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, participation in user experiments in person on the EuXFEL campus is subject to previous authorization. This is because of the limited space resources on site which do not allow the facility to host large user groups safely. Therefore, the A-from in UPEX is submitted for approval. The User Office will take care of the approval procedure, the Main Proposer and the experiment team will be notified and receive further information.

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. The Main Proposer must submit the electronic A-Form for approval in UPEX as soon as possible - in any case not later than 5 weeks before the start of the experiment.

The A-form needs to include the following:

  • Registration of the experiment team, with:
    • Designation of on-site users.
    • Role/tasks in the experiment (this is particularly important for the authorization of on-site presence)
    • Designation of funded users. Detailed information about eligibility criteria and travel funding under user travel regulations.
    • Designation of remote-access users.
  • 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 and Sample Risk Assessment and Sample Operation Instructions for detailed information.


Approval of the A-form will trigger the creation of a proposal in the Metadata catalogue (myMdC) including the information on samples/substances declared at that stage.

Guidelines for participation in user operation during the COVID-19 pandemic have to be followed. If the initial on-site access requests are approved, all authorized on-site users will be requested to provide a certificate about negative result of an antigen test for final permission to access the site and stay at the European XFEL Guest House. Details are in the above document.

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 A-form is approved by the User Office, 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.