Before your measurement

1. Submit a proposal

To submit a new proposal, login to the Virtual Unified Office (VUO) and choose “Submit a new CERIC proposal”

You don’t have a VUO account yet? Read the instruction below on how to “Create a VUO account”

A proposal submission requires the following information:

  • General information: Proposal title, proposal objectives, scientific discipline.
  • Participants: Must be registered in the VUO.
  • For each beamline/laboratory requested you will have to:
    – Choose the facility
    – Complete sample and experimental details
  • Proposal description: Download the proposal description template and complete it without changing the header. Include relevant pictures when available. Once completed, upload the template.
  • Check and submit: Read the proposal and check whether anything is missing before submission. If mandatory fields were left blank, you will receive an error message.

For further information please contact CERIC User Office:

Proposals should address challenging scientific or technological problems that require the use of one or more of the complementary methods offered by the partners for sample growth and characterization.

The best way to design a successful experimental plan is to discuss your scientific problem with experts of each of the required techniques, to receive valuable advice on how to prepare your sample, on the estimated required time for your measurements and on the optimal experimental parameters, with the goal of obtaining the most from your measurements. The full list of available facilities and contact persons can be found here.

In its scientific description, a good proposal should address the following points:

Background: It should describe the scientific and/or technological problem and its context.

Motivation for the present proposal: Include information about previous experiments performed on the system, and the achievements expected from the proposed experimental plan. The aim is to explain how this proposal will contribute to shedding light on the problem described in the “background” section.

Experimental plan: Describe all the experimental steps included in your proposal: from sample preparation to data analysis. Sample preparation facilities will be available for those cases in which the correct sample preparation/growth for a given technique may require specific competences or knowledge of the analytical methods. The aim is to ensure the success of the analysis and not the sample preparation per se. As a consequence, proposals requiring sample preparation must foresee the use of at least one analytical method. Be as specific as you can in terms of the analytical techniques you require, to allow the evaluation of the feasibility of your proposal. Include relevant pictures (e.g., spectra previously acquired from your sample) if not yet included in an already published paper. If your sample is an archaeological or industrial object, include a picture or drawing if available.

Explain why this work calls for access to CERIC: Due to their high demand, it is essential to justify the need for the advanced techniques offered at CERIC. If similar results could be achieved with less sophisticated methods, you should not apply for CERIC.

References: Include a list of publications (better if your own or from your group) relevant to the proposal.

Proposals must be submitted through the CERIC Virtual Unified Office (VUO), To access the VUO for the first time it is necessary to register.

Once registered, you must login with your username and password

For further information please contact CERIC User Office:


Partial support for user’s mobility will be available through funding provided to CERIC from the Italian Ministry for Education, University and Research. Read the policy here.

A maximum of two users for measurement may benefit from travel and accommodation support. Each of them should submit an access request as “CERIC funded User” at least three weeks in advance before the arrival to a facility. Since prices of tickets and hotels increase with time, failing to send a timely access request may prevent the group from getting support. For travel booking, complete your access request and then contact


To apply for the Indo-Italian PoC or to have more information about the funding program, please refer directly to the DST (Indian Department of Science & Technology)


The support covers travel and accommodation expenses for two users, for the period of measurement in a CERIC-ERIC facility as scheduled in the official calendar. It is allowed to request the extension of the support for arriving in place one day prior to the beginning of the measurements, as well as for leaving one day after the end of the measurement, in case the travel arrangements require so (e.g. no transportation available after the closure of the measurements). Users may request, on their own budget, to add days to their stay. Transportation of goods such as equipment, instruments, sample holders, samples, etc. will not be supported.

Tickets and hotels booked directly by users without the approval of the travels office will not be reimbursed. Taxis are permitted only in justified cases if previously authorized. All non-authorized taxi expenses will not be reimbursed.

For accommodation booking, you can choose one of the hotels listed for each facility. These hotels have been tested by our users and they comply with our quality standards. Alternatively, you can propose a different one but it must be authorized by the CERIC travels’ office, after checking that its rates are in line with our budget requirements.

During the access request, you should complete your bank account data. This information will be used eventually for the reimbursement of travel expenses.

