Users from European organisations continue to be welcome to submit proposals to Diamond. The same funding policy and procedure for expenses remains in place for any visit to Diamond as was in place before Brexit.
Diamond wants every element of your visit to go smoothly. Please take time to read the policies and corresponding rules, as well as this guide in preparation for your visit to Diamond. You can find the detailed information on our reimbursement rules here: Diamond Financial Support & Expenses Procedure for Diamond Users.
Please consult the detailed information on Diamond's approach to working protocols under COVID-19 working conditions can be found here.
Diamond continues to welcome all users to submit proposals and participate in experiments here. Users are welcome to come to Diamond for their research from anywhere in the world.
EU users coming to Diamond are advised to consult the formal government website for the latest updated information on what is required when arriving at the border. Please click here for more information.
Diamond also supports research submitted as part of EU grants. For more information on support for European access to research in the life sciences, please see here.
In general: Please consider that due to the UK no longer being in the EU the administration and management of shipping is taking longer. It is extremely rare that samples can be sent within 24 hours and you are advised to prepare well in advance liaising with your PBS.
More specifically for non-iSpyB shipping: As soon as you have an AWB number email it, along with a copy of the invoice to email@example.com and we will send clearance instructions to the relevant courier prior to its arrival in the UK, this might help to speed up the clearance.
If you are sending Dewars to MX please see here.
If you are sending Dewars to eBIC please see here.
A portable hearing loop is available to all users, staff and visitors to borrow from the User Office should this be required, while at Diamond.
Please note: We ask for this to be signed out and it is your responsibility to return to the User Office after use.
What is a portable induction loop?
A portable hearing induction loop system is used to amplify sound in a given area for people who use hearing aids. It will help anyone with suitable hearing aids to pick up sound and will improve their quality of listening. A hearing loop will reduce background noise without compromising conversation confidentiality.
For use with hearing aids in the 'T' position, which is standard on most hearing aids.
More information can be found here.
The Principal Investigator or Alternate Contacts need to complete the Session Investigators form in UAS. In order to do this:
Session Investigators and the ERA must be submitted no later than 15 working days before the session starts. The number of users eligible for travel and subsistence will derive from the ERA grading. Formal session booking cannot take place without the ERA having been graded.
If the Session Investigators form is submitted late, it may not be possible to make the required arrangements in time for your session start. Where no form is submitted by the session start time, the session will be cancelled.
Once the Session Investigators form is submitted, any changes must be made by email to the User Office. All changes are made at the discretion of the User Office and repeated or late changes may not be possible.
The Principal Investigator or Alternate Contacts need to submit the ERA (Experimental Risk Assessment) in UAS.
All the samples and any equipment that will be brought to Diamond must be specified in the ERA. If it is necessary to bring your own sample environments please discuss this well in advance with your local contact.
The ERA, alongside your Session Investigators, must be submitted no later than 15 working days before the session start date. If this is submitted late, it may not be possible to make the necessary arrangements for your experiment.
The Safety, Health and Environment (SHE) team will review the submitted ERA. Risk levels will be based on safety, complexity and compliance requirements. The ERA will be graded into one of the following categories according to risk:
Low (Green): the session has no restrictions. 3 users will be eligible for travel and subsistence. Approval may be given for more than 3 users, however, this is subject to eligibility.
Medium (Yellow): the session has specific restrictions or requirements (e.g. supervision, monitoring, special controls/conditions, checks, sample count-in/count-out, records, etc.). No more than 4 users will be eligible for travel and subsistence.
High (Red): the session has specific restrictions or requirements (e.g. supervision, monitoring, special controls/conditions, checks, sample count-in/count-out, records, etc.). No more than 4 users will be eligible for travel and subsistence.
Not Permitted (Black): the session cannot go ahead as currently planned.
Rules and Procedures
The Diamond beamlines and Experimental Hall Floor are covered by Local Rules for the Protection of Persons from Ionising Radiations (or Local Rules). These are in place for your safety and well-being and you should be familiar with these rules before coming to Diamond.
If bringing radioactive samples Users should be aware of the procedures for dealing with radioactive samples at Diamond. There is a radionuclear laboratory for handling low level samples on site covered by a separate Local Rules document. If you require more information, please contact Fred Mosselmans or Steve Parry.
Any electrical equipment brought to Diamond must first have been Portable Appliance Tested (PAT) at your home establishment and display a valid PAT testing sticker.
