FAQ – Access and Missions
This page brings together the questions frequently asked by users and platform managers of the LUMA INFRASTRUCTURE HUB. It covers access procedures, publication rules, mission management, and associated budgets.
General Questions – Users
No, it is possible to entrust the experiment to the reception team, with their agreement.
If the host platform is a ZRR (Restricted Zone) site, be sure to anticipate the administrative processing times associated with the access request.
There is no specific policy defined by PEPR LUMA: teams remain free to apply the conventions specific to their field. However, several rules apply to any publication resulting from an experiment carried out on our platforms:
- Inform the host platform of any publication or communication, even partial.
- Have the technical aspects validated by the platform staff before submission.
- Include the mandatory ANR/France 2030 funding mention (reference ANR-22-EXLU-0002 or ANR-22-EXLU-0003 depending on the platform), and display the France 2030 logos on all communication materials.
- Preferably publish in open access (CC-BY license) and deposit the full text in HAL no later than the publication date, with the project’s ANR reference.
Yes, it is possible to receive several people. However, LUMA reimburses on the basis of one person only (2 for certain platforms). You should contact the host platform to find out the hosting arrangements. The scientist being hosted has their mission fully covered by the host laboratory, and any accompanying person’s costs are covered by their home laboratory.
Generally, it takes between 1 and 2 weeks for the request to be processed.
The limit is 20 days per request. An exceptional overrun of up to 10% of the total duration of the access request is allowed in case of a problem with the experiment; this overrun must be justified to the platform coordinator (Jean-Philippe Renault, ULTRAFAST and Jean-Pierre Simorre, OPERANDO).
If the access need is more than 20 days of experimentation, a new project must be resubmitted after the first 20 days. In light of the initial results, the experts may grant new access.
No, a mission request must necessarily be linked to an access request, respecting a minimum ratio of 1 mission day for 1 access day.
Yes, this is possible as long as the ratio of 1 access day = 1 mission day is respected.
No, for the request to be admissible, it must come from a different UMR (research unit).
Yes, it is possible to count up to 25% of the time for experiment preparation within the total request, if the platform is mobilized during this preparation time, and within the 20-day maximum limit.
No, the budget is dedicated solely to platform managers attending the annual LUMA meetings. The Infrastructure Hub has no other budget to fund this type of event.
No, the rule is that 1 day of hosting provided equals 1 day of mission available. If there is a surplus in the mission budget, it will be reallocated to other actions.
Simplified procedure model — each platform retains the right to define its own hosting rules
- Flow limitation: A maximum of 2 visitors per request.
- Transport & Hotels (Visitor autonomy): The scientific host sends the following information to the administrator: name, dates, email. An electronic invitation link must then be sent via the booking platform. The visitor books their own train and hotel according to the host lab’s ceilings. Validation is done with one click upon receiving the notification. It is also possible for the lab administrator to handle this process.
- Lunches (Centralization): The host platform covers the entire table for lunches (via purchasing card or group invitation meal). This results in a single global accounting document to process for the group, with no individual cafeteria receipts.
- Dinners: The visitor advances the cost of dinner and will be reimbursed afterward at the government flat rate via the automated expense report system.
- Local transport tickets (metro/RER): Visitors should be asked to book these directly on the booking platform as an option on their main train ticket. If needed, use the local team’s purchasing card. The goal is to avoid having to process micro-expense reports for metro tickets on an ongoing basis.