Macromolecular Crystallography - Block Allocation Group Proposal (BAG)

GUIDELINES for preparing
an Application for a Macromolecular Crystallography BAG PROPOSAL

NEXT DEADLINE FOR SUBMISSION:

1^ST SEPTEMBER 2012 (inclusive)

!! The following instructions apply for applications for BAG BEAM TIME on the MX BEAM LINES ID14-1, ID14-4, ID-23-1, ID23-2, ID-29, BM29.

For Bio-SAX application on the MX beamline BM29 please fill in an individual  APPLICATION FORM FOR SAXS BEAM TIME !!

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Requests for beam time are based on shifts of 8 hours. Allocations of beam time will usually be made in multiples of 3 shifts. Important: The beamtime (number of shifts) you will request in the electronic Beamtime Application Form should cover a period of 6 MONTHS ONLY, NOT one year.

The electronic submission consists of the completion and submission of an Electronic BAG Application for Beam Time, which includes:

• a GLOBAL SUMMARY of the projects to be undertaken by each Principle Investigator within the BAG;

• a "SAMPLES & DATASETS SUMMARY" table automatically issued by the system, which presents the list of the electronic "Sample Information and Safety Sheets" submitted for the proposal.

General instructions

• Proposals must be written in English:

• All sections of the form must be filled in.
• Report previous work on the project using synchrotron radiation from ESRF as well as other synchrotron sources; Users of the CRG beam time should attach reports on their measurements where these are relevant.
• If in doubt, check your proposal with ESRF beamline staff before submission.

• Each BAG should submit only ONE application per year using the special electronic Application Form for BAG beam time. If accepted, this will result in an initial 6-month allocation. A further 6-months allocation for the year in question will be automatically assigned based on this.
• BAGs will not be permitted to apply for additional time on the relevant beamlines.
• Beam time will normally be allocated in several regular blocks in order to minimise delay in accessing beamtime.
• BAGs apply for shifts to the ensemble of available Macromolecular Crystallography beamlines, and experiments will be allocated time on the most appropriate station. If specific beam lines are requested (for example ID13), a clear and concise reasoning must be included in the Additional Comments box of the Sample Information and Safety Sheet forms of the application.
  
  

Electronic Sample Sheet & Safety Conditions

In addition to the submission of the electronic BAG Beamtime Application Form, full details of the sample(s) linked to the BAG proposal MUST be provided at the time of completion of the BAG Beamtime Application Form, through the completion of the electronic Sample Information and Safety Sheet(s).

It is important to note the following points :

1. Under the online BAG proposal system, the submission of "Sample Information and Safety Sheet(s)" - one Sample Information and Safety Sheet per sample must be submitted - is MANDATORY at the time of completion / submission of a BAG Beamtime Application Form, since the information provided through these forms allows:

• correct assessment of the beam-lines necessary,
• accurate assessment of the beam time necessary,
• correct assessment of the potential risks at an early stage by the Safety Group.

2. Beam time can therefore ONLY be allocated for those projects for which the "Sample Information and Safety Sheets" have been submitted DURING THE APPLICATION PROCESS. They can be either new sample sheets or sample sheets duplicated from previous proposals. As sample sheets are added, the "Samples and Datasets Summary" table on the main page of the proposal will be automatically updated.

3. Once the proposal has been validated it will still be possible to submit "Sample Information and Safety Sheets" for this proposal UP UNTIL THE PROPOSAL DEADLINE DATE, and those projects will be automatically added to the "Samples and Datasets Summary" table.

After the proposal deadline, safety sheets may continue to be submitted outside of the BAG proposal submission process as before but no extra beam time will be added for these.

4. It will NOT be possible to VALIDATE a BAG Proposal unless at least one "Sample Information and Safety Sheet" has been submitted for this proposal.

5. PARTICULAR ATTENTION should be given to the SAFETY ASPECTS, and the name and characteristics of the substance(s) completed carefully. Experimental conditions requiring special safety precautions such as the use of lasers, high pressure cells, bacteria, viruses, dangerous substances, toxic substances and radioactive materials, must be clearly stated. Moreover, any ancillary equipment supplied by the user must conform with the appropriate French regulations.

