Registration of Experiment Team (A-form) and Personal Arrival Form (PAF)


The A-form is the electronic form used for registering the experiment team and confirming samples and substances to be used in the experiment.

Only the Main Proposer fills in the A-form. He/she can add to the A-form only already registered users; therefore, all members of the experiment team must be registered on the User Portal to the European XFEL (UPEX). It is the responsibility of the Main Proposer to make sure that all prospective members of the team create their personal accounts in UPEX in a timely fashion and accept the latest versions of UPEX user policies, terms, and conditions. The Main Proposer should also inform the team members that it is mandatory to successfully complete the needed user safety training before coming to our facility.

Due to the COVID-19 pandemic, Guidelines for participation in user operation during the COVID-19 pandemic have to be followed. “Remote’ user access for all experiments is considered as the general rule. Any exception requires prior authorization, based on the evaluation of the necessity to allow on-site users for a specific experiment. These requests are provided by the Main Proposers and/or  Principal Investigator to the User Office. If the authorization is requested for more than 2 users, a detailed written justification is mandatory. 

The link to the active A-form is available to the Main Proposer in UPEX, (Role: Normal User), on the dashboard (left menu), next to the name of the scheduled proposal.

In addition to the registration of the experiment team, the A-form includes the following:

  • Confirmation of samples/substances to be used during experiments (to be chosen among the samples/substances included in the original proposal). Please refer to our sample policy for detailed  information.
  • Designation of on-site users. To appoint on-site users please contact the User Office by email with the names of the on-site users. If the authorization is requested for more than 2 users, a detailed written justification is mandatory. After authorization is given we will set the on-site users in the submitted A-form and contact them by email regarding further arrangements.
  • Designation of funded users. Detailed information about eligibility criteria and travel funding under user travel regulations. To appoint funded users please contact the User Office by email (can be done together with appointment of the on-site users - please see previous point).
  • Designation of remote-access users.

We will set the On-site participants and funded users in the A-from after authorisation is given.

The A-form must be completed and submitted at least 4 weeks before the start date of the experiment. Timely submission is in the interest of the user team. This is particularly crucial for practical arrangements (access, accommodation, and travel support), computing accounts, and other aspects of the experiment support. If submissions is late, the User Office can not guarantee that the requested support is provided.

Personal Arrival Form (PAF)

The Personal Arrival Form is the electronic form that each experiment participant has to fill in before arriving at our facility.

After the Main Proposer submits the A-form, all authorised on-site participants will be able to fill in and submit the Personal Arrival form. The link to the form can be found on your UPEX dashboard. In this form, each participant has to provide information about the duration of their stay and may request support for practical arrangements (travel and accommodation for funded users, invitation letters for visa purposes, site access permissions, etc.).

The Personal Arrival Forms must be submitted at least 10 days before the start of the experiment, otherwise User Office cannot guarantee the requested support is provided.

A detailed guide to experiment registration in UPEX can be found here.