What you need to do
The Principal Investigator or Alternate Contacts need to complete the Session Investigators form in UAS. In order to do this, all those planning to come to Diamond must be registered in UAS and must have watched the health and saftey video and completed the test.
The deadline structure for the submission of the Session Investigators is:
- No later than 5 working days before the session starts where accommodation is required.
- No later than 2 working days before the session starts where access to Diamond or a FedID are required, but no accommodation is needed.
- No later than the session start where the session is remote access and the users already have a FedID (Diamond username and corresponding password).
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 must be completed no later than 15 working days before the session start date. If this is completed 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. The ERA will be graded into one of the following categories according to the risk. The risk levels will be based on safety, complexity and compliance requirements.
Low (Green): the session has no restrictions.
Medium (Yellow): the session has specific restrictions or requirements (e.g. supervision, monitoring, special controls/conditions, checks, sample count-in/count-out, records, etc.).
High (Red): the session has specific restrictions or requirements (e.g. supervision, monitoring, special controls/conditions, checks, sample count-in/count-out, records, etc.).
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. There is a radionuclear laboratory for handling low level samples on site. 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.
- Code 1 - Nanotechnology
- Code 2 - Liquid Nitrogen
- Code 3 - Pressure Systems
- Code 4 - Sample Transport
- Code 5 - Lasers and UV
- Code 6 - Extremes of Temperature
- Code 7 - High Voltage Equipment
- Code 8 - Magnetic Fields
- Code 9 - Lone Working
- Code 10 - Flow Cells
- Code 11 - Fatigue
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.
- LSRA 1 - Solvents
- LSRA 2 - Strong Acids and Bases
- LSRA 3 - Carcinogens, Mutagens and Sensitisers
- LSRA 4 - Nano Technology
- LSRA 5 - Pellet Preparation
- LSRA 6 - Flow Cells
- LSRA 7 - XChem Lab
- LSRA 8 - eBIC Preparation Labs
- LSRA 9 - Plunge freezing in the eBIC Lab
- LSRA 10 - Toxic gases
- LSRA 11 - Strong Oxidisers
- LSRA 12 - Cryogens
- LSRA 13 - Flammable gases
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.
- 32A - Abingdon, Milton Park, Didcot, Wantage
- 34 - Oxford, Abingdon, Wantage
- 98 - Didcot, Great Western Park
- X32 - Oxford, Milton Park, Didcot, Chilton, Wantage
- ST1 Connector - Oxford to Harwell
Buses between Didcot Parkway and the Harwell Campus operate:
- Monday to Friday: 07:00 to 20:00, 2-4 times per hour
- Saturday: 07:30 to 18:30, hourly
- Sunday: 09:30 to 18:30, hourly
Taxis should not be used unless no other form of public transport is available.
As buses are dewar friendly and we expect this form of transport to be used first. Dewars can be shipped in advance of your expirement - please click here for details.
Taxis to or from Diamond must be arranged in advance with our User Office: (Monday to Friday 08:30 - 16:30)
Reimbursement of claims for use of taxis not approved by the User Office will be limited to the amount that Diamond pays on its accounts.
If you are placed on the authorised taxi list it will be with the following local taxi providers - this will be confirmed in your sesson booking email if you are eligiable.
- Network Taxi: +44 (0)1235 812345 - If using Network Taxis, they must be called in advance, and before 21.00, to book a pick-up If passengers have an idea of when they need to return, the pick-up should be booked at the same time.
- Go Green: +44 (0)1235 811100
This will enable you to take a taxi to your accommodation and it will be charged directly to Diamond.
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.
Please note that all hire cars must have prior approval from the User Office.
Justification must be provided before you make your booking.
Diamond will pay for fuel on provision of a receipt.
Where this is not the case, no reimbursement will be made.
The User Office endeavours to obtain rooms at Ridgeway House first, before allocating off site.
Please see the Diamond policy and procedures on Eligibility and Accommodation to determine where Diamond will fund accommodation.
If you no longer require your room, please inform the User Office and the Hotel as soon as possible. Otherwise, you/your institute will 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 on to site if rooms become available.
Your accommodation information can be found on the Updated Booked Arrangement email, sent to you from the User Administration System (UAS).
Please ensure that you read this as it contains all the information you will need in regards to transport and accommodation.
The User Office will make accommodation bookings according to your request on the complete Session Investigators form. 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 the visit - Details can be found in our 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 and their name and session details will automatically be added to the open taxi list to facilitate transport.
The Premier Inn is located on 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. Please contact the User Office if one is required as unauthorised taxi claims will be rejected. Please see our expenses procedure.
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 House (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. Please contact the User Office if one is required as unauthorised taxi claims will be rejected. Please see our expenses procedure.
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. The User Office advises that you leave your car at Diamond where there is free parking and you can make use of the open taxi bookings as below.
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. Please contact the User Office if one is required as unauthorised taxi claims will be rejected. Please see our expenses procedure.
|Please notify the User Office as soon as you become aware that accommodation is not required. Often other Users could make use of the room and Diamond are charged at a lower rate for a cancelled room than for one where the planned occupant did not show up.|
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 £16 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 you experiment sessions ends.
All users must use the catering provision on campus.
- R22 Restaurant: The main dining room on the STFC site
- R1 Cafe: This is a cafe in the R1 building near the library
- Electron Cafe: This is a cafe serving tea, coffee and refreshments located in the Satellite building.
- Vending machines: These are located in the Diamond kitchens in zone 3, zone 7 and zone 11.
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:
- Sender's name, institute and contact details
- Session number the samples are to be used for
- Instrument at which the samples will be used
- Specific storage requirements (i.e. temperature)
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