If you are a Principal Investigator (PI) or registered User on an accepted ESRF proposal, you will find here checklists (by your role in the experiment and also chronologically) to help you ensure you carry out all necessary formalities before your experiment and visit. Users must be registered on a submitted Session Form (A-form). 

• Checklist for Principal Investigators
• Checklist for Registered Users
• Before, During and After Your Experiment

Under construction (21st August 2026)

 Checklist for Principal Investigators

• Invitation Letter received with dates of experimental session
• Safety Letter received (yellow, red experiments only)
• All participants have user accounts in the ESRF database
• At least one fluent English-speaking scientist participates in the experiment onsite
• Participants who should receive a financial support from the ESRF have completed the reimbursement information (private address and bank details) in their user account
• Session Form (A Form) completed (with airport form requested if transporting samples home in person) and submitted ideally 6 weeks and at least 4 weeks before the experiment start date. Note: a modified or updated Session Form must be re-submitted but multiple resubmissions are strongly discouraged so it is important to prepare and complete it correctly well in advance.
  • All users correctly registered (the names of ALL participants have been correctly submitted with appropriate requests for arrangements)
  • All relevant sample sheets added to the session
  • Sample environment and support lab requests complete
• Safety requirements reviewed
• Risk Analysis Form sent (if requested by Safety Group)
• Sample shipping requirements reviewed
• Equipment shipping requirements reviewed
• Laboratory request form(s) completed (chemistry, etc.), if necessary
• All team members approved for site entry (check the status of the site entrance authorisation of users directly in the Session Form: tab "Proposals/Experiments" >> "A Form" >> "View")

 Checklist for Registered Users

• Laboratory affiliation checked and updated in user account
• Reimbursement details (private address and bank details) entered in user account of users who will claim the reimbursement of expenses
• Safety Training (onsite, remote or mail-in depending on participation) completed through User Portal: tab "Safety" >> "User Safety Training"
• Personal electronic "User and Safety Declaration Form" validated for each experiment through User Portal
• Visa support document requested ("Convention d'Accueil")
• Visa support document received ("Convention d'Accueil")
• Visa requested
• Visa received
• European Health Insurance Card (EHIC) obtained from home country social security (optional, allows any medical fees to be paid directly by home country social security)
• Adequate insurance in place - provided by the employment contract of your laboratory
• Special medical conditions considered (e.g. pacemaker, pregnancy)
• IMPORTANT: Before leaving, check that your site entry is approved (shown on Session Form): check via User Portal: tab "Proposals/Experiments" >> "A Forms/Sessions" >> "View"
• Cash in euros if required
• Identity document to be presented at site entrance - see our Site Access page for acceptable ID documents (no other documents will be accepted)

 Before Your Experiment

• Ensure the information in your User Portal account is correct and up-to-date (especially laboratory affiliation). If you are a PI, ensure the users who will participate in the experiment have checked and updated their User Portal account.
• Contact your Local Contact to ensure the experiment is planned correctly. The successful outcome of the experiment is your responsibility but the Local Contact can advise and help you plan to ensure the best outcome.
• Ensure all requested safety information has been provided to the ESRF Safety Group (refer to the Safety Letter received first with the Decision Letter for your proposal and again when your experiment was scheduled.
• If you are a PI: Complete and submit the Session Form (A Form) ideally 6 weeks, and no later than 4 weeks, before the experiment start date. The Session Form allows you to:
  • register the users who will participate in the experiment and request financial assistance for eligible users (public experiments only)
  • declare the samples you will bring
  • confirm the sample environment for the experiment
  • book the use of support laboratories
• If you are a user registered on the Session Form (A Form) of an experiment
  • complete your online User Safety Training (User Portal: tab "Safety" >> "User Safety Training")
  • validate your "User and Safety Declaration Form" (User Portal: tab "A Forms/Sessions" >> click on declaration form link)
• If you are shipping samples: Create and declare your parcels in the Data Portal so that they can be tracked to and from the ESRF - see our Sample Transport at the ESRF webpages.
• Check if you need a visa to enter France and if yes, follow carefully the instructions on our Visa Requirements webpage respecting the time delays advised.
• For users receiving financial assistance from the ESRF, submit your Travel Request for approval then make your online travel booking. Warning: strict deadlines exist - read carefully our Travel for Reimbursed Users webpage.
• ESRF users need to have adequate health and accident insurance during their stay in France. See our Insurance & Medical Conditions webpage.
• Before each scheduled proposal, the ESRF creates an account on our central storage system for the data generated on the beamline. See the Data section of our Computing and Data webpage.

 During Your Experiment

• Wear your site access authorisation badge visibly at all times. You will require it to
  • access all authorised ESRF buildings
  • open your Guesthouse room if you are staying onsite
  • pay for meals at the onsite restaurant.
• Take note of the different meal and snack options on the EPN Science Campus and in the surrounding vicinity, and ensure you eat well and regularly over the duration of your experiment.
• Use the available Wifi connections and connect your personal devices (laptops, tablets, smartphones) according to the ESRF Computing Charter - see the Computing section of our Computing and Data webpage.
• You are welcome to consult books and periodicals in the joint ILL/ESRF Library. You will not, however, be able to borrow documents.
• Local buses and trams allow easy access to Grenoble town centre. ADD THIS INFO TO ONE OF THE EXISTING WEBPAGES ON ACCESS.
• Consult our Personal Safety webpages for information on the joint Medical Service and medical emergencies, special medical conditions, insurance for scientists from outside the European Union, etc.
• Even though you have already validated your online User Safety Training, don't hesitate to consult it again to be fully aware of what to do in case of any incident.

 After Your Experiment

• Return your site entrance badge to the security staff at the entrance gate.
• Give us your feedback on your experiment and stay at the ESRF by completing the User Feedback Form.
• Submit your expense claim (for users receiving financial support from the ESRF) within 30 days of the end of the experiment.
• Consult and transfer the data collected on the beamline - see the Data section of our Computing and Data webpage. Data management at the ESRF is governed by the ESRF Data Policy.
• Submit the experiment report for the session within 3 months of the end of the experiment via the User Portal.
• Publish your results and let us know by registering your publication in our Library database and adding the publication to your "My Publications" list in your User Portal account.