Users can bring their own safety glasses to Diamond. The glasses should be compliant with BS EN 166F or better and be in a good state of repair. The glasses need to be inspected by local contacts.
Diamond has a number of User Safety Codes, which are brief documents to provide guidance for working with specific hazards. All investigators coming to Diamond should be familiar with the codes relevant to their experiments.
All users are reminded to wear appropriate clothing and footwear on the Experimental Hall Floor and that smoking is not permitted in, or within 5m of, any building on site.
Lab Standard Risk Assessments
If the use of laboratory facilities is required, the following lab standard risk assessments (LSRA) are in place. The LSRAs are documents that assess routine work to be completed in the laboratory and these can be referred to and used, if lab access is required for these purposes. All investigators coming to Diamond should be familiar with the lab standards relevant to their experiments.
Using Public Transport
Diamond expects users to use the most economical means to travel.
The User Office will challenge any claims that seem questionable or not supported by a receipt.
Please see the Diamond policies on Eligibility and Travel to indicate who Diamond will reimburse for travel costs and the means of travel that are covered.
If the travel expenses were incurred by your establishment or a third party, it is their responsibility to raise an invoice attaching all associated receipts and send it to firstname.lastname@example.org. The invoice must reference the session number and the names of the users. Failure to do this will result in rejection of the invoice.
The nearest airports to Diamond are Heathrow then Gatwick.
When booking air travel users are requested to prioritise public transport to travel from and to the airports. There are a number of bus and rail providers that enable users to find the most economical route here:
RailAir - Heathrow to Reading (and return)
Trainline - Reading to Didcot Parkway (and return)
The nearest train station to Diamond is Didcot Parkway.
There are a number rail providers that enable users to find the most economical route here:
All buses are dewar friendly and we expect this form of transport to be used first.
There are several bus services that come to the Harwell Campus:
Buses between Didcot Parkway and the Harwell Campus operate:
As buses are dewar friendly, we expect this form of transport to be used first. Dewars can be shipped in advance of your experiment - please click here for details.
Taxis should only be used where buses are not available.
Reimbursement of claims for use of taxis not approved by the User Office will be rejected.
If you are placed on the authorised taxi list it will be with the below local taxi providers. This will be confirmed in your sesson booking email if you are eligible.
The taxi companies are particularly busy during the morning and have fewer cars available overnight. Please phone before 21:00 for a taxi during an overnight shift or to get to Diamond first thing in the morning. This will enable the taxi company to do everything possible to ensure a car is available.
Car Hire / Use of own Car
All hire cars must have prior approval from the User Office.
Justification must be provided before you make your booking, in order to satisfy that this is the most cost effective means to travel.
Fuel will be reimbursed upon production of a receipt. Fuel claims without a receipt will be rejected.
Where it is cost effective for you to use your car to travel to your session, a mileage allowance may be claimed, subject to eligibility. When claiming for mileage, please ensure evidence is provided to reflect cost effectiveness. Please be aware that where there is more than one person driving from the same establishment, it is expected that they will car share.
Diamond will pay mileage from your establishment, or your home address, whichever is nearer, subject to eligibility. Fuel will not be reimbursed.
The User Office endeavours to obtain rooms at Ridgeway House first, before allocating off site.
Please see the Financial Support & Expenses Procedure to determine where Diamond will fund accommodation.
Possible cancellations / changes:
If you no longer require your room, please inform the User Office and your hotel as soon as practicably possible, and no later than 12 noon the day before you are due to arrive. You / your institute may be charged if you fail to do so.
As the time of the experiment approaches, we will do our best to ensure full occupancy at Ridgeway House by bringing users back to site should rooms become available and no further costs be incurred.
Please ensure that you read the Booking Arrangements, sent via email from the User Administration System (UAS), as this contains all the information you need in regards to transport and accommodation.
The User Office will make accommodation bookings as per your request on the complete Session Investigators form, subject to the ERA grading. We will book all accommodation requested, asking the provider to charge the cost to the user where they are not eligible for Diamond support. Any changes to bookings must be made as soon as possible before your visit.
Further details can be found here: travel, accommodation and subsistence policies.
Ridgeway House on the Harwell campus
Ridgeway House accommodation is limited, but the User Office aims to provide accommodation at Ridgeway House for the session team leader and two other members of the experimental team.
We will aim to book a maximum of three users for each session into Ridgeway House. Principal Investigators are requested to identify which three team members should be accommodated on-site when submitting their team through the User Administration System.
Any additional users coming to the session will be provided with accommodation at nearby facilities.
