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Electronic Submission - Guidelines
 

Sample Sheet

last modified 24-05-2011 11:06

Electronic SAMPLE SHEET



The electronic "Sample Information and Safety Sheet" provides the ESRF with complete information on Macromolecular Crystallography proposals/experiments (MX, TC categories) ONLY, by giving details of each sample included in new applications.

The information provided through the "Sample Information and Safety Sheet" is transmitted to the Joint Safety Officer for Biology Group, the Beamline Operating Managers and the Local Contacts, to enable them:

  • to have the maximum of information at the time of evaluation of the proposals, to allow a correct assessment of the beam-lines and beam time necessary;
  • to schedule efficiently the sessions of the experiments;
  • to prepare efficiently the experimental sessions on the beamlines (for each scheduled session of the experiment, one or more Sample Sheet(s) will be "attached" to the A Form submitted by the main proposer, in order to inform the Safety Group, the Beamline Operating Managers and the Local Contact on the sample(s) being brought onto the ESRF site.).

HOW TO CREATE and SUBMIT THE "SAMPLE INFORMATION AND SAFETY SHEET"


Via the ESRF User Portal (SMIS)

  • Tab "Proposals / Experiments"
  • select "Proposals"


You will be able to add/duplicate/modify/delete "Sample information and safety sheet" for either:

  • "Proposals in Progress", during the process of submission of a new MX proposal
    or
  • "Proposals with Final Number / Previous Proposals"


    by selecting the function:
  •  "Manage your Samples" (column "Actions" in the table) linked to the selected proposal/experiment 

 

PLEASE BE AWARE THAT:

  • The most precise information (details) must be provided in the Sample Sheet;

  • It is possible to submit as many sample sheets as necessary per proposal/experiment: one Sample Sheet per sample must be completed and submitted;

  • A list of sample sheets has to be created for EACH proposal/experiment: if you wish to use the same sample for two different experiments (MX-111 and MX-222 for instance), it is possible to duplicate Sample Sheet(s) already submitted for any of your previous macromolecular crystallography experiment/proposal;

  • Data requested on this form regarding the Safety Aspect is absolutely necessary: it will not be possible to submit the form unless complete information has been provided; in case of problems, consult the Safety web page on Biological Experiments or contact the Joint Safety Officer for Biology (Véronique Mayeux: +33 (0)4 76 88 22 03)


ONCE YOU HAVE SUBMITTED THE SAMPLE SHEET:

  • Each sample will be given a number (Sample Number: 1, 2, 3...). The Proposal Reference Number and the Proposal Final Number for which the sample sheet has been submitted are also indicated on the Sample Sheet;

     

  • The ESRF Safety Group evaluates the category of risk (Green, Yellow, Red) of each sample;

 

A list of samples is created per Macromolecular Crystallography proposal/experiment. This list of sample sheets (with the safety colour) is available to the main-proposer, the co-proposer(s) and the user(s) via the ESRF User Portal.

 

WHEN TO COMPLETE / SUBMIT SAMPLE SHEET(S)

 

1. FOR a MX non-BAG PROPOSAL
(application for Macromolecular Crystallography beam time or BioSAXS beam time)

The submission of at least one "Sample Information and Safety Sheet" is OBLIGATORY at the time of submission of a MX non-BAG Application Form.

As soon as a new macromolecular crystallography proposal is created and registered in our data base, via the ESRF User Portal (SMIS), the function "Manage your samples" enables the main proposer and the co-proposer(s) of the recently submitted proposal to create and submit sample sheet(s).

It is possible to duplicate Sample Sheets which have already been submitted for any of previous macromolecular crystallography proposal(s), for which the main-proposer and the co-proposers of this new proposal have already been registered either as main-proposer, co-proposer and/or user.

However, as it is recognized that new samples for study may also become available between beam-time application rounds, it will also be possible to submit new sample sheets at any time, although new sheets must be submitted at least one week before any experimental session containing these is due to start.

Warning: A MX non-BAG proposal cannot be validated by the main proposer until at least one "Sample Information and Safety Sheet" has been submitted. Safety sheets may continue to be submitted outside of the proposal submission process.


