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Firstly, you have to define if the macromolecule is a protein, a lipid or a sugar, or something else.  Secondly, you have to complete a Sample Sheet.

When filling in your sample sheet, the more details you provide the more elements we will have to correctly validate your sample.  Sometimes, we may get in touch with you for more information. 

Here are few tips to help you to correctly complete your Sample Sheet.

  • Sample name and/or function is very important and should be clearly stated.
  • Micro-organism as source origin: Name AND Strain are mandatory in order to correctly evaluate your sample and to make sure that your sample is, or is not, referenced under a specific regulation in France.   Concerning its hazard group, please refer to the French labour law dating from 1994 and/or links provided here.
  • If the sample is recombinant, please state the Name and Strain of the recombination host and also its classification.
  • If you intend to use a laser, the class and wavelength are mandatory as well as the supplier's certificate to be sent to the Safety Group.  This certificate indicates the type, class, wavelength and power, which are mandatory details for the Safety Group.

Safety Approval Forms

According to the proper evaluation of the samples, Safety Approval Forms (SAFs) will be edited by the Safety Group. Three colours exist: SAFs.jpg

  • GREEN: No risk, no problems to be expected and no specific restrictions for the experimental conditions and samples.
  • YELLOW: Caution should be taken either handling the samples or in the environment of the experimental conditions.  It may also be due to specific regulation applied to the samples requiring some verification of documents, or just the conditioning of the samples.  Sometimes it may be due to lack of details preventing the Safety Group from correctly evaluating the sample and then the precautionary principle is applied.  Some explanations will be given with the SAF.
  • RED: Strict procedures apply.  No RED experiments can start on week-ends and/or bank holidays.  RED samples can not be left unattended on the beamlines, automatic modes are not allowed, everything must be done manually especially for MX samples (use of Sample Changer is not permitted). Use of a safety bath is obligatory when using chemical.  Guidelines will be provided by the Safety Officer during set-up check.

VERY IMPORTANT:

  • Sample Sheets MUST BE submitted at least three working days before the experimental session, otherwise the Safety Group can not validate the samples, and cannot edit the SAF.  Moreover, samples not validated by the Safety Group are not allowed on site.  For late submission, please contact the biosafety officer first.
  • Whatever the colour of the experiment; Green, Yellow or Red, once you are finished on your beamline, you must call the Experimental Hall Operator (ext.25-25) to inform them of the end of your experimental session on the beamline.

Useful trick:  We recommend grouping all samples with the same colour and to pass first on the beamlines the samples with the maximum risk.  Once your RED or YELLOW samples are finished you call the 25-25 to inform the EHO that your samples at risk are done meaning that those remaining are all GREEN samples.

In-House Research (IHR)

IHR experiments are submitted by Beamline Responsibles or Local Contacts, listing all participants and giving descriptions of the sample environment, the sample itself and its properties and conditioning. Without these details  the Safety Group can not correctly validate the samples.

Experimental Hall access rights will be programmed on site entrance badges for scientists involved in the In-House experiment on condition that they have performed the Users' Safety Training on the web under their SMIS Web Client account: https://wwws.esrf.fr/misapps/SMISWebClient/protected/welcome.do

FOR MX USERS

It is now mandatory to register your dewars and dry shippers on IsPyB (http://www.esrf.fr/UsersAndScience/Experiments/MX/How_to_use_our_beamlines/ISPYB/ISPYBhelp/)

Beamline swap

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Beamline swaping may be possible for GREEN samples and subject to approval for YELLOW samples. Swapping is never permitted for RED samples.

To swap beamlines the Experimental Hall Operator (ext. 25-25) must be contacted by either by the Local Contact during office hours or directly by users if the Local Contact is absent.

Remote Access (RA)

RA is allowed for GREEN and YELLOW samples but strictly forbidden for RED samples.  Groups wishing to use RA should tick the box corresponding to Remote Access User on the A-form.  Specific training for RA is available via the SMIS Web Client and specific signs will be posted on the beamline involved, thus preventing anyone, except the Local Contact, from accessing the beamline while RA is running.

Flexible Access Beamtime (FAB)

FAB time is available ONLY for IBS, EMBL, and ILL scientists according to lists of pre-validated Green samples only and pre-validated entitled people whose names are given every year by the Group Leaders.  Access to beamlines is dependent of the validity of the Users' Safety Training and based on autonomy to work on the beamline, as for FAB time, no Local Contact is foreseen.   A specific procedure should be requested by Group Leaders and access to beamlines subject to BLOM and Safety approval.

Please remember that FAB time is allocated on Buffer beamlines meaning that priority is given to official proposals whose beamline is off and requiring to continue their official experiments.  FAB time does not have priority on available beamlines.