Info for Users

On Proposal Submission

We invite users and collaborators to discuss their proposals with the beamline local contacts well in advance before the submission deadline. This is crucial for a careful assessment of the experiment feasibility and may result in an improvement of the proposal. Please, read carefully our guidelines for proposal submission and, for more general info, visit the User Office webpages following our quick links.

Call for proposals

The deadline for proposal submission for beamtime allocation is to be announced

Access Request

Users and collaborators coming to BaDElPh beamline for experiments are requested to fill the dedicated Access Request Form. Timing for the submission of the Access Request varies according to Users Categories: General Users, EU Funded Users, Research Team Members, and Collaborators must submit their Access Form at least two weeks before the experiment. Italian Users must submit their Access Request form at least one month before the experiment. Note that in order to be able to enter the Elettra Laboratory, your access request must be approved. Instructions for different user categories can be found on the User Office webpages following our quick links.

BaDElPh Proposals vs Countries

Guidelines for Proposal Submission

When to apply

The Call for Proposals deadline occurs twice a year, on March 15 and September 15. The exact dates are advertised on this website.

Experimental report

According to the Sincrotrone Trieste policy, if you have already performed measurements at Elettra you must insert the achievements and the experimental report in the appropriate fields. Failing to do so will prevent you from submitting further proposals!

Peer Review evaluation

The proposals are reviewed by an independent Panel, the Elettra Proposal Review Panel (PRP), after their feasibility has been assessed by the beamline coordinators. The PRP is composed of experts in various fields of synchrotron radiation research and evaluates the scientific merit of the proposals. The main criteria for evaluation are the following: expected impact of the experiments, topicality, probability to produce one or more publications on highly cited scientific journals, potential to help solving important technologically or socially relevant problems, possible development of a new application of synchrotron radiation.


Users may benefit from partial or total reimbursement of travel and living expenses during their stay at Elettra for a beamtime, thanks to specific programs or agreements between institutions. In order to find out the latest news on the financial support options that are available please visit the Elettra User Office support web page.

Submission on VUO

Proposals must be uploaded and submitted on the Elettra Virtual Unified Office (VUO). Before writing a proposal, you and your collaborators must register on the VUO. 

Feedback from the local contacts

In order to be able to get back to you with feedback on the proposal feasibility, we warmly encourage you to upload your proposal on VUO at least one week before the deadline. Interaction with the local contacts is highly recommended. Don't hesitate to discuss with us the experimental plan in great detail.

Experiment feasibility

Read carefully the information on the BaDElPh web pages, especially that concerning the beamline energy range, resolution, sample environment, etc. (available in the specifications and beamline description sections). Consider that there are some important restrictions on what can be evaporated in the experimental chambers, as well as to the maximum gas pressure that is allowed during measurements.

Sample suitability

Samples must be resistant to radiation damage and conductive for photoemission measurements. The maximum sample size using the transferable system is of about 10 mm in diameter and thickness. If special sample mountings (e.g. for multiple samples, etc.) are required, please contact the beamline responsible well in advace in order to plan suitable solutions.

Proposal objectives

Most importantly, every proposal needs to have clear and achievable goals. This means that the proposal must address a well-focused scientific problem or a debated, unanswered issue in the literature.

Preparation work is necessary!

It is not recommended to start studying a new system during the proposal, without carrying out the necessary preparation work. In other words, better not to come here fishing for unexpected intriguing results.

Experimental plan

The experimental plan must be realistic and well organized, capable to deliver achievable goals.

Modifying our instrument

New instrumental developments need special and careful preparation. They have to be organized in close coordination with the beamline responsible.

After your proposal is accepted

Scheduling accepted proposals

The beamline coordinator takes care of contacting all of the users whose proposals have been accepted, following the rank indicated by the Review Panel. We try to arrange the beamtime calendar keeping into account the experiment requirements and your specific needs.

Sending us your instrumentation

During the scheduling of the various proposals, we carefully check with you whether we have all the necessary equipment for  experiments. If something is missing, we make specific agreements so that you send us what is needed in time for the experiments (please follow the instructions given in the contacts section). Typically, we need to mount your evaporators or replace the evaporant in one of ours.

Preparation of the experiments

In the case of complex experiments, e.g. experiments that require lengthy preparation, agreements can be made for you to begin to work a few days earlier than the official beginning of the beamtime. This might be useful when in-situ sample preparation is needed, or for the calibration of evaporators, or if complex instrumentation needs to be installed.

Important note concerning funding

Funding agencies normally refund expenses in the time interval one day prior and after the beamtime. Thus, in the case you arrive earlier, your expenses ARE NOT COVERED. We invite you to check this with the Elettra User Office.

Before you arrival

The User Office webpage offers you advice on several topics regarding your staying at Elettra, including accommodation, car rental, and how to reach the Elettra site.

Fill the Access Request in advance!

Most importantly, don't forget to fill in the Access Request form. Timing for the submission of the Access Request varies according to Users Categories: General Users, Research Team Members, and Collaborators must submit their Access Form at least two weeks before the experiment. Italian Users must submit their Request at least one month before the experiment.

Contact us

Don't forget to contact us, so that we can arrange an appointment to meet at the beamline!

How to reach us

Please, press here.


Last Updated on Friday, 07 December 2018 12:54