the ones that their user manager isauthorized to use.
If you have a SSO-ID and would like to pay
from your own payment source, please register
yourself as a user.【Fig-2】
Even if you have a SSO-ID, if you’d like to use
other user manager’s payment source, please
register yourself as a user under the user
manager who has the payment source you
wish to use for your payment.【Fig-3】

4

The usage fee of professor A &student C must be paid by Prof. A
with the payment source a.

The usage fee of Prof. A & student
C must be paid by Prof. B with thepayment source b.

【Fig-2】【Fig-3】4

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1-2. Functions
User Manager-

Confirm Payments
View user list/Add users

Common Functions

User- Request Analysis- Cancel Analysis *1*2
- Print Application Forms *１- Edit Application *１- View Application History- Account Management(edit registered information )- View Login History- Register Academic Paper

With your PC

With your PC

Assistant User Managers
are allowed to takes care ofadministrative duties onbehalf
of
their
user
managers.

You can also request analysis using
the laptop at the reception desk!
Start Your
Application

Analysis Progress↓
Issue Application No.

SubmitSampleID

Each login needs
ID & Password

Functions

Details

CommonFunctions
User
Manager
User

Account Management

View current & past applications

Login History

View registered information & partial editing

Register Academic Paper

Register your academic paper you published using our services

User List/Add Users

View user list & add/delete users under your management

Confirm Payments

View your users’ application history

Request Analysis

Request Analysis/obtain an application No. & print an application form

Cancel Analysis

Cancel analysis requests *１ *２

Print Application

Print past application forms *１

Edit Application

Edit application content in the past *１

Application History

View current & past applications*1 limited to the analysis progress that is ‘Application approved’ or ‘Waiting’*2 Analysis will be canceled when we don’t receive an application and samples
after 3 business days. Please issue a new application no. again if you’d like torequest an analysis.

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2. Usage Flow
User Manager Registration
User Registration
Request Analysis’→Submit Application/Sample

AnalysisAnalysis Complete, Receive Result & Sample

Payments
Report Us Your Usage Activities

3. Registration
3-1. User Manager Registration- For the User Manager Registration, please go to ‘Service Login’ > ‘New User’ on the GFC website
When you register yourself as a user manager, you must register at least one user(including yourself).

3-1-①. On-campus faculty members with SSO-ID• If you have a SSO-ID, you can register/login with the SSO-ID• However, you need an initial registration such as setting your email address, please
move to ‘Service Login’ > ‘New User’ and click the blue button ‘User Manager Registration with
SSO-ID’Registration Flow
User manager registration with SSO-ID
Click ‘User Manager Registration with SSO-ID’

2

SSO-ID login screen

Enter ID and password

3

Registration steps will be
displayed～

1

On our website, open ‘Our
Services’ > ‘How to Use’

4
5
6
7
8
9

Complete Application screen
You'll receive an automatedemailEnter authentication key
Comply with ‘Terms andConditions’You’ll receive anotherautomated email
You’ll receive last automatedemailEnter information according to the directions on the screen

Email title [Please confirm your email address ]Open the link in the email mentioned on the step 5, and enter
the authentication key written in the email
Proceed according to the directions on the screen
Email title [Your email address was confirmed ]*GFC-ID is included in the email, but cannot login yet
Email title [Your service registration has been approved - GFC-9999-999999]

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Click ‘New User’

3.

1.

Click the blue button ‘User
Manager registration with SSO-ID’

2. Enter ID and Password[Registration Steps] screen
Please follow directions on the screen and enter information

4. [Complete Application]screen

5. You’ll receive automated email.
Email title; [Please confirm youremail address]

7. Comply with the terms andConditions

6. Please open the link in theemail mentioned on the step 5,and enter the authentication key
written in the email

8. You’ll receive second automatedemail.
Email title; [Your email address was
confirmed]*GFC-ID is included in the email, but cannot
login yet

9. You’ll receive the last automated email.
Email title; [Your service registration has
been approved - GFC-9999-999999]*Once you receive the above email, your account shouldbe activated, and you can start using our services.

