Ten Steps to Your Experiment

Note: All Steps should be completed at least 30 days prior to arrival.

Step 1: Registration

If you hold a valid BNL ID card, Step 1 is not required. If you have an expired BNL ID, Contact the Guest, User, Visitor (GUV) Center at (guvcenter@bnl.gov).

Users who do not hold a BNL ID card MUST pre-register on the web  before arrival to BNL. It is important that this is done as soon as possible since there is an approval process that takes some time.  When you pre-register select "RHIC and AGS Users" as the Department to be Visited and NSRL (NASA Space Radiation Laboratory) as the Facility/Experiment.  When you pre-register select "NSRL (NASA)" as the Department to be Assigned, NSRL (NASA Space Radiation Laboratory) as the Facility/Experiment, and Facility Code should be your Proposal number/Host.

Step 2: Arrival Notification

Guests must notify Brookhaven of their actual arrival and anticipated departure dates. They can do this on the Guest Central web page. A guest number is required to access this system. New guests will receive BNL ID numbers via e-mail. 

Step 3: Reserve Housing

Contact the BNL Housing Office at 631-344-2551 or Complete Registration Form .

Step 4: Training

Training requirements for each of the NASA experiments will be distributed.

For those who have been here before, you can check your own training records and see what training you need to re-take on the BNL Training Site. You need a guest number to do this.  You will see what you completed and how long the qualification is valid. If you don’t’ have a guest number, you will receive one via e-mail after your registration form has been submitted and approved (see Step #1).  If you forgot your number or have a question about it contact the Users' Center.

Take on-line courses before you arrive. This will shorten your check-in time substantially. It is recommended that you print out any confirmation pages made available to you at the completion of a course or note the date that you took a course if confirmation pages are not available. Bring this information with you.

Step 5: Submit Forms

Radiation Exemption

Users from other DOE Facilities:  If you have a valid Radiation Worker I certificate from a DOE facility, complete exemption form (Word version), sign form, make a copy of your training certificate or training card from your home institution and mail it to the Guest, User, Visitor (GUV) Center, Brookhaven National Laboratory, Building 400A, Upton, NY 11973.  No challenge exam is necessary. 

Users from Non-DOE Facilities:  To qualify for the challenge exam equivalent of the course you must complete the online Radiation Worker Part I Course  (located under "Web Training Courses") and then complete the challenge exam which is also located online at http://training.bnl.gov.  A Study Guide can be found here (PDF).  You must review the study guide thoroughly before taking the challenge exam.  

Note: Users who have already completed BNL Radiation Worker I and only need to re-qualify can simply review the study guide that is online at http://training.bnl.gov and then take the challenge exam which is also online (you do not need to complete the online Part I course again).  

Ground Support Requirements Document (GSRD)

Complete the Ground Support Requirements Document (GSRD).  E-mail this directly to the Medical Liaison Scientist.

Institutional Review Board and/or IACUC Approvals: If you are using certain biological samples (for example, primary human cells), you must have approval through the Office of Research Administration (ORA).  Please contact Darcy Mallon at mallon@bnl.gov.   Human cell culture work that is exempt must still be reviewed by the ORA.

Step 6: Open a BNL Financial Account

You must have a valid BNL Project number before coming to conduct experiments only if you expect to incur costs, such as purchasing, shipping, and/or per diem charges; and purchase of controlled substances from the BNL pharmacy. [You may not, under any circumstances, bring controlled substances to BNL. Contact the Medical Department Liaison Scientist for assistance.]

For instructions on how to open a Project, see this web site. Please be sure to indicate the PRIMARY Principal Investigator (PI) when creating your Project request. Email your purchase order to Cindy Gerichten at least 30 days prior to the run.

Step 7: Mycoplasma Testing Certification and Transportation Considerations

Anyone who is bringing a cell culture to BNL (either into the NSRL Tissue Culture Facility or the Medical Tissue Culture Facility) must have it certified "mycoplasma-free" no more than one month prior to the beginning of the run.  The certification should not be done in house unless you have a certified testing lab.  Here are a few companies that will do the testing for you:

Bionique Test Labs, Saranac Lake NY 518 891 2356. (Their M-100 runs 4 shippers for $150.  The CELLshipper® is a DNA fluorochrome assay for cell culture contamination. Purchase the slides and store in your lab for use at your convenience. Simply add the cell sample, fix and dry. Send the slide (hazard-free to Bionique for diagnosis).  They return the results to you promptly.

The ATCC is in the mycoplasma testing business.  Their site for their service is ATCC: The Global Bioresource Center.  Fax certificates to Ann Emrick at (631)344-6398. Direct questions to Paula Bennett, bennett@bnl.gov or Ann Emrick, emrick@bnl.gov.

For transportation of biological products, consult the shipper.  If you are transporting samples by car consult your shipping department or contact Bob Colichio, colichio@bnl.gov for assistance.    

Step 8: Arrival at BNL

Note: You must bring identification with you.   See Identification Requirements for Guests And Visitors

Step 9: Pick Up Room Key

Keys can be picked-up at the Housing Office (located in the Guest, User, Visitor (GUV) Center, Building 400, Monday through Friday between the hours of 8:00 am and midnight. During other times, keys can be picked-up at Police Headquarters, Building 50. Locate Building 50 on the BNL campus map (PDF).

Step 10: Check-In

Check in at the Guest, User, Visitor (GUV) Center, Building. 400A on Brookhaven Avenue (see BNL campus map). Business hours are 7:00 a.m. to 5:00 p.m., Monday through Friday. Ask for directions to the Guest, User, Visitor (GUV) Center at the front gate.

For other questions not answered here, see the BNL contacts list.

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Last Modified: April 4, 2014
Please forward all questions about this site to: Mike Sivertz