What do I have to do in advance in order to prepare my visit at MLZ?

Please read the given information on this page carefully. In case any questions occur, please don’t hesitate to contact us!

Please note:

• In case your experiment is scheduled to start on a Saturday or Sunday, please be aware to complete formalities (badge, check-in at the radiation protection, perhaps registration of samples) already on Friday. Just look out for the current opening hours of the radiation protection department (see below). In case this is not possible for you please discuss this situation with your local contact!

An email will be sent with the dates of the experiment, the local contact’s name and further information regarding your stay at MLZ. This email ist sent to all members of the experimental team. Please don’t forget to involve all necessary colleagues here!

In case any participant in the experiment needs a personalized invitation letter (for example, to apply for a visa): No problem, you can ask for this within the visit application within GhOST.

The Radiation Protection Ordinance asks for a balancing of samples. For this reason, we developed an online tool: the FRM II Sample Tracker. In future, each sample that shall be used in the scope of an experiment at the MLZ has to be entered into this tool seven days before the experiment’s start at the latest.

How does this work?

As the main proposer you are responsible for your samples’ correct entry. This is possible as soon a your experiment is scheduled at the instrument and you received your invitation email. You can access the FRM II Sample Tracker from this email or directly via your proposals’ list within your personal account of our User Office System. Just click on „Manage Samples“ for each proposal and the accompanying tool’s page will be opened. In case you wish another member of your experiment team to take care of this, please forward the invitation email to her/ him.

You can reach the FRM II Sample Tracker directly here. Your user your username and password are identical to those in the User Office System.

The chemical formula you gave within the proposal form will also be inserted into the sample tracker – but please be aware that you maybe have to change the notation there.

When opening it for the first time, a short tour will show you how to complete the form. Please complete all necessary fields and take care not to forget any sample. The tool will inform you immediately, if and which samples have to be registered personally with our radiation protection department. The reasons for this can be different: Maybe the sample will be activated during the experiment above a limit, it had already been activated, or the material is fissionable.

Information will be stored in our system and each participant in the experiment on-site will be provided with the printed documents in the Blue Folder each user gets when entering the area. Please don’t wonder – due to technical reasons, each participant gets the documents – the samples have to be registered only once (if necessary).

In case any of your samples have to be registered, this has to be done when checking in with the radiation protection department as usual. Each of those samples will be provided with a sticker containing a QR-code. During your experiment, these samples are only allowed either at the instrument’s sample sapce or at its safe. Your local contact will take care of this.

When your experiment is done and you are to leave the MLZ, you have to check out at the radiation protection department. Please don’t forget that all your samples have to be released! In this course, the registered samples will be checked out, too. Please note our radiation protection team’s individual orders.

In times the radiation protection office is not manned, the shift leader is in charge. You will find his bleeper number on the office’s door.

Important:

• From now on, no experiment without previous entry of the samples into the FRM II Sample Tracker will be possible. For your convenience, our system will send you as the main proposer reminding emails 14 and 7 days before the planned experiment’s start in case nothing had been inserted in the online tool so far.
• Please note: The radiation protection team needs a lead time of seven days – please take care to insert all samples until then. Otherwise you maybe won’t be able to measure all planned samples.

Contact:

Technische Universität München
FRM II Ausweisbüro
Lichtenbergstr. 1
85747 Garching/ Germany
Phone.: ++49 (0)89 289 14731
Email: ausweisbuero@frm2.tum.de

You need a valid passport or identity card to get access to the restricted areas of the FRM II. Driving licenses or similar documents are not sufficient.

Please note: These regulations may be cancelled any time without further notice!

From now on, our User Office System checks each application for a visit if this person has already been registered in our instruction system called „UWEB“. If not, a new account is created during the following night and an email containing login-information and another one informing you about the training waiting for you are sent. From then on, the system will send you reminding emails as soon as your training has to be repeated. In case you are not longer interested in visits at the FRM II (maybe you changed to another scientific field..), just write an email to us at the User Office, we will take care of this.

Instead of watching the movie, you now read slides in UWEB and answer some multiple choice questions in the end. It is possible to make a break and start later from that point you left the instruction before.

Please note that you are allowed to give three wrong answers within the multiple choice test. You will always be redirected to some slides explaining you the asked topic again. After three unsuccessful attempts, you have to start the whole instruction again.

In the end you are offered a printed certificate. This hard copy is not necessary to enter the FRM II.

Please note the following:

• The instruction has to be done in advance. Without a valid instruction, the access to the FRM II is not possible. Please note in this scope our lead time for the preparation of visits: Your application for a visit have to be done via the User Office Online System three weeks before the visit at the latest!
• When completing your application for your visit, please don’t forget to choose your favourite language for the instruction. In case you made a mistake, just contact the User Office. Due to technical reasons, it is asked for with each application – don’t worry, it is only important when completing the form for the first time!
• Due to technical reasons, older instructions (via movie) are no more valid – even if they are less than 12 months old. Please accept our apologies for this inconvenience – but we are sure the new system will save you a lot of time when starting an experiment at the FRM II.