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3-1-②. Off-campus user managers• If you register from off-campus, you need to get a GFC-ID.
• Please move to ‘Service Login’ > ‘New User’ and click the red button ‘New User Manger
registration’.
Registration Flow
User manager registration with GFC-ID

2

On our website, open ‘Our
Services’ > ‘How to Use’Registration steps will be
displayed3Complete Application

1

～

4

You'll receive an automated
email

5

Enter authentication key

6

Set your password

7Comply with Terms andConditions

8

You'll receive an automatedemail

Click ‘New User Manger registration’Enter information according to the directions on the screen

Email Title [Please confirm your email address ]Open the link in the email mentioned on the step 4, and enter theauthentication key written in the email
Please enter a password (more than 8 characters & letters including
numbers & capital/small letters)Enter information according to the directions on the screen
Email title [Your email address was confirmed ]*GFC-ID is included in the email, but cannot login yetYour application needs to be approved by our administrators. It may take about 2 weeks. If you’re in hurry, please let us know.

9

You'll receive an automatedemail

Click ‘New User’

Email title [Your service registration has been approved - GFC-9999-999999]
1. Click ‘New User Registration’

2. Registration steps will be displayed.
Enter information according to the directions on the screen

3. Complete Application

To be continued…

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4. You’ll receive an automatedemail.
Email Title [Please confirm youremail address]

5. Open the link in the email
mentioned on the step 4, and enter
the authentication key written in theemail

7. Comply with Terms and Conditions

6. Set your password
Please enter a password (morethan 8 characters/letters including
numbers and capital/small letters)

8. You'll receive an automated email
Email title [Your email address was
confirmed ]*GFC-ID is included in the email, but cannot
login yet

Administrators in our center will check your application on this step.
It may take for a week for off-campus users. If you’re in hurry, please let us know.

9. You'll receive an automated email
Email title [Your service registration has been approved - GFC-9999-999999]*Once you receive the above email, your account should be
activated, and you can start using our services

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3-2. Assistant User Manager Registration- User managers can register an assistant user manager to the system who has the authority
to take care of administrative duties on behalf of the user manager.
- Please login and go to ‘Mypage’ > ‘Account Management’ to add an assistant user manager

3-3. User Registration (Add Users)- To request an analysis, user registration (adding users) is required. The user registration is
the procedure that can be completed by a user manager or an assistant user manager- Please login and go to ‘Mypage’ > ‘User List/Add User’ to add users- When a user manager also wants to be a user to request analysis, please click the button‘Register Myself as User’- Email confirmation with an authentication key is also required when user are added. Thereis an expiration date for the authentication key. Please let your users know this andencourage them to process early.

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4. Request Analysis- Please visit Instrumental Analysis Service Website- When you login, you’ll see ‘Request Analysis/Mypage,’ then select ‘Request Analysis’ and apply
for your desired analysis type, and get a application no. (Please fill out an application on the website)*If you select ‘Turn on Notification Email,’ you’ll receive a confirmation email regarding the application no.

Application No. issuance page

Select ‘Request Analysis’
4-1. Select Analysis Type
4-2. Fill out application
4-3.Confirm Application
4-4. Issue Application No.

Detailed explanations for each step are listed below from 4-1. to 4-4.

4-1. Select Analysis Type- Select a desired analysis type

申込書作成

分析項目選択分析項目

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4-2. Application Form
- Fill out an application on the website- When you fill out the application, following functions are available① Register Application Content
Click ‘Start Application’ and open editing screen. After filling out required contents,
click ‘Reflect to Application List’② Importing Application History
Past applications are saved in the application history, and you can import/copy themto your new application （Considering the confidentiality of your data, some
information such as sample information aren’t saved on the database)③ Application for Multiple Samples
Enter the number of your samples and click ‘Add’④ Copy & Paste
You can copy & paste contents to one another. Blue button turns Pink after thecontent is copied⑤ Delete Function
You can delete unnecessary applications. Please note that once you click ‘Delete,’you cannot restore the data
⑥ Checking Function for Required Fields
Fields marked with asterisks (*) are required. Required fields you missed will behighlighted with RED if you proceed to the ‘Confirmation’ without filling them out【Application Screen】

Application Steps are listed.

Application List
You can check the current application.
Required fields you missed will behighlighted with PINK.

