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How to join CRIB experiments

To be registered as a user of RIKEN Nishina center

A user registration is required to join the experiment, to use the guesthouse in RIKEN, etc. If you do not have a position at RIKEN (visiting scientist, etc.), you should be registered at an external user ("RIBF-independent user"). This is a position at RIKEN, but for CRIB users the procedure has to be taken care of by CNS. Please prepare the following documents and submit to the responsible person in CNS (H. Yamaguchi yamag@cns.s.u-tokyo.ac.jp/Ms. Kotaka aki.kotaka@cns.s.u-tokyo.ac.jp) 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. You might be directly contacted from RIKEN, also for the renewal procedure at the end of March. In that case, please upload your files on their webpage.)

  • Registration form
  • "Affidavit"

The forms are available at the RIKEN site:

RIBF website (See "Registration as RIBF Independent Users".) Registration forms

and basically we need the registration form and the affidavit.

  • As for the email address to be filled in the form, they want an official one (at your insititute, etc.), and a free-email address (like gmail) may not be accepted.

  • If this is your first-time registration, we also need a digital picture of you, which appears on the entrance ID card. Please prepare a picture in which you are directly facing to the camera, against a simple background.

  • As for the "purpose", RIKEN prefers CRIB users to fill in the section of "Collaborative Research with the Partner Institution". The partner should be Hidetoshi Yamaguchi at CNS, the Univ. of Tokyo, and "research theme" can be a general one, such as, "Experimental study on astrophysical reactions" or "Experimental study on nuclear structures and reactions". You may also fill the information in the "Research Approved by PAC" section, but please fill "Collaborative Research with the Partner Institution" section in any case (even though the form does not seems to imply so).

  • For people from European institutes, "GDPR" is also needed. (Please see the above RIBF page.)

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

  • The registration expires in two fiscal years (ending on Mar. 31), or when you moved to another institute. You need to submit forms when you want to extend or remake your registration. (Please consult us.)

  • All the documents that require signatures (including the certificate below) can be scanned and sent to us by email. Digital images of the signature pasted on the documents are also accepted.

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

You need to submit the Certificate for registered radiation worker, in addition to the registration documents above.

The form is also available at the above webpage:

-English version

-Japanese version

(see the sample there also).

For visitors from institute outside Japan, please use the single-page form in English page. The form should be used as it is (no need to put a letterhead). 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. Please be sure that the certificate is covering whole the period you are supposed to work in experimental area.

Visitors from a Japanese institute should use the form in the Japanese page.

Safety Training

In addition to submitting the forms, you have to take the safety training:

The procedure is notified by the RIBF Users Office, after the registration process is fully completed, so please follow their instruction. Usually you have to take an online training on their web page, and then you (typically new users) may need to take a video lecture at the Users Office, located in the RIBF building, 2nd floor.

The procedure could be different for users who have a position in RIKEN, and in that case, please follow the instruction of your host laboratory. You may also need to take a video lecture at Nishina Building.

After the training, you will obtain a dosimeter badge at the RIBF Users Office, which allows you to enter the radiation-controlled area. If your dosimeter does not work at the checking gate at the entrance of
the experimental area, please ask the staff of radiation-control office, located near the entrance of the area.

Notes on the document preparation/registration

  • In summary, what typically needed for new foreign participants are,

    • Registration form
    • "Affidavit" (signed)
    • Certificate for Registered Radiation Worker
    • GDPR (if you are from Europe)
    • photo image file
    • Visitor information registration (just provide information to Yamaguchi, see below)

  • The spokesperson of the experiment should complete the registration at least a few weeks before your arrival, and be present during the beamtime. (If that's not possible, please consider to change the spokesperson to another person.)

  • If you are not a new user, please ask us to check the registration status at present. We will let you know which documents will be needed.

  • You may be requested to resubmit a new certificate, when the previous one has expired (or you can do it when you come next time).

  • Please be sure to return the entrance card to the CNS (or wherever you got it) or local CRIB members (Yamaguchi), and the dosimeter badges to the RIBF users office on your leaving. (Never bring the dosimeter badge into airplanes.)

  • A temporal visit in the experimental area (accompanied by one of the CNS staff or others) without the above procedure is possible, with the following categories.

  • The category, "Guided facility tour", is only for short time in one day, and any practical work in the area is not permitted. This must be prepared 1-2 weeks prior to the visit.
  • "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 during the beamtime (i.e. you cannot take shifts in the beamtime with this permission).

About RIKEN campus

See: About RIKEN Wako Campus

Accommodation

There are two internal lodges (guest houses) in RIKEN, Nishina Lodge and Sakura House (H-building).

The procedure to make a reservation at a guest house is as follows:

  • Send the following information to us (Yamaguchi/Kotaka):

    • Name, gender, nationality, e-mail address, period of stay (check-in/out dates).

  • A confirmation e-mail is sent to you (or first we may make an anonymous reservation of which e-mail will not be sent to you, and change it to your reservation later).

  • On arrival at the campus, you may need to show the followings at the west gate guard.

    • The confirmation e-mail from the system.
    • Identification (passport, driver's licence, etc.）

Also should be noted:

  • You have to pay the fee by the end of each month at the reception of "Sakura house" even if you stay beyond the end of a month. They may only accept cash in Japanese yen.

  • The payment can be done only on weekdays, during office opening hours (-16:00).

  • The reservation must be fixed 10 days earlier than your arrival. Should you have any reason to change the dates, please let us know immediately.

  • You cannot stay longer than 30 days at the guest houses. (If you want to stay longer, please consult us.)

  • The guest houses 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:

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

  • If your main business is at RIKEN (not CNS), please make the registration/room reservation through RIBF users office.

Visitor information registration (U-Tokyo rule)

According to the rule made recently (in 2022), the information of all the visitors from foreign countries has to be registered at the system at U-Tokyo.

Please send Yamaguchi the following information by email:

  • Name (on the passport)

  • Nationality

  • Graduated universities/departments (Both for the undergraduate/graduate),

  • Present affiliation/department and position

  • Expected arrival/departure dates

  • Research topic at U-Tokyo (usually can be filled by our side)

If you have visited us recently (2022-), we may reuse the same personal information and the new staying period. In that case, you may not need to send us the above information.

Long term stay

If you want to stay at CNS for more than 30 days, a special procedure for the long-term stay must be taken. Several documents must be submitted to the University, about 1.5 month before your stay.

  • Please fill in this form and send it to us.

  • 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.

If you have a long-stay plan, please consult Yamaguchi (yamag@cns.s.u-tokyo.ac.jp) early enough.

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:

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

You may not know the number which is needed to
reconstruct the password. Please ask us in that case.

CNS postal address

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