User office emergency number: +39 346 5431524

2. Proposal evaluation

After the deadline for proposal submission, proposals are evaluated according to these two aspects:

The TECHNICAL EVALUATION is performed by the scientist(s) in charge of the requested instrument(s), and aims to determine the technical feasibility of the experiment and the accurateness of the requested hours. Less expert users can have their proposal pre-evaluated by the instrument scientist in order to receive comments and suggestions, submitting in the first deadline. Instrument scientists will not give any input on the scientific assessment of the proposal.

The SCIENTIFIC EVALUATION is performed by an independent, international panel of experts and is based on scientific excellence only. Two scientific reviewers will be assigned and will provide a score for each technique requested in the proposal. Such score reflects both the overall scientific excellence of the project, the novelty of the approach and the necessity and effectiveness of the technique requested for achieving the results. Every project is then given an overall score, based on the individual scores of the single techniques.

Due to oversubscription of a given instrument, a proposal may be granted time only for some of the requested techniques.

3. Services for the users

Although we may provide invitation letters, we cannot help you to obtain a VISA. Make sure you initiate your application on time. You can check whether you need a visa in the website of the country’s embassy you are planning to visit.

For accommodation booking you can refer to CERIC or use one of the hotels listed here for each facility. These hotels have been tested by our users and they comply with our quality standards.

4. Access to the facilities

In order to enter CERIC facilities, please submit an access request through the CERIC Virtual Unified Office (CERIC VUO) at least three weeks in advance before your arrival to the facility.


CERIC Funded User

If you are eligible to request the financial support, please submit an access request as “CERIC Funded User”.

For more information about financial support see section 1.4 of this User Guide.

CERIC Non-Funded User

If you are not eligible or do not intend to request the financial support, please submit an access request as “CERIC User”

The full list of CERIC facilities can be found here.

Budapest Neutron Centre
Under construction
Elettra Sincrotrone Trieste
The safety training needs to be completed in order to enter the facility. You can take the course online: simply login with your VUO credentials and choose “Elettra” in the following menu point:

Once you complete the training, a certificate will be stored in your profile.

Click on the facility you are planning to visit and find out about the services offered to the users (accommodation, restaurants, WI-FI, transport).

For accommodation booking you can refer to CERIC or use one of the hotels listed here for each facility.

After your measurement


1. Asking for reimbursement

If you have expenses to claim (tickets or accommodation), please complete the online reimbursement form available in the VUO, in the section “CERIC proposal submission”.

Any expense incurred without previous authorisation of CERIC will not be reimbursed. 
Original receipts should be attached to the form (in case of Electronic invoices) or delivered by mail to the following address:

Attn. Travel Office
Strada Statale 14 – km 163,5 in AREA Science Park
34149 Basovizza, Trieste ITALY


2. Feedback

After finalising the last of your scheduled measurements, you will be asked to complete an experimental report describing how you took profit of the measurement time. The report should contain all used techniques and the results that you obtained from the measurements. The uploaded report together with your publication record will be accessible by the reviewers for your next application for CERIC measurement time.

Please note that only one report per proposal is necessary.

After the end of your measurements you will be asked by the Virtual Unified office (VUO) to fill in a User’s Survey that will help us to improve users’ satisfaction.

3. Publications

Open access to CERIC facilities is provided free of charge with the condition that any research output derived from the measurements performed and the knowledge exchange with CERIC scientists are properly acknowledged.

The published materials generated as a result of the work carried out wholly or partially at the CERIC Facilities have to acknowledge CERIC with the suggested statement:
The authors acknowledge the CERIC-ERIC Consortium for the access to experimental facilities”.

If the publication is generated with the benefit of the mobility support offered by CERIC, the suggested statement to use is:
“The authors acknowledge the CERIC-ERIC Consortium for the access to experimental facilities and financial support”.

In addition, the published materials have to properly acknowledge any significant contribution or support provided by individual personnel from CERIC or its facilities according to the facilities’ policy.

Proper acknowledgement will also give you the possibility to apply for CERIC awards for high quality publications.

CERIC may deny free open access to users who fail to acknowledge CERIC, its facilities or its scientists when appropriate.