The Sample Information and Safety Sheet form is accessible, via the ESRF User Portal (SMIS), to the main proposer and the co-proposer(s) of macromolecular crystallography proposals, ONCE the electronic BAG Beamtime Application Form has been submitted.

USEFUL INFORMATION for the completion and the electronic submission of the Sample Sheet form:

• Details on safety aspects specified by the ESRF Safety Group
• Details on the procedure to submit the electronic Sample Sheet

FURTHER INFORMATION can be obtained from:

• the Experimental Safety Officer: Martine Moroni
  Tel: +33 (0)4 7688.2369, Fax: +33 (0)4 7688.2418
  
• the Joint Safety Officer for Biology: Véronique  Mayeux
  Tel: +33 (0)4 76 88 22 03

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Current BAG Groups

FOUR CATEGORIES of current BAG Groups have been defined. Each category is requested to submit specific documents (consult the table below): BAGs coordinators are informed before each deadline by e-mail. A global summary of the documents to be submitted per group is given in the table below.

• An unsatisfactory performance record could result in a BAG having its allocation reduced or removed completely. On the other hand, a very high standard of performance could result in an increase in the block allocation, or a recommendation for Long Term Project status.
  
• BAG Groups, to whom instructions have been sent, should submit an annual APPLICATION for BAG Beam Time and a BAG Progress Report. Forms and details about submission of these two documents available in the Instructions table below.
  
• BAG Groups, to whom instructions have been sent, should submit an annual APPLICATION for BAG Beam Time and a Full 2-Year BAG Review Report. Forms and details about submission of these two documents available in the Instructions table below.
  
• Request for interim BAG beam-time is not required: after the submission of new BAG proposal and its report, beam-time for the 2nd 6-month period will be automatically allocated to the group, based on the amount of beam-time awarded for the previous scheduling period.
  
  

Current BAG GROUPS
PROPOSAL and REPORT SUBMISSION CYCLE

SUMMARY for NEXT DEADLINE

1^st SEPTEMBER 2012 (inclusive)

INSTRUCTIONS FOR THE ELECTRONIC SUBMISSION OF A MACROMOLECULAR CRYSTALLOGRAPHY BLOCK ALLOCATION GROUP (BAG) PROPOSAL

The PROCEDURE OF SUBMISSION depends on the type of BAG proposal you submit.

Consult carefully the instructions given below according to the type of your BAG Proposal.

Your Application for BAG Beamtime will be either:

• a NEW BAG proposal to apply for BAG status to be given
• the CONTINUATION of a current BAG Proposal
  

YOUR APPLICATION IS A NEW BAG PROPOSAL

The Electronic Submission is done through the ESRF User Portal (SMIS). You will require your ESRF login (last name) and personal password to login to the application. If you are registered in the ESRF data base but you have forgotten your personal password, kindly contact the User Office by e-mail (user office). If you are not yet in the ESRF data base, you will be able to create your own user account and to access the proposal submission application.

IMPORTANT: Should you run into difficulties submitting your proposal electronically contact the User Office who will give you instructions to proceed with the electronic submission of your proposal.

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• tab "Proposals / Experiments"
  
• >> select: "Proposals"
  
• tab "New proposal"
  

What to do?

1. SELECT the electronic Beamtime Application Form for a Macromolecular Crystallography Block Allocation Group (BAG) Proposal
   
2. COMPLETE and SUBMIT your electronic beamtime application form for a BAG Proposal: the data registered in the application form (details for the main-proposer, the Principal Investigator(s), proposal title, beamline(s) and shifts requested,..) is submitted directly into an ESRF data base.
   
   Note:
   * SELECT the "A New Proposal" box
   * The "Scientific Background" and "Publications" are required for each Principal Investigator registered in the proposal
   
   

   Once submitted, the electronic beamtime application form is given a REFERENCE NUMBER and registered under the tab "Proposals in Progress". The electronic beamtime application form can be modified until the deadline (1st March or 1st September).
   

