Participants declaration

The participants’ declaration is a mandatory step to have access to the synchrotron SOLEIL site and to receive a nominative badge.

This badge will grant you access to the Synchrotron, to any requested support laboratories and to the SOLEIL restaurant’ services.

This process is carried out via the SOLEIL Users Portal (SUN set).

 

⚠️ IMPORTANT INFORMATION ABOUT PARTICIPANTS DECLARATION

• The Main Proposer (MP) or BAG Coordinator must confirm the requirements with each participant before submitting the list (dates of stay, funding, accommodation dates).
• Participants’ dates may differ from those of the project (within the experiment period + 1 day if necessary) but must be specified in the declaration and correspond to their actual presence at SOLEIL.
• The badge issued on entry to SOLEIL is programmed according to the declared dates and funding arrangements.

! Collected and verified information = submission of the participants’ declaration

After the submission of a participants’ declaration, any request for modification must be sent by the MP or BAG Coordinator to the User Office in a single email including all requested modifications (changes such as dates of stay modifications involving the rescheduling of badges and accommodation, addition of participants, cancellation or reorganisation of travel, etc.) 

The User Office assesses the requests for changes on a case-by-case basis. 

The badge issued at the SOLEIL entrance is programmed based on the declared dates.

 

⚠️IMPORTANT INFORMATION ABOUT THE MAIN PROPOSER OR BAG COORDINATOR 

The Main Proposer or the BAG Coordinator is the only contact person to SOLEIL for all administrative issues related to the proposal. He is responsible for centralizing, collecting, and transmitting all final information from participants to SOLEIL User Office, Travel Office, Beamline manager, Safety manager, etc.) via the participant’s declaration.

 

Thank you in advance for your cooperation.

 

Submission guidelines and deadlines

Any user wishing to come to SOLEIL as part of an experiment must be declared by the Main Proposer or BAG Coordinator, as a participant before any experimental session. 

Participants may be different from co-proposers of the proposal.

Proposal type Submission deadlines in the SOLEIL Users Portal (SUN set) (before the experimental session)
Strandard Proposalat the latest 3 weeks 
BAG Proposalat the latest 2 weeks 
Rolling Proposalat the latest 2 weeks 

The lists of participants are validated by the User Office approximately a month to 3 weeks before the users arrive.

PARTICIPANTS DECLARATION - DEADLINES AND SUBMISSION GUIDELINES

 

Arrival and departure dates

The dates for each participant are not displayed by default.

The main proposer should ensure to fill in the dates corresponding to the exact dates for each participant, including one day before if necessary.

Reminder: the Main Proposer must consult each participant before submitting the participants’ declaration to confirm the actual dates of attendance.

Any changes may lead to errors, and modifications made too late may not be considered.

 

Accommodation

At the time of this participants’ declaration, the Main Proposer must indicate for each participant (whether or not covered by SOLEIL) if they require a room at the guesthouse and must specify the dates and number of nights required.

If you require a room suitable for people with reduced mobility, please indicate this in the ‘comments’ field.

 

Users fundings

Consult the web page ‘SOLEIL User fundings’ for read the details (financial support for French institutions and European).

Financial support Standard ProposalFinancial support Block Allocation Group (BAG) ProposalFinancial support Rolling Proposal

Maximum of 3 participants per proposal 

Participants from institutions in the Ile-de-France region: 
Accommodation at the SOLEIL Guest House and meals at SOLEIL restaurant for all sessions. 

Participants from French institutions outside the Ile-de-France region: 
Round-trip travel (maximum of 3 participants per proposal)

Accommodation at the SOLEIL Guest House and meals at SOLEIL restaurant for all sessions. 

Financial support for preparation:7 man-days can be covered, if necessary.

Maximum 3 participants and/or dry shipper per session

Participants from institutes in the Ile-de-France region: 
Accommodation at the SOLEIL Guest House and meals at SOLEIL restaurant for all sessions. 

Participants from French institutes located outside the Ile-de-France region: 
Round-trip travel, accommodation at the SOLEIL Guest House and meals at SOLEIL restaurant (maximum of 3 participants per session).

Financial support for preparation: 7 man-days can be covered, if necessary.

Maximum 3 participants and/or dry shipper per session

Participants from institutions in the Ile-de-France region: 
Accommodation at the SOLEIL Guest House and meals at SOLEIL restaurant for all sessions. 

Participants from French institutions located outside the Ile-de-France region: 
Round-trip travel, accommodation at the SOLEIL Guest House and meals at SOLEIL restaurant (maximum of 3 participants per session). 

Financial support for preparation: 7 man-days can be covered, if necessary.

If the deadline for submitting the participants’ declaration is not met, the Travel Office may not be able to organise the travel. In that case, you will need to arrange your own travel and claim a refund.

 

TransNational Acces (TNA) via European programs is possible for users coming from European institutes: up to 2 participants maximum for a proposal and according to an existing programme.

Please find more information about ongoing TNA programs and their access procedures...

 

Apply for VISA

Non European Community members have to check if visa formalities should be completed.
We recommend you to make VISA requirements well in advance.
 
We advise you to refer to current formalities required by the Embassy of France in your Country.