Policy for samples and substances

If a proposal is successful, after scheduling, the Main Proposer will be requested to confirm the samples or substances to be used in the experiment. The A-form generated in the User Portal of the European XFEL (UPEX) should be used for this purpose.

The list of samples or substances shall not be modified or extended beyond what is mentioned in the original proposal without consent of European XFEL management. In exceptional cases, users may request authorization for a change in the planned samples or substances. In this case, the User Office must be contacted in writing (useroffice@xfel.eu) providing details. Under normal circumstances, this should happen at the stage of registration of the user group, four weeks before the experiment, but never later than two weeks before the experiment. The EuXFEL Management Board will decide on the case after approval by the Safety and Radiation Protection (SRP) group and a technical assessment by the instrument group hosting the experiment. The proposers will be informed about the outcome of the change request as soon as possible.


Management may decide, on a case-by-case basis, to cancel beamtime without further re-scheduling if the core samples, on which a proposal is based, are unavailable.


The following detailed information will be needed for the assessment of your request for each new sample:

  • Sample/substance name
  • Sample description
  • Quantity (mg or ml)/size
  • Nature/state
  • Container
  • Usage
  • Safety information MSDS or equivalent (as PDF)

If the information below is not contained in the MSDS, it needs to be provided separately:

  • Reception and storage requirements
  • Handling procedure at the instrument
  • Risk Assessment


(Version 04 December 2019)