Contact:

Technische Universität München
FRM II Strahlenschutz
Lichtenbergstr. 1
85747 Garching/ Germany
Phone: ++49 (0)89 289 14955
Fax: ++49 (0)89 289 14405
Email: strahlenschutz@frm2.tum.de
Opening hours: Mo-Th 08:00-16:00, Fr 08:00-13:00

During your stay and participation in scientific experiments, the monitoring of involved persons by the department for radiation protection is required by our authorities. Therefore we need to know the dose received before your arrival and have to monitor your radiation exposure during your stay.

To guarantee a smooth stay you have to take care of the following items prior to your arrival at FRM II:

• A valid “Strahlenpass” (radiation passport) is necessary. For participation in experiments in the neutron guide hall as well as in the experimental hall you have to be a radiological worker Category B (max. 6 mSv/a).
• Take care that the dose records in the Strahlenpass are not older than three months.
• You need to bring your own dosimeter, capable of detecting neutrons and gamma radiation.
• Your home institution needs a valid license according to §25 StrlSchG and an “Abgrenzungsvertrag” (contract with TUM defining responsibilities of radiation protection departments).

Please keep in mind that you are always requested to have your dosimeters with you when entering the experimental or neutron guide hall. Details concerning the radiation protection will be presented to you during the online safety training (see above “UWEB”) which you are reqiured to conduct prior to your arrival at MLZ.

Note to visiting scientists travelling by plane: If you are concerned of obtaining a dose on your dosimeter during your flight you may consider to ask for a second dosimeter, which you will not wear during your presence in the controlled area. In this way your actual received dose can be calculated from the difference of the dosimeters.

Please note: These regulations may be cancelled any time without further notice!

Contact:

Technische Universität München
FRM II Strahlenschutz
Lichtenbergstr. 1
85747 Garching/ Germany
Phone: ++49 (0)89 289 14955
Fax: ++49 (0)89 289 14405
Email: strahlenschutz@frm2.tum.de
Opening hours: Mo-Th 08:00-16:00, Fr 08:00-13:00

During your stay and participation in scientific experiments, the monitoring of the involved persons by the FRM II Radiation Protection Department is required by our authorities. Therefore we need to know the dose you received before your arrival and have to monitor your radiation exposure during your stay.

In case in your country a Radiation Passport (“Strahlenpass”) is used, please bring it with you when visiting the MLZ. If not, please download our form for access to controlled areas and complete it carefully. Please email/ fax it to our Radiation Protection Department five work days before your visit starts at the latest.

First, complete your personal data. Don’t miss to give the dates of your planned visit! Second, you have to decide:

• Are you a non-occupationally exposed person – that means, you did not work in a controlled area during the last 12 months?
  Please check the first check box and all you need to do is to ask your radiation protection officer or – in case such a person is not available – the director of your institution to sign and to stamp the form. Without signature and stamp, we unfortunately can’t grant any access!
• Are you an occupationally exposed person – that means, you worked in a controlled area during the last 12 months?
  Then please check the second check box and provide the requested data/ ask the person in charge to do this. Please note that the last entry must not be older than three months.
  Your radiation protection officer or – in case such a person is not available – the director of your institution has to sign and to stamp the form. Without signature and stamp, we unfortunately can’t grant any access!

The FRM II Radiation Protection Department wil equip you with dosemeters. After the official dosemeter’s evaluation, your home instituton will receive a dose history – that one has to be filed away.

Please keep in mind that you are always requested to have your dosemeters with you when entering the Experimental or Neutron Guide Hall. Details concerning the radiation protection will be presented to you during the online safety training (see above “UWEB”) which you are reqiured to conduct prior to your arrival at MLZ.

In case any further questions occur, please don’t hesitate to contact the FRM II Radi-ation Protection Department directly!

Please note: These regulations may be cancelled any time without further notice!

Each participant in an experiment carried out at MLZ instruments has to apply for the visit within his personal account at the User Office system GhOST well in advance (= three weeks before the visit starts).

Within that form you can ask for assistance regarding the hotel booking.

In case you will get financial support (have a look into your visit list – we allocate it as soon as possible after your application), please be aware of the following:

• The accommodation has to be booked by the User Office, otherwise it can’t be reimbursed. Please complete the appropriate fields and provide us with the booking dates.
• If you plan to travel by car, please indicate this within your visit registration. This has to be approved in advance by the User Office. Otherwise it can’t be reimbursed.

Please find all information here.