   
   
3. COMPLETE and SUBMIT the "Sample Information and Safety Sheet(s)" for the recently submitted BAG proposal (action "Manage your Samples")
   
   The submission of sample sheet(s) is MANDATORY for the submission and validation of a new BAG Proposal
   
   

   Once the Sample Information and Safety Sheets forms have been submitted a table "SAMPLES AND DATASETS SUMMARY" will be automatically created in the electronic BAG beamtime application form. This list will display the list of samples (protein names) and the number of datasets per category of experiment type and wavelength required (Fixed, MAD, SAD, BioSAXS, lambda=0.8-1.3A, lambda=other).

    

   A PDF file of the proposal is issued by the application: please CHECK it before the validation of your proposal

   
   
   
4. VALIDATE THE PROPOSAL
   
   The submission of your proposal will NOT be complete unless you VALIDATE the proposal.
   
   NB: The application does NOT allow the validation of a BAG proposal unless at least one Sample Information and Safety Sheet form has been submitted for this proposal, and the table "Samples and Datasets Summary" created in the electronic BAG Beamtime Application Form.
   
   

    Once validated by the main proposer, the proposal is registered under the tab "Proposals in Progress". It can be modified until the deadline (1st March or 1st September).

   
   IF YOU WISH TO MODIFY YOUR PROPOSAL....

   
   

   A proposal can be modified until the deadline (1st March or 1st September).

   In case of severe problems, please contact the MIS group or the ESRF User Office.

   
   
   
5. VALIDATION BY THE USER OFFICE
   
   The User Office validates the proposals after the deadline and gives them a FINAL NUMBER (i.e. MX-1111)

Once validated by the User Office, the proposals are registered under the tab "Proposals with Final Number / Experiments" and cannot be anymore modified.

YOUR BAG PROPOSAL IS THE CONTINUATION OF A CURRENT BAG PROPOSAL

The Electronic Submission is done through the ESRF User Portal (SMIS). You will require your ESRF login (last name) and personal password to login to the application. If you are registered in the ESRF data base but you have forgotten your personal password, kindly contact the User Office by e-mail (user office). If you are not yet in the ESRF data base, you will be able to create your own user account and to access the proposal submission application.

IMPORTANT: Should you run into difficulties submitting your proposal electronically contact the User Office who will give you instructions to proceed with the electronic submission of your proposal.

 Note: The BAG report to be submitted for a continuation of a current BAG proposal (Progress Report or Full 2-Year Report) can be downloaded ONLY ONCE the new BAG application form for beamtime has been completed and saved.

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Access to the electronic application form for beam time:

• tab "Proposals/Experiments"
• >> select: "Proposals"
• tab "New Proposal"
  

 What to do?

1. SELECT the electronic Beamtime Application Form for a Macromolecular Crystallography Block Allocation Group (BAG) Proposal
2. COMPLETE and SUBMIT your electronic beamtime application form for a BAG Proposal: the data registered in the beamtime application form (details for the main-proposer, the Principal Investigator(s), proposal title, beamline(s) and shifts requested,..) is submitted directly into an ESRF data base.
   
   * Select the "A Continuation of ...." box by specifying your current MX BAG experiment number.
   

   COMPLETE THIS SECTION CAREFULLY: the system will then give you access to an electronic BAG Report form - either a BAG Full 2-Year Report or a BAG Progress Report - depending on the experiment number specified in this field. This BAG report form will already contain data automatically retrieved from the User Office data base for your current BAG experiment.
   
   

   Once submitted, the electronic beam time application form is given a REFERENCE NUMBER and registered under the tab "Proposals in Progress". The electronic beam time application form can be modified until the deadline (1st March or 1st September).




3. COMPLETE and SUBMIT Sample Information and Safety Sheet(s) for the recently submitted BAG proposal (action "Manage your Samples" in "Proposals in Progress")

   Once the Sample Information and Safety Sheets forms have been submitted, a table "SAMPLES AND DATASETS SUMMARY" will be automatically created in your electronic BAG beamtime application form. This list will display the list of samples (protein names) and the number of datasets per category of experiment type and wavelength required (Fixed, MAD, SAD, BioSAXS, lambda=0.8-1.3A, lambda=other). Note that, at the end of the process of submission, you will NOT be able to VALIDATE your BAG Proposal unless at least one Sample Information and Safety Sheet has been submitted for this proposal.

