For those with an Approved Proposal
Radiation Procedures (Common Procedures for Project Leaders and Collaborator Researchers)
If your proposal is accepted, the following procedures are required for both project leaders and collaborator researchers.
Registration as a radiation worker or worker for handling Beamlines is required for the NanoTerasu Public Beamlines. Please follow the procedures according to your use.
For Soft X-ray Beamline Users
All NanoTerasu public beamlines in 2025A are soft X-ray beamlines.
| Procedures before visit NanoTerasu | Procedure | Things you can do |
| Registration of Radiation Worker*1 | -Taking a special health check at your organization -Taking part in education and training course (e-learning) at NanoTerasu*2 | Handling of hard and soft X-ray beamlines (including experimental equipment), including opening and closing of shutters, etc. – Entry and work in experimental hutches – Normal closing and unlocking of experimental hutches – Leading temporary visitors to the controlled area |
| Registration of Worker for Handling Beamlines*1 (The notation on the Radiation Management System is “BL User”) | -Taking training course (e-learning) at NanoTerasu*2 | Handling of soft X-ray beamlines (including experimental apparatus), including opening and closing of shutters. |
*1: User registration on the Radiation Management System and approval by the person in charge of the organization are required.
*2: Education and training (e-learning) in NanoTerasu can be taken on the Radiation Management System.
Procedures for Project Leaders
Project leaders are required to take the following procedures after the proposals are approved.
The form completed by project leaders and project team members to apply for visiting NanoTerasu. Please make sure to submit this form via My Page at least 10 days before your arrival.
We will contact you after submission of the form. If you do not receive our e-mail, please check your spam folder. If you still can’t find it, please contact us.
If multiple experiments are scheduled for the same period, an application form (Form 10) must be submitted for each experiment. You need to submit 3 forms, that is, Application Form for NanoTerasu Facility, List of Samples, Reagents, etc., and List of Carry-In Items (if you are planning to bring in any items), prior to your arrival. In the case of any change in the provided information after submission, contact us via an e-mail (ntjasri#jasri.jp).
*Replace # with @.
The form is used to manage the “carrying in” and “carrying out” of experimental samples during the period of their use. Log in to My Page, and submit this form online at least 10 days before the samples are brought into NanoTerasu.
The link to this form is not displayed until after the Application Form for NanoTerasu Facility (Form 10) has been submitted. In the case of any change in the provided information after submission, contact us via an e-mail (ntjasri#jasri.jp).
*Replace # with @.
Please check here.
When you need to bring in large experimental instruments and peripheral equipment for your experiments at NanoTerasu (including when you send them via delivery service), log in to My Page and submit online a List of Carry-In Items at least 10 days before the arrival at NanoTerasu.
Note that users are not permitted to bring in any dangerous or regulated items that may pose potential safety hazards.
Please note that you cannot submit the “List of Carry-In Items” form until the “Application Form for NanoTerasu Facility” form has been submitted. In the case of any change in the provided information after submission, contact us via an e-mail (ntjasri#jasri.jp).
*Replace # with @.
If your nationality can not be found in the List of (Ministry of Foreign Affairs of JAPAN) Exemption of Visa (Short-Term Stay), you need to obtain a visa to enter Japan. Depending on your nationality, it could take a few months to obtain a visa. If you need documents necessary for visa application, please check “Information for Visa Application (Form 4)”, and submit the form to the NanoTerasu Users Office by an e-mail as early as possible.
Please submit the form in promptly by an e-mail (ntjasri#jasri.jp) after submitting a proposal application, at least one week after the proposal submission deadline.
*Replace # with @.
NanoTerasu User Office will send project leaders an e-mail regarding the application for liquid nitrogen and liquid helium. If you would like to apply, please reply by the deadline stated in the e-mail.
Procedures for Collaborator Researchers
After the proposal is approved, collaborator researchers are required to register as a radiation worker and take radiation safety training course through e-learning.
For details, please refer to Radiation Procedures (Common Procedures for Project Leaders and Collaborator Researchers).
*A registration as a Radiation Worker is not required for all soft X-ray beamlines at NanoTerasu in 2025A.
Visits for Experiment Setup
When you need to visit NanoTerasu for experiment setup, contact the beamline staff in advance and send an Application Form for NanoTerasu Facility to the Users Office by e-mail or by post. Note that you may not visit NanoTerasu unless the form has been submitted.
Documents to be submitted
All documents must be submitted at least 10 days before to each visit.
The form is completed by project leaders and collaborator researchers to apply for visiting NanoTerasu for experiment setup. Make sure to submit this form at least 10 days prior to your arrival. We will contact you after submission of the form. If you do not receive our e-mail, check your spam folder or contact us. (NanoTerasu Users Office : ntjasri#jasri.jp)
| Purpose of visit | Name | How to submit | Who needs to submit |
| Visits for proposal-related purposes (including visits for experiments) | Application Form | Submit through My Page | Project Leader Only |
| Visits for other purposes | Application Form | Submit by e-mail to NanoTerasu Users Offie (ntjasri#jasri.jp) | All Visitors |
If you cannot submit the Application Form for NanoTerasu Facility through My Page due to the inability to log in or other reasons, submission via e-mail is also accepted. Send the Application Form to the NanoTerasu Users Office (ntjasri#jasri.jp).
*Replace # with @.
