src/visitor.md

Procedures and registration forms needed to join CRIB experiments
=================================================================
\author HY



To be registered as a user of RIKEN Nishina center
--------------------------------------------------

A user registration is required to join the experiment.
If you do not have a position at RIKEN (visiting scientist, etc.),
you will need to be registered at an external user ("RIBF-independent user"),
and the procedure will be taken care by CNS.
Please prepare the following documents and submit to the responsible person in **CNS (Yamaguchi/Ms. Endo)** for the registration.
(Please **do not send these to RIKEN**, unless your main work is for RIKEN experiment or you have a position (visiting scientist etc.) at Nishina Center. )

- Registration form 
<!--  [English 2012.Jun] (../files/Registration_Form.xls) / -->
<!-- [Japanese] (../files/Gaiburiyou.xls) -->

- "Affidavit"   
<!-- [English] (../files/Affidavit_English.doc) / -->
<!--  [Japanese] (../files/Seiyakusyo.doc) -->

We also need a **digital picture** of you, 
which appears on the card.
Please prepare a picture in which you are directly facing to the camera,
with a simple background.

The forms are available at the RIKEN site:

[RIBF website] (http://www.nishina.riken.jp/RIBF/independent/registration_eng.html)

(See "Registration as RIBF Independent Users".)

The registration may take a few weeks.
A personal card will be issued after the registration.

The registration expires in two years,
or when you moved to another institute.
You need to submit forms when you want to 
extend or remake your registration.
(Please consult us.)

Please tell us  if **you have joined an experiment at CNS/RIKEN
in the last 2 years**. You may be able to skip some of the paperwork.


To work in the radiation-controlled area (experimental rooms)
---------------------------------

You need to submit the 

- Certificate for registered radiation worker.

<!--
 - [English (MS Word)](../files/Radiation_Registration_form.doc)
 - [Japanese (MS Word)](../files/housyasen.doc)
 - [Japanese/English (PDF)](../files/RadiationApplicationForm.pdf)
 - [How to fill it] (../files/RadiationApplicationForm_SAMPLE.pdf)
-->
The form is also available at the website above (see the sample also).
A **hand-written** signature by your radiation-safety administrator
in your institute is required.

Please send us the certificate early enough (we need two weeks or more) 
so that we can finish the registration before your arrival. 
We would like to have it first by e-mail, and then
want the original copy sent by express air mail.


Safety Training
-------------

In addition to submitting the form, you will need to take safety training:

- For external users (normal CRIB visitor): 
 Safety training is held at the users office in RIBF building, 2nd floor. 
 - Your position/division in RIKEN will be (you may need them for some forms), 
  + position: RIBF-independent user
  + division: User Liaison and Industrial Cooperation Group, User support office
 - In Japanese,
  + 身分:　外部利用者
  + 所属:　共用促進チーム
- For users who already have a position in RIKEN: 
Please follow the instruction of your host laboratory.
You may need to take a video lecture at Nishina Building. 

Since you need a reservation to take the safety training, please let us know your available time
(otherwise, we may make a reservation at earliest possible time).
After the training, 
you will obtain a dose badge 
to enter the radiation-controlled area at the RIBF users office. 



Notes on the document preparation
---------------------------

- In the end we need the **original copies (with hand-written signatures)** of the affidavit and radiation safety forms.
These days RIKEN requests us to send the original copies **before your arrival**.
Please send the documents via express air mail (Fedex etc.) to the CNS address below. 
You may bring them with you, only when there is no time to send the originals beforehand.

- The spokesperson of the experiment should complete
the registration at least a few weeks before your arrival.
(This is due to the new rule in RIKEN.)
If the spokesperson is a new registrant, that person should
send the original copies to us
when you submit the AUPS (the planning sheet for the beamtime).
If the spokesperson has have been already registered in previous years,
the person may need to sign another document
for the renewal. Please let us know in that case.


- You have to resubmit a new certificate, when the previous one 
has expired (or you can remake the registration when you come
next time). The certificate expires at the end of each fiscal year (Mar. 31).

-  **Please be sure to return the card and dosimeter (badge) to CNS secretaries,
the person in charge (Yamaguchi), or the RIBF users office (for the badges) on your leaving.
(Never bring the dosimeter into airplanes.)**
Users who will stay in Japan are not required, but
recommended to leave the card at CNS.
You have to return the card when the registration expires.

- A temporal visit in the experimental area 
(accompanied by one of the CNS staff or others) 
without the above procedure is possible.
 + "Guided facility tour", is only for one day, 
and any practical work in the area is not permitted.
 + "Work that is supposed to be without contamination by radioactive material"
allows you to enter the area for a certain period.
You will be given a dosimeter, and you have to submit a form 
to report the time and dose every day. This permission is not valid for the beamtime (i.e. you cannot take shifts in the beamtime).

Keys
----

Most of the buildings in RIKEN are locked, and 
you need a card to open it.
Temporal entrance card issued at the reception (west gate) of RIKEN
also works as the key, but basically you should return it within a day.

If you finish the registration above,
your personal card will be given at the secretary's room, on the 2F of the CNS building.

The CNS building is locked at night, on weekends and holidays.
You need to input a number to unlock the door.
(Please ask a CNS member for the key number.) 

There is a gate between the Sakura House and Nishina Lodge,
and some of the temporary cards do not work for that gate.
If you need to open that gate with a temporary card,
you should claim that on requesting a card at the west gate.