You can copy past application contents to your new application=□ samples Add

When you have multiple samples, please add with this button
Application screen will be displayed
You can delete unnecessary applications
You can copy each row
You can paste the content you copied

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4-2-① Register Application Content
Click ‘Start Application’ and open the editing screen. After filling out required contents, click ‘Reflect
to Application List.’★Fields marked with asterisks (*) are required.
Required fields you missed will be highlighted with PINK.

4-2-② Importing Application History- Past applications are saved in the application history, and you can import/copy them to yournew application （Considering the confidentiality of your data, some information such as sample
information aren’t saved on the database)- Please select ‘Copy from ‘History’ > click ‘Copy’ next to your desired application No.
Go back to Application List > click ‘Paste’ next to the field you’d like to paste

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4-2-③ Application for Multiple Samples- Enter the number of your samples in the box and click ‘Add’

Ex.) Entered 4 in the box and click ‘Add’

4-2-④ Copy & Paste- You can copy & paste contents to one another- Blue button turns Pink after the content was copied

The first Application was copied.

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4-2-⑤ Delete Function- You can delete unnecessary applications- Please note that once you click ‘Delete,’ you cannot restore the data

Ex.) If you delete this application…
The background turned gray and Copy &Paste button became unavailable. The
row itself is still displayed.

4-2-⑥ Checking Functions for Required Fields- Required fields you missed will be highlighted with PINK if you proceed to ‘Confirmation’
without filling them out

Fields marked with asterisks (*) are
required

Required fields, but the entry wascompleted, thus, it is white

Required fields, and the entry
hasn’t been completed, thus, it is
pink

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4-3. Confirmation- If you have no place to edit, please click ‘Submit’

4-4. Issue Application No.
- Application No. will be displayed on the top of the screen.
-

Printed application form is "not" required.

Confirmation Email Regarding the Application No.
After you, ‘Issue Application No., you will receive a notification email if you
selected receiving those when you registered.

○○

Application No.
Sample nameAnalysis type16

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5. Submit Application Form & Sample- After you prepare an application form and sample, please check the following points in thegreen box and submit them to the reception desk (Room #04-118, CRIS, Hokkaido
University) Please attach a reception No. sticker on the sample bottle andsubmit it within 3 business days.
Reception No. acquisition day

N1

Reception No.

1

××

Fri. Sat. Sun.

2

3

Mon.

Tue. Wed.

Expiration date

Use the one you have or the
one at the reception area Ways to Submit①Submit to a technical staff in person

Waiting list in arrival order

Please submit your application & sample within 3
business days. Otherwise, your application will becanceled. This rule won’t be applied if the shippingtakes longer than 3 days. However, please specify the
expected delivery date on the application.

②Submit to the reception desk

③Mail with the suitable methods for samples
Our Address

Hand Delivery

3〒001-0021
札幌市北区北21条西11丁目
北海道大学創成研究機構
グローバルファシリティセンター
機器分析受託部門

Application enclosed

Office Hours:
Mon.-Fri. 9AM-4:30PM

Office Hours:
Mon.-Fri. 9AM-9PM【Place to Submit】
Office #02-213, Instrumental Analysis Division,
Global Facility Center, Creative ResearchInstitution, Hokkaido University
N21 W11, Kita-ku, Sapporo, Hokkaido, 0010021[Campus Mail：45]

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Please submit your application & sample within 3 business days. Otherwise, your application
will be canceled. This rule won’t be applied if the shipping takes longer than 3 days. However,please specify the expected delivery date on the application.
- If you request multiple analyses, you can send applications and samples all together- For more details about sample submission, please refer to each analysis page

Infectious, radioactive samples are hazardous to analyze and we cannot accept them.
Upon request, we can analyze in the presence of users. Analysis room tour is alsoavailable. Please contact us in advance.

6. Analysis Completion, Receive Results & Samples- If you selected ‘Turn on Notification Email,’ you’ll receive an Analysis Completion Email- Also, please visit ‘Analysis Progress’ page on the Instrumental Analysis Website to see if
your analysis is complete. If your Application No. isn't displayed, your analysis is complete- You can see your Analysis Progress on the Application History page as well
Please login > Request Analysis/Mypage > Application History

Due to COVID-19, we changed the basic delivery method for your results from pick up to
download from GFC's Portal Site.
-If you selected ‘Hand Delivery’ on your application, please contact a technical staff in chargeof the analysis before arrival.
-If you selected ‘Need to return your samples’ on your application, please come to pick up yoursamples during the facility open hours (Weekdays;8AM-6PM) if you are a Sapporo campus
user. If you are a off-campus user, we will mail your samples as soon as it’s ready. The
shipping fee will be charged to each user.

