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4. Preparation of Proposal Application Form

Preparation of Proposal Application Form

• Preparing and submission for academic research proposals should be done by Proposal Submission System (except RD type).
• This page shows you the notes when you prepare your proposals.
• Important: From October 1, 2025, the application form format has changed. In particular, items III (Significance) and IV (Experimental method) must be prepared using the official templates and uploaded as PDF (up to 2 pages each, figures/tables allowed).
• For more information, please refer to "Call for Proposals using the Photon Factory".

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General Notes
Spokesperson Basic Information (Proposal title) I.Beam time request II.Research team members
Detailed information(item III-VII): III.Significance Keywords for research field IV.Experimental method Keywords for experimental methods V.Safety VI.Achievements and publications VII.Financial support Additional Items

General Notes

• The application will be reviewed based on the description on the form. Please include a full description of the experiment.
• For details on the review process and evaluation criteria, please refer to "Reviewing Proposals and the Evaluation Criteria".
• Before submitting your application, please thoroughly review the PDF file generated by the submission system. Referees will read and evaluate the PDF file of your application. Please be careful to avoid typographical errors, garbled characters, and exceeding the character limit.

• Important Notes

  Regarding a proposal which use experimental stations belonging to several different subcommittees

  • Photon Factory Program Advisory Committee (PF-PAC) Subcommittees are uniquely determined, depending on which experimental station you choose. If you choose experimental stations belonging to several different subcommittees, your proposal is reviewed and scored by each subcommittee. Therefore, details of the experimental method by each beamline should be indicated in the proposal.
    Please refer to Beamline Groups and PF-PAC Subcommittees.
    Please include enough details of each experimental methods, to carry out a series of experiments, if you use different methods (eg. X-ray structure analysis, X-ray absorption spectroscopy, etc.) for one proposal.
  
  

  Application to subcommittee 4 (Experiments using BL-1A, 5A, 17A, AR-NE3A, NW12A)

  • If you plan to carry out X-ray crystallography experiments using the beamlines of Subcommittee 4, you must upload the "List of Crystal Preparation Status" at the time of proposal submission. . The latest form can be downloaded from the link below or from the Proposal Submission System.
  List of Crystal Preparation Status
  • The beamlines of Subcommittee 4 allow the bringing in of samples of genetically modified organisms (limited to those of containment level 1) only for frozen crystals. This will allow measurement of crystals for which the possibility of contamination with baculovirus cannot be excluded. If you plan to bring in the relevant sample, please be sure to provide detailed information about it at item V. Safety in the application form.

Notes on each item

Spokesperson

• When you click the "NEW SUBMISSION" button, the name, e-mail, affiliation, etc. of the person who logged in (information registered in the KEK User Support System, KRS) will be entered in the "Spokesperson" field by default. If you have registered multiple affiliations, job titles, etc., they will all be displayed, so please select the correct one.
• If there are any changes in your information, or if the information is incorrect, please correct the information in the KEK User Support System before application.
• Please note that if a spokesperson does not understand Japanese or applying in English mode, you are required to assign CPJ, who is a researcher, understands Japanese and lives in Japan. (Contact Person in Japan: CPJ). The main roles of the CPJ are as follows
• Communication between KEK and the Spokesperson
• Facilitation of or contact for visits to Japan
• Experimental support or mediation of appropriate support personnel

Basic Information (Proposal title)

• A simple and concrete title is required (not comprehensive). Imagine the title that may be used in a paper for the result.

I. Beam time request

• Please complete the form in hours or days for each station and desired time period.
• Stations that are not selected in this section cannot be used for the experiment.

II. Research team members

• Be sure to enter names only after obtaining the person's approval. In particular, do not list the names of PF beamline scientists without their consent.
• List the entire research team involved in this application, including those not directly participating in the SR experiment (e.g., sample providers).
• A new field “Roles in the research team” has been added. Please describe the specific role of each member in carrying out the research (e.g., synchrotron radiation experiment, sample preparation, data analysis, etc.).
• (Undergraduate students) Undergraduate students may not be listed as research team members, but undergraduate students who plan to enter graduate school when the proposal is approved and becomes effective may be listed as experimental participants. In this case, please indicate in the position field of the application form that the student is "planning to enter graduate school in XXX year, XXX month" along with the student's grade at the time of application.

Detailed information (item III-VII) (Please note the word limit)

III. Significance, aim, originality and expected outcome of this work (including why you need Photon Factory)

• Use the official template (downloadable from the links below or from the Proposal Submission System) and upload as a PDF file.
• Figures and tables may be included. The description should be a maximum of two pages including figures (Apply for type S2, Please describe Items III and IV together within a total of approximately 10 pages.). PDF file should be 5MB or smaller.
• For proposals involving multiple subcommittees/methods, provide sufficient detail for each method so that it can be reviewed independently.
• For Type T proposals, also describe the relation between the graduate research plan and the experiments in this proposal.
• Background references should be included in Item III or IV. (Item VI is only for the achievements and publications of your research team.)

Template for Item III (Types G/P/U/T) Template for Item III (Type S2)

Keywords for research field

• Select the research area(s) for which you are applying from the pull-down menu. To enter keywords not listed in the menu, select "miscellaneous" and type directly into the text box next to it.