2. FOR A MX BAG PROPOSAL

The submission of at least one "Sample Information and Safety Sheet" is OBLIGATORY at the time of submission of a MX BAG Application Form for beam time.

It is possible to duplicate Sample Sheets which have already been submitted for any of previous macromolecular crystallography proposal(s), for which the main-proposer and the co-proposers of this new proposal have already been registered either as main-proposer, co-proposer and/or user.

A table "Samples & Datasets Summary" displaying the list of Sample Information and Safety Sheet(s) submitted for the proposal will be automatically created in the BAG Application Form. These Sample Information and Safety Sheets can be either new forms or existing forms linked to previous MX proposals that can be duplicated.

This list of Sample Information and Safety Sheet(s) will allow:

  • 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.

Warning: A BAG proposal cannot be validated by the main proposer until at least one "Sample Information and Safety Sheet" has been submitted. 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.


3. FOR a Macromolecular Crystallography (MX) STANDARD PROPOSAL

Sample Sheet(s) should be submitted by the main proposer (or co-proposers) and included along with a new MX Standard Proposal in order to provide the ESRF with the maximum of information.

As soon as a new macromolecular crystallography proposal is created and registered in our data base, via the ESRF User Portal (SMIS), the function "Manage Sample Sheet" enables the main proposer and the co-proposer(s) of the recently submitted proposal to create and submit sample sheet(s).

It is possible to duplicate Sample Sheets which have already been submitted for any of previous macromolecular crystallography proposal(s), for which the main-proposer and the co-proposers of this new proposal have already been registered either as main-proposer, co-proposer and/or user.

However, as it is recognized that new samples for study may also become available between beam-time application rounds, it will also be possible to submit new sample sheets at any time, although new sheets must be submitted at least one week before any experimental session containing these is due to start.

 

4. FOR A TEST CRYSTAL (TC) PROPOSAL

The submission of at least one "Sample Information and Safety Sheet" is OBLIGATORY at the time of submission of a TEST CRYSTAL PROPOSAL.

It is possible to duplicate Sample Sheets which have already been submitted for any of previous macromolecular crystallography proposal(s), for which the main-proposer and the co-proposers of this new proposal have already been registered either as main-proposer, co-proposer and/or user.



HOW TO LINK A LIST OF SAMPLE SHEETS TO A SCHEDULED SESSION OF AN EXPERIMENT


For each scheduled session of a macromolecular crystallography experiment, the main proposer has to submit an A Form AND a list of samples to be studied during the corresponding session of his/her experiment.

The list of samples for a specific session of this proposal is done through the submission of the A Form. The main proposer has to:

  • first ENSURE that "Sample Information and Safety Sheet(S)" has/have  been submitted for the sample(s) to be studied;

  • ACCESS the A Form, on which he/she has access to the list of sample sheets previously submitted for the corresponding experiment (table "All Samples defined for the Proposal");

    N.B.: 1. If no Sample Sheet has been previously submitted for the proposal, it will be necessary to submit Sample Sheet(s) for the proposal via the ESRF User Portal (SMIS). It is NOT possible to create/submit a new sample sheet directly via the A Form
 
  • SELECT the Sample Sheet(s) which will be "attached" to the A Form: these Sample Sheets will be listed in the table "Samples to study in this Exp. Session";

    N.B.: 2. In case a list of Sample Sheet exists, but the Sample Sheet is not in the list, a function enables you to add a new Sample Sheet via the A Form.

  • SUBMIT THE ELECTRONIC FORMS - A Form and list of Samples - at the same time.


IMPORTANT:
It will NOT be possible to submit the A Form for a macromolecular crystallography experiment unless at least one SAMPLE SHEET has been selected for the corresponding session.

 

"LAST MINUTE CHANGE OF SAMPLE SHEET(S) FOR A SESSION (A FORM already submitted)"

 
In case the A Form and the attached Sample Sheet(s) have been submitted, but the sample has to be changed for this session, the main proposer will have:

 

  • to complete and submit new Sample Sheets

     

  • to re-submit the A Form with the new submitted Sample Sheet(s).

If you have any problem with the submission of the the Sample Sheet, please contact the User Office (+33)0)4 76 88 25 52 / 23 58)

 
 

 
 
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