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 How to get your data from GFC’s Portal Site
6-1. Open the window with your analysis application history
At first, please login GFC’s Portal Site.
From the “My Page” menu of Instrumental Analysis Services or GFC Portal Site,select “Analysis Application History.”<Instrumental Analysis Services><GFC Comprehensive System Portal Site>

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6-2. Downloading Data in the window “Analysis Application History”
If the file name appears in the [Retrieve Files] column, you can download the file.

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6-2-①. When downloading one file at a time
Please click the file name

Click!

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6-2-②. When downloading multiple files together
By ticking the check box at the beginning of the line (on the left) and clicking the[Retrieve Files] button, you can download them together in zip file format.

Click!

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6-3. Deleting files from the system
The downloaded files remain on the server but can be deleted by clicking the ×button next to the file name.

Click!

Important!
Old data files may occasionally be deleted tomaintain server capacity, etc.
Be sure to download your file(s) and store it/them
yourself.
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7. Application History & Edit/Cancel Application- You can check application history and the following functions from;
Request Analysis/Mypage > Application① Application History Narrowing-Down Function
If you put application no., sample name, analysis type, user name, or application date in
the keyword box, list of results will be displayed. Also, CSV export of the application
history is available② Application Printing Function
You can print past applications③ Edit Sample NameYou can edit sample names from the sample name icon
④ Edit Application
You can check and edit applications from the application list. You can only edit when theanalysis progress is either ‘Application approved’ or ‘Waiting’. You cannot edit after the
progress says ‘Under review’⑤ Application Progress & Revision History
On the Application Progress page, you can view Application Revision History⑥ Cancel Application Function
To cancel your application, please check the box on the left and click the ‘Cancel Analysis.’
However, You can only cancel when the Analysis Progress is either ‘Application
approved’ or ‘Waiting.’ You cannot cancel after the progress says ‘Under review’【Application History】

Narrowingdown Function

Each Function is listed

CancelApplication
Print
Application

Check Analysis
Progress

Edit Sample
Name

Edit Application

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8. Payments- Payments will be processed according to the settled schedule.
- Within and outside campus schedules are different【Payment Schedule】
Analysis request →Analysis → Analysis
Complete

Analysis charge isconfirmed by GFC

Apr.-Jun.
Jul.-Sep.
Oct.-Dec.
Jan.
Feb.
Mar.

Will be confirmed
within few days
after youranalysis (will bereflected on thesystem)Request user manager toconfirm charges/selectpayment source

Notify eachaccounting Dep. totransfer their budget

Beg. of Jul.
Beg. of Oct.

Mid of Aug.
Mid of Nov.

Beg. of Jan.

Mid of Feb.

Beg. of Feb.

End of Feb.

Beg. of Mar.
Beg. of Jul. (Nextfiscal year)

End of Mar.

*same payment period as Apr.Jun

Deduction on theaccounting system

Please contact
each accounting
Dep. for a specificdeduction date.

Mid of Aug.
*Next fiscal year

【Payment Source】
Period Subject toPayment
Apr.-Jun.
Jul.-Sep.
Oct.-Dec.
Jan.
Feb.
Mar.

-

-

Budget transfer
periodGeneral Management
Fund/Donation

Mid of Aug.
Mid of Nov.
Mid of Feb.
End of Feb.
End of Mar.
Mid of Aug. in next
fiscal year

Available
Available
Available
Available
Available
Available *deductedfrom the next fiscal
year’s fund

External funds
Available
Available
Available
Available
Available
Not available*Except the ones that canbe carried forward