When you need to bring in large experimental instruments and peripheral equipment for your experiments at NanoTerasu (including when you send them via delivery service), log in to My Page and submit online a List of Carry-In Items at least 10 days before the arrival of the items at NanoTerasu.
Note that users are not permitted to bring in any dangerous or regulated items that may pose potential safety hazards.
| Purpose of visit | Name | How to submit | Who needs to submit |
| Visits for proposal-related purposes (including visits for experiments) | List of Carry-In Items | Submit through My Page | Project Leader Only |
| Visits for other purposes | List of Carry-In Items | Submit by e-mail to NanoTerasu Users Offie (ntjasri#jasri.jp) | All Visitors |
If you cannot submit the List of Carry-In Items through My Page due to the inability to log in or other reasons, submission via e-mail is also accepted. Send the List of Carry-In Items to the NanoTerasu Users Office (ntjasri#jasri.jp).
*Replace # with @.
This List of Samples, Reagents, etc. is used to manage the “carrying in” and “carrying out” of experimental samples during the period of their use. Log in to My Page, and submit this form online at least 10 days before the samples are brought into NanoTerasu.
Provide the name (define abbreviations and symbols), state/form, quantity & unit (SI), hazards, purpose, period of use of all the samples and reagents (including solvents and gases used for cleaning or storage), actions to prevent hazards, and risk level. If any question arises regarding the safety of samples listed in the form, the Safety Office of QST will request project leader to provide the necessary information. Be sure to check the box for “No Accompanying Samples or Reagents” if no samples are to be brought into NanoTerasu. Note that users who bring toxic, deleterious, and hazardous materials such as organic solvents into NanoTerasu must report to the beamline staff upon arrival at NanoTerasu.
| Purpose of visit | Name | How to submit | Who needs to submit |
| Visits for proposal-related purposes (including visits for experiments) | List of Samples, Reagents, etc. | Submit through My Page | Project Leader Only |
| Visits for other purposes | List of Samples, Reagents, etc. | Submit by e-mail to NanoTerasu Users Offie (ntjasri#jasri.jp) | All Visitors |
If you cannot submit the List of Samples, Reagents, etc. through My Page due to the inability to log in or other reasons, submission via e-mail is also accepted. Send the List of Samples, Reagents, etc. to the NanoTerasu Users Office (ntjasri#jasri.jp).
*Replace # with @.
E-learning
Project leaders and collaborator researchers are required to take training course (e-learning) before their first visit each fiscal year (usually not required for those who return within the fiscal year).
Please click here to take the course.
Other Procedures
Please refer here if you need procedures regarding Visa, general insurance, and courier service.
*Click on the heading for more information.
If your nationality can not be found in the List of Exemption of Visa (Short-Term Stay), you need to obtain a visa to enter Japan. Depending on your nationality, it could take a few months to obtain a Visa. If you need documents necessary for visa application, please fill out and submit the “Information for Visa Application (Form 4)” to the NanoTerasu Users Office as early as possible.
| Name | Deadline | How to submit | Who needs to submit |
| Information for VISA Application [PDF] | Promptly after notification of the date of use | Submit by e-mail to NanoTerasu Users Office (ntjasri@jasri.jp) | Applicants (Project leaders and collaborator researchers who are nationals of countries other than visa waiver countries) |
List of countries with visa waiver measures (Ministry of Foreign Affairs)
Users shall take out appropriate personal injury and liability insurance before conducting experiments. If their project teams include students, they shall make sure that all the students take out appropriate personal injury and liability insurance.
Note that we do not accept mail delivers from NanoTerasu Users Office.
Receiving courier delivered to NanoTerasu
- Collect your courier at the NanoTerasu Users Office on weekdays from 9:00 am to 5:30 pm.
- Carts are available at the NanoTerasu Users Office. They can only be used to transport items to the experimental station or parking. Please return them to NanoTerasu Users Office promptly after use.
- Send couriers to the following address for delivery to NanoTerasu. Please address the couriers to the name of the recipient (the user) and include the recipient’s mobile phone number or other contact information on the delivery slip.
468-1 Aoba Aramaki, Aoba ward, Sendai city, Miyagi 980-0845, Japan
Shipping couriers from NanoTerasu
- Send your courier from NanoTerasu Users Office on weekdays from 9:00 am to 5:30 pm.
- Inform the counter of your requirements and bring your courier to the NanoTerasu Users Office.
- Fill out the cash-on-delivery slip, affix it to the shipment, and place it in the designated location in NanoTerasu Users Office. Please keep a copy of the delivery slip for your own records.
- Users must arrange for the shipping of return cargo themselves (e.g. prepare the return slip, air waybill, and invoice, and arrange for it to be sent by the shipping company).
Notes
- NanoTerasu takes no responsibility for delivery. Furthermore, users are responsible for all costs associated with delivery.
- Couriers cannot be removed from the NanoTerasu Users Office on weekends, holidays, or at night.
- Do not send expensive items, confidential documents, or large/heavy items to NanoTerasu Users Office. Instead, please make arrangements in advance with the delivery company so that the recipient (yourself) can receive the package in person.
- If users have to receive their package at night due to unavoidable reasons such as delays in transportation, they should contact NanoTerasu Users Office or the BL staff as soon as they become aware of the delay.
Reference Information
Due to the equipment failure or natural disaster etc., the beamtime informed at the approval may not be supplied fully/partially. In such cases, please understand that users cannot claim any compensations for the reduced or canceled beamtime.
