TSW Approval

Although approximate times are given, this process is largely dependent upon the response of the experimenters. Typically, it takes 2 months (8 weeks) from when a user submits an initial, first draft to one that is ready for approval. Once a final version of the TSW is reached, the signature process typically takes 2 weeks.

The spokesperson or physicist in charge of beam tests fills in the template and submits this first draft to the FTBF coordinator. To speed up the process, include instructions in the template, and follow the ‘Tips to avoid common errors.’

  • All requests for beam must go through the FTBF coordinator. This includes any and all extensions for running experiments. The FTBF coordinator can be contacted at any point during the process.
  • Requests for beam time are granted on a first-come, first-served basis and can be made once a draft TSW is available. Other steps have been completed as described at Become A User. So submit the first draft and Fermilab ID number to the FTBF coordinator as soon as possible.
  • The TSW must be approved before the user will be allowed to install in the beam area.

Round 1: Typically takes 1 week

  • The area coordinator (the FTBF coordinator, the underground coordinator, the MTA coordinator, or other coordinator of an area) checks over the TSW for format, wording, spelling, grammar and does the first pass for issues that may be incorrectly worded, need clarification, or cannot be fulfilled. The coordinator also checks for missing information.
  • At this time, the coordinator will request a number for the experiment from the Directorate’s Office of Program Planning.
  • The area coordinator resubmits it to the experiment for confirmation.

Round 2: Typically takes 1 week
Upon receiving the draft back from the experiment, the area coordinator will again check for formatting and other errors and forward the draft to the rest of the area managers and the head of Detector R&D.

The area coordinator will combine responses from the above parties into another draft and (if significant) re-submit to the experimenters for confirmation. If changes are insignificant, the coordinator may choose to proceed directly to round three, without waiting for a response from the experiment.

Round 3+: Typically takes 2 – 4 weeks 

The area coordinator forwards the draft to a number of people. These people forward the draft to their own relevant reviewers for feedback, all of which is collected by the FTBF coordinator. This process often takes several rounds, with many drafts being re-submitted. At this point, if the experimenters continue to make significant changes to the TSW, the approval process will be delayed. Changes which effect the beam request, or hazard ID checklist are considered significant.

   People the draft is forwarded to:

        • FTBF deputy coordinator
        • Directorate Office of Program Planning Head
        • Directorate Office of Program Planning Administrator
        • Particle Physics Division Head
        • Particle Physics Division Office of Detector R&D
        • Particle Physics Division Senior Safety Officer
        • ES&H Section Head
        • ES&H Section Representative
        • Accelerator Division Head
        • Beamline Expert
        • Accelerator Division Operations Department Head
        • Computing Division Representative
        • Business Services Section Emergency Response Representative

Round 4: Typically takes 2 weeks
Once all the above parties are in agreement, the area coordinator may collect electronic signatures (or print out a copy and drop it off with the person or their administrator to be signed.) As these are extremely busy people, it can often take days before the document is read, signed and returned to the coordinator.

  • Experiment spokesperson
  • Particle Physics Division Head
  • Accelerator Division Head
  • Scientific Computing Division Head
  • ES&H Section Head
  • Associate Director for Research
  • Associate Director for Accelerators

Once signed, the Directorate Office of Program Planning Administrator scans the document, files it, and distributes it to all relevant parties.