IV. Proposed experimental method, reasons for station selection, basis for beamtime calculation, and status of sample and equipment preparation related to this application.

• Use the official template (downloadable from the links below or from the Proposal Submission System) and upload as a PDF file.
• Figures and tables may be included. The description should be a maximum of two pages including figures (Apply for type S2, Please describe Items III and IV together within a total of approximately 10 pages.). PDF file should be 5MB or smaller.
• For proposals involving multiple subcommittees/methods, provide sufficient detail for each method so that it can be reviewed independently.
• Background references should be included in Item III or IV. (Item VI is only for the achievements and publications of your research team.)
• If necessary to explain the feasibility of the experiment, describe the status of sample preparation and any preliminary experiments in Item IV.
• For experiments using non-standard setups, describe in detail the required instruments, equipment, and layouts. Where applicable, specify both “equipment at the facility” and “equipment to be brought in”.
• To justify the station choice, describe the required photon-beam performance (e.g., energy, flux, beam size) as appropriate.
• Explanations concerning safety should be summarized in Item V.

Template for Item IV (Types G/P/U/T) Template for Item IV (Type S2)

Keywords for experimental methods

• Select the experimental technique(s) for the proposal you are applying for from the pull-down menu (up to 3). To enter keywords not listed in the menu, select "miscellaneous" and type directly into the text box next to it.

V. Remarks and safety measures against possible hazards (chemicals, biological materials, radiation, high voltage, high pressure, contamination of vacuum, etc.).

Please provide sufficient details in Item V so that the Proposal Review Committee and station staff can properly assess the safety of your experiment.

• Description regarding experimental safety
• For hazardous substances, describe how they will be handled, neutralized/disposed, and stored.
• For especially hazardous samples (e.g., flammable or toxic gases, radioactive isotopes, nuclear fuel materials), consult with the station staff or safety officer prior to submission and describe the safety measures to be taken.
• If other safety issues are involved (hazardous materials, high temperature, high-pressure gases, high voltage, etc.) or if there is a risk of contaminating ultra-high vacuum, specify the countermeasures.
• Notes for use of biological samples (must be described in Item V)

Insufficient descriptions of biosafety issues have frequently resulted in proposals being accepted conditionally (with reservation). Please be careful to provide full details.

• For each sample, describe the organism of origin, pathogenicity, infectivity, and toxicity.
• If the sample was prepared using recombinant techniques, in addition to the organism of origin, describe the expression system used. Bringing in samples that may contain recombinant organisms is limited to Subcommittee 4 beamlines.
• Use of individual animals or samples derived from animals or humans requires approval from the ethics committee of your institution. Clearly state that approval has been obtained in the application form. Proposals can be submitted while approval is pending, but acceptance will remain on hold until approval is granted.
• If you are uncertain about the use of biological samples, please consult prior to submission.
• Submission of “List of Samples” (mandatory)
• You must submit a list summarizing all samples and chemicals to be brought in for the experiment, including name, form, quantity, purpose of use, and properties. Fill in the designated file, convert it to PDF, and submit it through the Proposal Submission System.
List of Samples

VI. Results and papers of the research team related to this application.

• In Item VI, list only the achievements and publications by your own research team. If you need to refer to literature to explain the background or experimental methods, cite them clearly in Item III or IV.
• The achievements and publications to be listed must be directly related to the proposal (experimental content). There is no limitation on how far back in years they may be.
• Please enter them in a format that allows referees to directly access the information, such as including the journal name, DOI, etc. Always include the title so that the content can be understood.
  (For example: Harada, K., et al., “Conceptual design of the Hybrid Ring with superconducting linac”, Journal of Synchrotron Radiation, 29, 118–124 (2022). DOI:10.1107/S1600577521012753)
• Note: If it is necessary to describe the status of sample preparation or preliminary experiments, please include that information in Item IV.

VII. Financial support concerning this research project

• Describe the status of external funding obtained related to the research for which you have applied.

Additional Items depending on the category

• Type U proposal: There is a field to describe "The explanation of why it's urgent and important. The reason why the applicants could not apply on the last occasion for submission. Please explain the urgency and importance of your proposal.
• Type P proposals: Spokesperson must discuss with the beamline scientist prior to application. Please confirm that you have had a meeting with the beamline scientist and provide the name of the beamline scientist with whom you had the meeting.
• Type T proposal: Spokesperson must discuss with the supervisor at the university and the beamline scientist prior to application. Please confirm that you have had a meeting with them and provide the name of the beamline scientist with whom you had the meeting, and Expected degree completion date.
• Type S2 proposal: Please describe Items III and IV together within a total of approximately 10 pages. PDF file should be 5MB or smaller. There is a field to describe "The reason for necessity of S-type. The reason for necessity of long period for the project. Estimation of required manpower. If special operations are needed, the reason and specification for them. (excluding semi-regular operation modes) A list of desired purchase items. (Name, Model, Price, Delivery and Purpose)" and "Research summary".
• Type RD: Please prepare the application using the dedicated application template and submit it as an email attachment. For detailed information, please refer to Type RD Remarks. If there are discrepancies between the notes within the application template and the type RD Remarks, and the information on this page, prioritize the notes within the application template and the content of the type RD category description.