   
   

4. COMPLETE and SUBMIT either an electronic BAG FULL 2-YEAR REVIEW REPORT or an electronic BAG PROGRESS REPORT:
   General information on BAG REPORTS
   Complementary information on FULL 2-YEAR REPORT (last update: 24 February 2009)
   
   
   • Proposal Round OCTOBER 2012 (deadline of 1st September): the BAGs from GROUP 2 must complete an electronic BAG PROGRESS REPORT.
     Each Progress Report will already contain the following data concerning the current BAG Experiment it is related to: Number of allocated, used and cancelled shifts, number of visits, number of visitors, a list of BAG Principal Investigators.
     
   
   
   • Proposal Round OCTOBER 2012 (deadline of 1^st September): the BAGs from GROUP 3 must complete an electronic BAG FULL 2-YEAR REPORT.
     Each Full 2-Year Review Report will already contain the following data concerning the current BAG Experiment it is related to: .Number of allocated, used and cancelled shifts, number of visits, number of visitors, a list of BAG Principal Investigators, a list of BAG participants over the reporting period.
     
   
   

How to access/complete the electronic report?

General information on BAG REPORTS
Complementary information on FULL 2-YEAR REPORT (last update: 24 February 2009)

REMINDER: The first step is to complete an electronic BAG APPLICATION FORM and to save it (it will be registered under a REFERENCE NUMBER). It is ONLY once created the BAG application form that you will be able to access your report via the ESRF User Portal:

• tab "Proposals / Experiments"
• >> select: "Proposals"
• tab "Proposals in progress"
  
  
  

  Who can create or finalize a BAG report

  ONLY the Main Proposer of the NEW BAG Proposal.

  Who can modify a BAG report

  The Main Proposer and any Principal Investigator listed on the NEW BAG Proposal. ONLY the Main Proposer is allowed to finalize the report.

  What does that mean if the BAG report appear locked when I open it

  It means that the report is already open by another user. No modification are, therefore, allowed for you!
  
  The report is unlocked if it is saved, or if the user holding the lock logs off the application.
  The report is also automatically unlocked when the session of the user holding the lock is timed out.

  
  

 During the process of completion of the electronic report, you will have the possibility:

•  to SAVE it at any time of the process of completion: the report will be saved in the data base in its current state (complete or not) allowing you to modify/complete/submit it later. The report is still editable but not complete.
  

  
  The "SAVE" option does NOT allow you to VALIDATE the proposal
  
  

• to SUBMIT it (only the Main Proposer can submit a report): You have entered all the required information and you want to go on with the processing of your proposal. The report data is saved in the database after all the checks for mandatory fields and for data consistency are done. The report is considered as "final" and is NOT EDITABLE ANY MORE (unless dismissed in the proposal validation process). If Sample Information And Safety Sheets are submitted, the proposal can be validated!

  
  The "SUBMIT" option allows you to VALIDATE THE PROPOSAL.

   

  5.  VALIDATE YOUR PROPOSAL (electronic beamtime application form and electronic report)
  

  A PDF file of your proposal is issued by the application: CHECK it first before you validate your proposal.
  
  

  Once validated by the main proposer the proposal will be registered under the tab "Proposals in Progress", and can be modified until the deadline (1st March or 1st September)

  
  

  How to modify your proposal?

   A proposal (electronic beamtime application form and report) can be modified until the deadline (1st March or 1st September). 

   

  6. VALIDATION by the User Office

  The User Office validates the proposals after the deadline and attributes them a FINAL NUMBER (i.e.: MX-111)
  
  

  Once validated by the User Office, the proposals are registered under the tab "Proposals with Final Number / Experiments" and cannot be anymore modified.

   

  In case of severe problems, please contact the MIS group or the ESRF User Office.