The Premier Inn is located just off the Milton Interchange.
Address: Milton Interchange, Milton, Nr Didcot, OX14 4TX
Directions: Situated on A4130. Just off the A34 at Milton Interchange, between Oxford and Newbury. Next to the Apple Cart Table Table. OX14 4TX
Transport: Please note that you will be expected to use the bus service to and from site as per the timetable https://www.thames-travel.co.uk/routes/X32. Buses operate on a regular basis to and from Milton Park (10-minute walk away) to the Harwell Campus. Please see our travel pages for a Map. Users will only be permitted to use taxis out of office hours (17:00 – 08:30) Mon-Fri, and at weekends, where buses are not available, if you are accommodated off site. Unauthorised taxi claims will be rejected. Please contact the User Office if you require a taxi as unauthorised taxi claims will be rejected. Please see our expenses procedure for further information.
Milton Hill House - is located approximately 10 minutes away in Steventon.
Address: Milton Hill House, Steventon, Abingdon, Oxford, OX13 6AF.
Transport: If you are booked to stay at Milton Hill House, please note that you will be expected to use the bus service to and from site as per the timetable (https://www.thames-travel.co.uk/routes/st1). Buses operate on a regular basis to and from The Pack Horse (5-minute walk away) to the Harwell Campus. Please see our travel pages for a Map. Users will only be permitted to use taxis out of office hours (17:00 – 08:30) Mon-Fri, and at weekends, where buses are not available, if you are accommodated off site. Unauthorised taxi claims will be rejected. Please contact the User Office if you require a taxi as unauthorised taxi claims will be rejected. Please see our expenses procedure for further information.
The Bear Hotel is located in Wantage approximately 20 minutes away.
Address: The Bear Hotel, Market Place, Wantage, Oxfordshire, OX12 8AB.
Directions: Located in the centre of Wantage.
Transport: If you are booked to stay in at The Bear Hotel, you will be expected to use the bus service to and from site as per the timetable https://www.thames-travel.co.uk/routes/X32. Buses operate on a regular basis to and from The Bear Hotel/Market Place and the Harwell Campus. Users will only be permitted to use taxis out of office hours (17:00 – 08:30) Mon-Fri, and at weekends, where buses are not available, if you are accommodated off site. Unauthorised taxi claims will be rejected. Please see our expenses procedure for further information.
Diamond always includes breakfast when we book your accommodation.
Users on sessions that have been awarded funded support will find that their access card has been loaded with £18 per day.
If you arrive the night before your experiment you can spend up to £8 on an evening meal on campus. This can be claimed after your experimental session ends. The cost of food taken on the inbound / outbound journey, or food taken off-site (eg. local pub / takeaway), will not be reimbursed by Diamond.
All users must use the catering provision on campus:
Subsistence off Site
If you are not staying at Ridgeway House and have been allocated a hotel off site, you can spend up to £15 per meal on food, which will be reimbursed providing there are supporting receipts. No alcohol will be reimbursed.
Often it is simpler, safer and more cost effective to ship samples to Diamond, rather than carry them with you. All samples must be transported following the Carriage of Dangerous Goods Act 2004.
Samples being shipped should be marked for the attention of:
The Experimental Hall Coordinators, Diamond Light Source, Harwell Research and Innovation Campus, Didcot, Oxfordshire, OX11 0DE.
In addition they should be labelled with the:
Diamond Stores are open to accept deliveries between 08:00 and 17:00 Monday - Thursday and 08:00 and 12:00 Friday.
UK and EU users of ISPyB should use the shipping tool within ISPyB to arrange the shipment of samples to Diamond, which will be charged directly to the Diamond DHL account.
All other users should note that shipping samples may be reimbursed at the discretion of Diamond. This must be authorised in advance by the Diamond User Office or no reimbursement will be made. Please see here for further details.
If it is agreed that Diamond will meet these costs, the home institute will incur the cost of shipping and invoice Diamond. Please send the invoice to Accounts Payable: DLSAccountsPayable@diamond.ac.uk
Please note that Diamond is not able to enter into material transfer agreements as a recipient for any materials or samples which a user will be bringing to Diamond. Users are responsible for ensuring they have the correct licences, approvals, and materials transfers in place that may be required prior to conducting research at Diamond and for providing copies of same to Diamond.
Diamond Light Source is the UK's national synchrotron science facility, located at the Harwell Science and Innovation Campus in Oxfordshire.
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Harwell Science & Innovation Campus
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