(Updated 26/06/2026)

Your name has recently been registered on a session form (A Form) for an experiment which will shortly take place at the ESRF - you must read carefully all the content of this webpage, that contains important information about the following aspects of your experiment:

1. User & Safety Declaration Form - obligatory for completing your registration for the experiment.
2. Safety Training - obligatory for completing your registration for the experiment.
3. Travel for reimbursed users - a strict procedure and time delay must be respected, no reimbursement will be paid if the procedure is not correctly followed.
4. Personal data required for reimbursed users.
5. Declaration and tracking of samples.
6. Site entrance - required ID documents.
7. WiFi network at ESRF and EPN Campus areas.

1. User & Safety Declaration Form

You must now read and VALIDATE your electronic and personal "User and Safety Declaration Form" for this experiment session.

Please log into the ESRF User Portal: https://smis.esrf.fr. Tab "Proposals/Experiments": select "A Form" and click on "To Do"

If you do not remember your password, click on the link above and follow the instructions under "Forgot Password?"

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2. Safety Training

A valid ESRF Safety Training course is also mandatory. The course is valid for one year once completed.

Please log into the ESRF User Portal: https://smis.esrf.fr. Tab "Safety" and select "User Safety Training" then:

• "Standard Training": if you are coming to the ESRF;
• "Remote access training": if you are NOT coming to the ESRF but you will participate in the experiment remotely;
• "Mail-in training": if your experiment is a full-service Mail-In experiment (exists for MX and industrial experiments only); this mode requires prior agreement and arrangement with the ESRF staff.

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3. Travel for Reimbursed Users

Reimbursed users for the experiment who wish to request ESRF financial support for travel MUST have an authorised travel request that has been submitted and approved via the ESRF Travel Management application. No reimbursement or contribution to expenses will be made for travel that has not been requested and approved via this application.

To avail of the best offers on travel and prices, the travel request must be submitted as soon as possible and, once approved, tickets must be booked via the application’s online booking tool and hence directly invoiced to the ESRF, in all but a few exceptional cases (e.g. cheaper travel options not available in the application).

Warning - strict deadline!!
According to the ESRF Travel Rules for Users, no reimbursement or contribution to expenses will be made for travel booked less than 14 days (10 working days) before the outgoing (home lab to ESRF) travel date (except in the case of late invitations). Neither travel requests nor bookings will be accessible in the Travel Management application after this deadline and travel costs must be fully covered by users (accommodation and meals will still be covered).

Connection to travel management application
If you are a reimbursed user on the session, the travel management application is accessible via the  icon of the relevant session in the "A Forms/Sessions" tool of the ESRF User Portal.

Log in to the travel management application using your ESRF account username and click on "Automatic connection".

Reimbursement claim
Reimbursement claims for travel must be submitted within 30 days of the return trip using the travel management application, and generated from the associated approved travel request.

Detailed information on travel reimbursement for users (travel rules for users, procedures for reimbursed users, and the Travel Management application): https://www.esrf.fr/Travel.

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4. Personal Data Required for Reimbursed Users

If you are a reimbursed user for the experiment, please ensure that you have provided the ESRF with your personal address (mandatory) and your bank details (for the reimbursement of expenses by bank transfer).

This information can be provided by updating your account in the ESRF User Portal: https://smis.esrf.fr/misapps/SMISWebClient/accountManager/manageAccount.do?action=manage

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5. Declaration and Tracking of Samples

The declaration of samples via the submission of "sample sheets" is required for all samples that will be brought or sent to the ESRF, for all types of experiments.

Please ensure that your team have created and submitted the sample sheets for your proposal and that these are correctly declared on the A Form by the Principal Investigator.

All samples and equipment that will be sent to the ESRF must be declared in our customised parcel tracking system in the ESRF Data Portal (https://data.esrf.fr/) to keep track of what is on our site and when. You MUST send them via a recognised courier (FedEx, UPS, DHL, …), NOT via the regular postal service, and you MUST affix the ESRF label and address the parcel to the ESRF Stores.

Detailed information on our sample transport procedures: https://www.esrf.fr/SampleTransport. 

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6. Site Entrance - Required ID Documents

Make sure that your authorisation for site entrance has been validated by the Safety Group before travelling to the ESRF. This authorisation is mandatory to enter the site.

To check your site entrance authorisation status, please log into the ESRF User Portal: https://smis.esrf.fr. Tab "Proposals/Experiments": select "A Form" and click on "View A Form" for the appropriate experiment - a green "Site entrance is OK" stamp will show beneath your name once your site entrance has been approved.

The EPN Campus is a restricted area: you will be asked to report in at the site entrance on arrival and you will need to produce a proof of identification. The following valid (i.e. non-expired) ID documents are accepted:

• passport
• national ID card
• residence permit (titre de séjour)
• driving licence (with photo)

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7. WiFi Network at ESRF and EPN Campus Areas

WiFi connections available for ESRF users and guests:

1. Eduroam - authentication with your institute credentials
2. EPN_Open - no authentication required (open network available in the Guesthouse and ESRF Auditorium only)
3. EPN_Visitors - authentication with your ESRF User Portal account credentials

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