Visitor registration
Please notify us of all visitors at least two weeks before the scheduled machine time. This is necessary to verify the issuance of ID cards and ensure everyone’s safety in case of an emergency. If someone who is not registered as a collaborator in the NOUS application participates in the experiment, you must submit the additional application form listed under “1. Required Documents.” Also, for paid use, if a person whose name is not registered as a collaborator at the time of application participates in the experiment, please contact the UVSOR Office in advance.
- Required documents
- Guest internet account
- Forms
- Reservation of lodges
- About infectious diseases
- Other announcements
１．Required documents
Please complete the Visitor Registration Form at least two weeks before your visit and email it as an attachment to the UVSOR Office. ⏩ Documents Download
| Undergraduate students | Graduate students | Faculty members | Notes | |
|---|---|---|---|---|
| Certificate of Approval for Radiation Work | ○ | ○ | ○ | Please make sure to submit this.※１ |
| Documents for Undergraduate Student Placement | ○ | Not required | Not required | |
| Business Trip Report | ○ | ○ | ○ | This is necessary when requesting reimbursement for travel expenses.※２ |
| Application for Additional collaborators | ○ | ○ | ○ | The representative needs to confirm this matter. |
| Bank Account Registration | ○ | ○ | ○ | This is necessary if you want to get your travel expenses reimbursed.※３ |
| Notification of Change of the Representative Information for a Joint Research | Not required | Not required | ○ | Please submit it promptly if there are any changes. |
| Notification of Change of the Collaborator Information for a Joint Research | ○ | ○ | ○ | Please submit it promptly if there are any changes. |
*1 Please use the latest version of the “Certificate of Approval for Radiation Work” (Form No. 4) available on the UVSOR website. Keep in mind that submitting your application at the last minute might prevent us from preparing your access card on time. Make sure your scheduled visit date is on or after the expected date your documents will be received at the UVSOR office. Example: If you are scheduled to arrive on July 1 but the planned visit date is listed as June 30, this is not acceptable. If your visit coincides with a long holiday weekend, please submit your application a bit earlier.
*2 Regarding the placement of undergraduate students, the form changed in April 2021, and the official seal of the department head is no longer required; please use the new form. Review the sample form and submit it as an email attachment.
*3 If this is your first time claiming travel expenses (and you have not registered a bank account with our organization), please complete the Bank Account Registration and email it as an attachment to the UVSOR Office (uvsor[at]ims.ac.jp) at least two weeks before your claim.
２．Guest internet account
Please contact us ahead of time if you require a guest account for your visit.
If your affiliated institution participates in Eduroam, you can connect to the wireless LAN at Institute for Molecular Science and the Lodge using your Eduroam account issued by your institution. (Excluding the Family Building and Myodaiji Lodge)
３．Forms
４．Reservation of lodges
Request regarding pickup of lodge keys
Weekdays: Pickup at the guardhouse: 13:00 or later
Pickup at the Joint Researcher’s Lounge: 13:00 or later
Holidays: Pickup at the guardhouse: available 24 hours a day *1, *2
Pickup at the Joint Researcher’s Lounge: available 24 hours a day *3
* 1. The lodge manager is available from 14:00 to 22:00, with a break from 17:00 to 18:00.
* 2. Please note that security guards cannot answer questions about the lodge, such as those about the lodge keys.
*3. Please confirm the access code for the UVSOR entrance with your beamline staff before you arrive.
Please use the link below to make your reservation.
★You can now pay for your lodge stay online, and credit card payments are accepted at the counter.
★Please make your payment at the Accommodation Desk, International Relations and Research Cooperation Division on the third floor of the Administration Center Building. (at No. 10 in this map)
| Web payment | JCB ,VISA,Mastercard |
|---|---|
| Counter payment | VISA ,Mastercard,Diners ※1 |
※1 JCB is not accepted for counter payments.
Online payments
★Online payment for lodge fees is now accessible via the lodge reservation system.
a. Please complete your guest registration and enter your payment details at least two business days before your stay. If you cannot do so on time, please pay at the counter as usual.
b. For online payments, keys are now available at the main gate guardhouse, but they can still be picked up at the Joint Researcher’s Lounge as before.
For payments made at the counter, lodge keys will be available in the Joint Researcher’s Lounge as usual.
The Lodge Terms of Use are available here
５．About infectious diseases
Thank you for helping prevent the spread of infection. If you develop symptoms of an infectious disease after visiting our facility, please contact UVSOR staff immediately and follow their instructions.
６．Other announcements
About Private Room Reservations
★ If you want to reserve a private room for a Zoom meeting or lecture, please complete the Private Room Reservation Form and email it to the UVSOR Office when submitting your visitor registration. Please note that we may not be able to fulfill your request depending on the situation.
★ If you have already submitted your visit notification, please contact the UVSOR Office via email by 15:00 on the previous weekday. If it is after 15:00 or on the day of your visit, please contact the UVSOR Office directly. If the staff are unavailable or if it is after 16:00 on a weekday, please consult the respective beamline staff.
★ On the day of your reservation, please arrive at the office 10 minutes before your scheduled start time. We will escort you to your room.
Terms and Rules for Using a Private Room
１. Due to limited availability of private rooms, reservations are processed in order of priority; therefore, we may not be able to fulfill your request. We appreciate your understanding.
▶︎Examples of usage deemed to be high priority:
●To teach classes or seminars as an instructor
●To serve as a session chair at academic conferences
●Session times that include your presentation
●Meetings with parties bound by non-disclosure agreements, etc.
In cases other than those mentioned above (such as simply listening without speaking), we may ask you to move to another location.
２. Please submit the Private Room Request Form to the office before your scheduled time. After that, please confirm the room location.
３. The room is not available for dining or resting.
４. Unauthorized use is strictly forbidden.
About Okazaki City Bike Share
★ Bicycles provided by the Okazaki City are available at the Myodaiji Lodge parking lot, right outside the East Gate near the tennis courts.
★ For instructions on how to use this service, click here.
About Meals
★ There is a co-op store in the staff building. (at No. 12 in this map)
★ There is an unmanned Co-op vending corner in the Joint Researcher’s Lounge.
★ Check out the restaurants around Higashi-Okazaki Station.
・Okazaki Odekake Navi (Official tourism website of Okazaki City)
