EuCARD >> Activities >> Transnational Access >> HiRadMat >> How to Apply
How to apply for HiRadMat Access
Submission Procedure
If you are eligible to apply for Transnational Access, you can download and fill in the HiRadMat Transnational Access application form (Word file). Completed forms should be submitted to hiradmat-sps-pb@cern.ch
Submission deadlines
Applications for access in 2011 have a deadline of 1 September 2010.
Applications for access in 2012 have a deadline of 1 September 2011.
Find out more about the HiRadMat facility >>
Expenses covered
For applications that are approved, some expenses will be covered, details will follow in due course.
Visitors are strongly encouraged to seek accommodation on site at the CERN hostel, which can be reserved through the CERN Housing Service.
Evaluation Procedure
Incoming proposals will be examined by HiRadMat for formal compliance with the EU rules, and then forwarded to the HiRadMat Users Selection Panel (USP). The USP includes external referees and will evaluate the scientific content of the project.
The Users Selection Panel will make a final decision, taking into account the following guidelines:
Selection will be done on the basis of scientific merit taking into account the interest of the Community.
Priority will be given to User Groups who have not previously used the infrastructure and who would not normally have access to it.
Selection will also take into account that the contract is intended to finance primarily short visits to the infrastructure.
The applicants shall be formally informed of the decision of the Users Selection Panel. In case the proposal is accepted, the host institution will instruct the applicants about the further procedure to follow.
Explanatory note:
Although the User Selection Panels shall make every effort to have the evaluation and selection procedure completed as soon as possible, applicants should be prepared to face a period of typically four to eight weeks; in exceptional cases (e.g. due to unavailability of referees) even longer, before the evaluation result becomes available. In any case, visits may only start after positive evaluation by the Selection Panel, of which the applicants will be informed through the host institution.
In case of any technical problems or undue delays applicants are encouraged to contact their prospective host institution, or the EuCARD Coordination Office. No provisions are foreseen for the applicants to contact directly the Selection Panel or the referees, which are supposed to remain anonymous.
Access Policy for oversubscriptions
Host Infrastructures that accept proposals at any time must be prepared to handle possible oversubscriptions, i.e. situations when too many positively evaluated proposals are aimed to a particular infrastructure for a given period. They must also be prepared to schedule the approved proposals within a limited time interval following the evaluation. The following rules should generally apply.
Rules:
1. The Host Infrastructures shall report 2 times a year to the EuCARD Steering Committee on the scheduling of all proposals that have been received after positive review by the User Selection Panels.
2. The scheduled beam-time should, in general, occur no later than 12 months after the Selection Panel decision.
3. In filling up the available beam-time periods the Host Infrastructure should consider the available Access Budget and the average rate of incoming proposals. This may lead to the necessity of ranking and locally scheduling only part of the proposals.
4. Ranking is primarily based on the scientific excellence of the proposal. If several proposals are judged of comparable quality, priority should be given to new applicants.
5. If local scheduling under the above rules appears not possible, the applicant(s)
will be immediately informed and the "excess proposals" will be turned over
to the User Selection Panels for further consideration.
Note: Page last updated 02/11/2009
