| Introduction of the User Support System |
KEK is scheduled to launch the User Support System on March 1, 2007. The system is designed to improve the convenience of users and streamline KEK's clerical procedures. It is applied to stay from April 1, 2007. It has the following functions:
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1)
2)
3)
4) |
to accept various applications online
to accept and process reservations for accommodation automatically
to accept applications for travel expenses
to provide a user portal site.
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 Differences between new and existing system |
| 1) |
Electronic application |
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a. |
The new electronic application process replaces paper-based applications, and placing a seal will be eliminated as much as possible. |
| 2) |
Reservation for accommodation |
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a. |
The new system will replace the existing manual operation, and accept and process reservations for accommodation automatically. Change and cancellation are accepted up to 24 hours before the check-in day. |
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b. |
After making a reservation on the system, you must print out a docket, called a Reservation Confirmation and bring it with you to the dormitory. |
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c. |
Check-in and check-out should be done in person at the dormitory. |
| 3) |
Application for travel expenses |
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a. |
If you apply for travel expenses and reserve accommodation simultaneously, your accommodation charge will be deducted from the travel expenses paid to you. Therefore, users provided with travel expenses do not need to pay for accommodation. By the sorce of travel expenses, it may be unable to deduct. Please confirm in your portal site. |
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b. |
KEK will no longer send a Requesr for Travel to the applicant's institution. The new system will allow a user to print out a Request for Travel as needed from the portal when the application has been approved by KEK.
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| How to use the system |
| 1) |
Input of user information |
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a. |
To register, enter your information on the user registration screen of the user information system. |
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b. |
It is mandatory to agree online with the Terms of Service before applying for registration. |
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c. |
It is mandatory to apply for each experimental subject. |
| 2) |
Logging into the system |
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a. |
The system will send the user ID and a temporary password by email after it receives consent and user registration. Because the temporary password is effective for 48 hours only, you must log in immediately and change it to a password for your choice. |
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b. |
When you log in for the first time, you must apply for certain papers required for the registered experiment. |
| 3) |
Applying for papers |
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The screen where you apply for various materials displays your registered basic information (name, affiliation, etc.) as a default to minimize data input. |
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a. |
Required papers are as follows: |
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Letter of agreement |
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Radiation Worker Certification and Consent Form (Form 10) |
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(You must print this out and sign and seal it before submission and send to the Radiation Science Center Office.) |
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Application form for radiation work at KEK (Form 9-2) |
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(Only the manager of the experiment is required to print out this form, and should sign and seal it before submission and send to the Radiation Science Center Office.) |
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Request for bank account number registration / change |
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(only for users provided with travel expenses). |
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b. |
Besides the above documents, users can apply for the following documents for submission as needed: |
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[For all users] |
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Application for an ID card |
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Application for wireless LAN service |
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Application of LHe |
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KEK Computing Research Center System Application |
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(You must print out the document, sign it, have the manager of the accepting department sign it, and submit it to the Computing Research Center Office.) |
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[For PF users] |
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Declaration of introduction of samples/chemicals |
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Declaration of the intended use of heating devices |
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Declaration of using special gas |
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Request for beam time |
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Request to extend/change beamtime at PF |
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Request for using beam time reserved for the facility |
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We will add to the documents you can apply for as needed, but electrinic application covers only the above documents for now. Documents not mentioned above are subject to existing procedures.
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| Reservation for accommodation |
| 1) |
You can reserve accommodation online. |
| 2) |
You can apply for travel expenses and reserve accommodation simultaneously. If you do this, the accommodation charge will be deducted from the travel expenses provided. By the sorce of travel expenses, it may be unable to deduct. Please confirm in your portal site. |
| 3) |
You can select the room type and wait for cancellations. |
| 4) |
Waiting for cancellation covers two cases: no room is available and no preferred room is available. You can set how long you wait before the day of lodgment. |
| 5) |
You must reply to the confirmation mail you receive from the system when you finish the reservation for accommodation. Change and cancellation are accepted up to 24 hours before the check-in day. |
| 6) |
You must bring with you the Reservation Confirmation that you printed out, or check-in will not be possible.
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| Application for travel expenses |
| 1) |
You can apply for travel expenses online. |
| 2) |
You can apply for travel expenses and reserve accommodation simultaneously. If you do this, the accommodation charge will be deducted from the travel expenses provided. By the sorce of travel expenses, it may be unable to deduct. Please confirm in your portal site. |
| 3) |
You are required to apply for travel expenses in association with a beam line and beam time. You can apply for periods other than beam time, but you must state brief reasons. |
| 4) |
In the case of special travel with multiple costs or for multiple purposes, you must detaile the expenses. |
| 5) |
You can print out a Request for Travel form as needed instead of receiving it from KEK via your affiliation. (If you obtain approval for the request, you can print it out also.) As a rule, therefore, KEK will not send out printed forms to applicant's institution. |
| 6) |
KEK will send you a confirmation email when it has finished provisional calculation of your travel expenses. You must advise via your portal if there are any mistakes in the itinerary. The system cannot excute the payment until it receives confirmation from you. (We need you to confirm whether the itinerary needs any modification.)
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| Portal site |
| 1) |
Once you log in you can use your portal. You can get information on yourself, file an applicaiton online, and see a list of documents that you have already submitted. |
| 2) |
You can check the status of your reservation for accommodation and application for travel expenses. |
| 3) |
The spokesperson of an experiment can check the status of application of the required papers referred in 3)-3 application for travel expenses and reservations for accommodation submitted by his or her members. |
| 4) |
You can modify some of your personal information yourself (address, phone number, contact address in case of emergency, email address for contact, etc.). |
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Users Office (Phone : +81-29-879-6135 / 6136)
e-mail :users.office@post.kek.jp
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