Depending on the month analysis is complete, The payment is every month or every 3 months
Charges will be finalized within few days after each analysis is complete- After the charges are finalized by our accounting personnel, a confirmation email will be sent touser managers and assistant user managers. Please confirm from the ‘Confirm Payments’ pageon ‘Mypage’ (Need to login)- Also, The usage fees will be finalized within dew days after the analysis. You can check the
finalized fees online. You confirm the payments then too.
- Payments for analyses that will be completed after Oct. will be the end of the fiscal year. Pleasecheck the administrative deadline for your desired payment source- For Mar., because of administrative process, only general management fund or donation isavailable for use. Also, payment will be next fiscal year between Apr.-Jun. (Please contact eachdepartment directly for available payment source)
If you have any inquires on payments, please contact the below.
Research Support Div., Accounting Dep.
Phone (Ext.)：9570・9316
E-mail：kaikei＠research.hokudai.ac.jp

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How to check charges and select a payment source「＜GFC総合システム＞●●●-利用料金の確認をお願いいたします (Please checkyour charges)」 *only Japanese is available for this email at the moment
Please handle the following once you’ll receive this email form our system.

①

②

③

*If you have any inquires on payments, please contact Research Support Div.
（Ext. 9570）

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Analysis completion dateInvoice will be issued on;

May 15th ish

April （4/1 to 4/30）
・・・
February （2/1 to 2/28 or 29）

May 15th ish

March （3/1 to 3/31）

April 15thish

Apply foranalysis












・・・

AnalysisCompletion

Returnresults andsamplesInvoice will
be issued

Bank transfer

Payments will be charged every month.
Your account will be closed at the end of the month and invoices will be issued on
the 15th of the next month. Please be aware that the invoices will be issued basedon your analysis completion date
The analysis completion date is the date you receive your analysis completion
email. (We’ll ship your results/samples after the email was sent. The shipping date
and the completion date could be on a different date.)
Beginning of the next month after the analysis completion, the email regarding thefees and confirmation of the billing address will be sent. Once you receive theemail, please confirm the charges on your ‘Mypage’.
Also, the charges will be updated after each analysis, you can check them on yourpage (you can confirm the charge after each analysis).
To pay, please transfer the charges to the university with the invoice at the bank.

*Shipping fee will be charged to each user (less than 100yen will be rounded up).
Please be aware that the cost varies depending on the weight. Please specify ashipping method when you apply.

If you have any inquires on payments, please contact below.
Research Support Div., Accounting Dep.
Phone (Ext.)：9570・9316
E-mail：kaikei＠research.hokudai.ac.jp

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9. Acknowledgement• If you use the data acquired through GFC services on your academic paper, please acknowledge us• After it’s published, please let us know the title of the academic paper• To register the above information, you can also visit ‘Mypage’ > ‘Register Scholarly Publication’Your usage results will encourage us and provide opportunities tolearn and shape future activities to enhance our services.
Thank you for your cooperation.

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10. Forgot Password•

When you login, there is a button 'Forgot Password.’ Please reset your password form there（1）Click Forgot Password‘（2） Enter User ID and Email address and click ‘Reset.’
Please copy the displayed Authentication key, you will need it later.

（3） Please click the URL in the email and reset your password

11. Contacts
 For User Registration
Phone: 011-706-9235
10：00AM-4:30PM （Weekdays）
E-mail: adm-iad＠gfc.hokudai.ac.jp

 For Payments
Phone: 011-706-9316
8：30AM-5:00PM （Weekdays）
E-mail：kaikei＠research.hokudai.ac.jp

 For Analysis Services
Analysis Services

Phone

E-mailTrace Element Analysis
Mass Spectrometry
Amino Acid Composition Analysis
Protein Sequencing Analysis

011-706-9284
011-706-9254
011-706-9247
011-706-9249

chn-sx＠gfc.hokudai.ac.jp
mass＠gfc.hokudai.ac.jp
aaa＠gfc.hokudai.ac.jp
psq＠gfc.hokudai.ac.jp

Accept calls between 9：00AM-4:30PM （Weekdays）
Even during weekdays, because of analysis or events, we might not be able toanswer your calls. Thank you for your understanding.

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Instrumental Analysis Division, Global Facility Center,
Creative Research Institution, Hokkaido University
N21 W11, Kita-ku, Sapporo, Hokkaido, 001-0021

Phone
E-mail

011-706-9235
adm-iad＠gfc.hokudai.ac.jp

北海道大学グローバルファシリティセンター 機器分析受託サービス☎ 011-706-9235 / e-mail: adm-iad＠gfc.hokudai.ac.jp

Feb. 1st, 2022 ver.