Accommodation
-------------

There are two internal lodges in RIKEN,
[Nishina Lodge and Sakura House (H-building)] 
(http://www.nishina.riken.jp/RIBF/independent/accommodation_eng.html).

-The schedule must be fixed 10 days earlier 
than your arrival, at latest. For any change after that should be  
requested through the secretary at CNS.

(New reservation system from 2016.7)

The reservation system of the Nishina Lodge/Sakura House has been changed,
and the procedure is as follows:
-# Send the following information to us (Yamaguchi/Endo).
 + Name, sex, nationality, e-mail address, period of stay (check-in/out dates)

-# Confirmation e-mail is sent to you
(or we may make an anonymous reservation of which e-mail will not be sent to you).

-# On arrival, you need to show the followings at the west gate guard.
 + The confirmation e-mail from the system.
 + Identification (passport, driver's licence, etc.）

Also please make sure:

-You have to pay the fee **by the end of each month** at the reception
of each lodge, even if you stay beyond the end of a month.
They only accept cash in Japanese yen.

-You cannot stay longer than 30 days at 
the two internal lodges. (If you want to stay longer, please consult us.)

-The internal lodges **do not accept mails or packages sent to you.** 
If you want to receive something, please send it to a person in CNS
 (or some laboratory RIKEN).

-The numbers of rooms are limited, and sometimes all 
the rooms are fully booked.
In that case, please reserve your rooms outside RIKEN by yourself.
The nearest hotels are:

 - [Super Hotel] (http://www.superhoteljapan.com/en/s-hotels/wako.html)
  (click on "Lodging Reservation" on the right side for the booking.)

 and 

 - [Toyoko Inn] (https://www.toyoko-inn.com/eng/search/detail/00090)

both of which can be booked on the web in English.

 - If your main business is at RIKEN (not CNS), please make a reservation
 through RIBF users office.

Long term stay
--------------

If you want to stay at CNS for more than **30 days**, 
several documents must be submitted to the University, about 1 month before your stay.

- Please fill in [this form] (../files/Long_term_stay_personal_info.doc)
and send it to us (first by e-mail or fax to check, then by air mail).

- We need your CV and publication list as well.

- We also need a **recommendation letter** for your stay
by a person in your institute with a signature, if you **do
not have a degree of doctor**. 

Please ask Yamaguchi (<yamag@cns.s.u-tokyo.ac.jp>)
for any questions.


Working jackets
-----------
You need to wear a working jacket while you work 
in the radiation-controlled area (experimental rooms
in the basement).
You can borrow it either from CNS or RIKEN,
but please do not fail to return it to the proper location
on your leaving.

CNS: 
The jackets are in the post box/stationary room in front of 
the secretaries' room at the second floor of the CNS building. 
Record your name on the notebook (ask some Japanese
to find it), and return the jacket to a secretary after use.

RIKEN:
You can borrow one at the entrance of the radiation-controlled area,
and the return box is also nearby.
RIKEN has more large size ones.

Please do not write your name on the borrowed jacket!

Retraining Program (new scheme since 2015)
-----------

Any person who will be working in the radiation controlled area is requested to complete a retraining
program provided by Nishina Center for each fiscal year. One cannot enter the area without completing
it, The program is offered at the following URL. The spokesperson should make sure that all the
participants finish the retraining prior to the experiment.

Please visit the following web page:

http://www.nishina.riken.jp/researcher/retraining/index_e.html

You may find you do not have the number which is needed to  
reconstruct the password. Please ask us in that case.


Usage of computer network
-----------

For using the network in CNS/RIKEN, you need to observe 
the local network rules. 

You must take the training course 
before connecting your PC to the network in RIKEN:

Online information security course
http://accc.riken.jp/en/elearning/

Avoid file sharing software at RIKEN
http://ccr.riken.jp/2364.htm

Important Items Regarding Information Security
http://ccr.riken.jp/en/security/sec-notice/

-These training programs are only available in the network of RIKEN.
That  means you should take it on another PC,
or you may do it on your first connection of your PC.

-Your PC must have a security software installed.

-Please make sure your PC is not using any P2P-type software.
Such sofware is often used for illegal file sharing, and
connection to your PC is always be monitored.
If a P2P connection is detected, they may prohibit your PC to be 
connected to the network of RIKEN/CNS.
An explanation will be required even if the usage of the P2P is not illegal.
Some of anti-virus software uses P2P for updating the pattern, which
is an example of non-illegal usage.

-Since 2015, the network of CNS allows connections only from 
devices with a registered MAC address, and a digital certificate
must be installed in your device.
A temporary certificate without MAC address registration
is also available, but the certificate expires within a week.
Please ask us for details.
The RIKEN network has no such restriction.

Cafeteria
----------------
You need to have an IC card to make the payment 
at the cafeteria of RIKEN. 

The cards they accept are so-called traffic IC cards, 
SUICA, PASMO, ICOCA etc, 

You can buy a card at railway (JR, Tokyo Metro and others) 
stations, but not at RIKEN (charge is possible at RIKEN
cafeteria).

For details of SUICA, please see:
http://www.jreast.co.jp/e/pass/suica.html


CNS address
-----------

CNS Address:  Center for Nuclear Study,
The University of Tokyo, RIKEN Campus,<br>
2-1 Hirosawa, Wako, Saitama 351-0198, Japan<br>
FAX No.:  +81-48-464-4554<br>
Phone No.:  +81-48-464-4191<br>

Please send your original copies of documents to 
Hidetoshi Yamaguchi at this address.