Documents to provide

The information requested via the documents listed below is essential to enable us to complete all procedures, and in particular to obtain the necessary site entrance authorizations (and is designed to allow you to devote the maximum amount of time to your experiment).

A  Form - Sample Sheet (for MX Experiments ONLY) - ESRF Chemistry Laboratory Form - BMF L2 Cellular Biology Laboratory Form - EMBL Laboratory Form

A FORM

 
This electronic form provides the ESRF with the information necessary to prepare:

• the visit of the experimental team (list of users and associated requests for arrangements: travel, site entrance, accommodation, canteen)
• the experimental session (sample sheet/sample environment/facilities).

DEADLINE FOR SUBMISSION OF THE A FORM: 8 DAYS BEFORE THE EXPERIMENT STARTS

In order to conform to the procedures established in agreement with the French Authorities concerning the site entrance authorization of the users, the A FORM MUST BE SUBMITTED NO LATER THAN 8 DAYS BEFORE THE EXPERIMENT IS DUE TO START. The French authorities must received the information concerning the users registered via an A Form (first name, last name, nationality, place and date of birth) at least 5 working days before a user experiment takes place. This delay is necessary for the ESRF to obtain the access clearance for the users.

 ILL / ESRF JOINT PROPOSALS -  REGISTRATION OF SANS-SAXS USERS

The users should register for their whole stay (covering the full duration of the two experiments) by completing the ESRF A Form, where all requests for travel, accommodation and reimbursement for the full period of the two experiments should be made. When requested by the users, the ESRF will arrange the travel and book the accommodation (Guesthouse). 

Nevertheless, users should also register to the ILL user portal (Visitors Club) by sending back the ILL invitation form.

Consult also information on reimbursement regulations for SANS-SAXS users

PREREQUISITES FOR THE REGISTRATION OF THE USERS VIA THE A FORM:

• Each user must validate his/her electronic and personal "User & Safety Declaration Form" relevant to the experimental session.

• Each user must have followed and validated his/her Online Safety Training Course.

• For an MX USER indicated as "REMOTE USER" on the A Form, the system will check that the special "remote user" Safety Training Course has been followed and validated by the User. This does NOT replace the standard Safety Training Course which should be performed if the user intends to visit the ESRF at any point for an experiment.
  A "remote user" must follow and validate his/her online safety training course for remote MX experiment before the submission of the A Form.

Both the "User & Safety Declaration Form" and the online Safety Training can be accessed via the ESRF User Portal (SMIS).

All users registered on an A Form can consult this A Form via the ESRF User Portal - log on to the ESRF User Portal, select "Proposals/Experiments" (top tab) and then "A Forms" (navigation bar - left menu).

WARNING: Only the names and associated requests (travel, site entrance, accommodation, canteen card) of those users with a validated "User & Safety Declaration Form" and a valid Safety Training Course will be communicated to the ESRF for further process

SAMPLE SHEET

The main proposer of macromolecular crystallography experiment must submit, in connection with the submission of the A Form, a list of Sample Sheets to be studied during the corresponding session of the experiment. The electronic Sample Sheet, which supplies detailed information on the sample(s), is transmitted to the Safety Department and the Local Contact.

If you travel with your sample(s) and require an Airport Form you must request it from the ESRF Biosafety Engineer as soon as you receive your invitation to carry out an experiment at the ESRF. Please send an e-mail to the Safety Group or the Biosafety Officer with the following information:

• the number of the experiment
• the name(s) of the person(s) who will be transporting the sample(s)
• how the sample(s) will be transported: dewar, crystallisation tray...
• date of departure or date for which the form is needed if you are leaving the ESRF during the week-end or on a holiday.

Attention: This letter for the airport security is only valid for going back from the ESRF to your home institute. For problems during your travel to the ESRF please contact the safety office in your home institute.

Further information on the Airport Form can be found here.

WARNING: It will NOT be possible to submit the A Form unless you have selected at least one sample sheet for the corresponding experimental session.

E.S.R.F. CHEMISTRY LABORATORY FORM (.doc format or .pdf format)

to be filled in and faxed to the ESRF User Office as soon as possible if you wish to use the ESRF Chemistry Laboratory outside normal working hours (normal working hours are: 8h00 to 17h00, from Monday to Friday);

BMF L2 CELLULAR BIOLOGY LABORATORY FORM (.doc format or .pdf format)

If you wish to use the BMF L2 Cellular Biology Laboratory you must send this form back 6 weeks before your needs. Please return the form by e-mail to: bmf@esrf.fr and to expsaf@esrf.fr

EMBL LABORATORY FORM (.doc format or .pdf format)

to be filled in and faxed to the EMBL ONLYif your experiment requires the use of the EMBL Laboratory.

The EMBL laboratory, located close to the ESRF Experimental Hall, provides basic biochemical, biological, biophysical and crystal mounting facilities, which are available only for ESRF biological users

Crystal/sample mounting laboratories are provided at the beamlines. If you require support other than crystal mounting, please enter your detailes requirements in the EMBL LABORATORY FORM.

The form should be returned to the EMBL one month before your arrival. Either return the form and your proposal to the EMBL:

 - by e-mail

or

The safety officer and the lab support staff must approve your request. You will be notified of their decision by e-mail.

If you intend to word during the week-end or between 7 p.m. and 8 a.m., you must wear an alert device for isolated worker, please contact Elodie Armand (+33 (0)4 76 20 94 05)

If you  have any questions, please contact:

 *Elodie Armand
: +33 (0)4 76 20 94 05

: +33 (0)4 76 20 75 05

: +33 (0)4 76 20 71 23

* D. Lancon
: +33 (0)4 76 20 72 69

Please note that permanent visitors at the ESRF and ESRF/ILL/EMBL staff members participating in the experiment must also be indicated on these forms.