Using the Electronic Sample Sheets€¦ · • Multiple sample sheets are allowed per proposal. •...

Slide: 1

Application Guide

Using the Electronic Sample Sheets

ESRF Guides, 24 September 2012 : ESRF Access – Joanne McCarthy

Slide: 2

In This Document •  Definition •  Resources for safety information •  Recipients and purpose •  Features of the electronic system •  Contents of a sample sheet •  Using the form •  Special issues for BAG proposals and LTP proposals


Slide: 3

Definition The Sample Information and Safety Sheet (usually called “sample sheet”) is an electronic form that provides the ESRF with complete information on a sample to be studied in a structural biology experiment (only for proposals with research area designation MX).

When used •  Initally associated electronically with a proposal •  Later associated electronically with the A Form for a particular scheduled

experiment session for that proposal


In case of difficulties Should you run into difficulties in submitting your sample sheets or proposal, please contact the User Office ([email protected], +33 (0)4 76 88 25 52 or 23 58), who will give you instructions on how to proceed.

Slide: 4

Resources for safety information

Joint Safety Officer for Biology Véronique Mayeux +33 (0)4 76 88 22 03 [email protected]

ESRF Safety Group’s web pages on biological experimentshttp://www.esrf.eu/Infrastructure/Safety/Experiments/Biology_Experiments


Issues covered include...

•  Macromolecular samples •  Micro-organisms or derivatives •  Samples under ANSM control •  Samples from humans (and/or

derivatives therefrom) •  Cell lines

•  Use of lasers •  Dry ice •  Travelling with samples •  Request for lab facilities •  Samples from a genetically

modified organism to contents

Slide: 5

Recipients & purpose

Sample sheets are sent to •  Joint Safety Officer for Biology •  Beamline Operating Manager(s) •  Local Contact

Purpose Gives ESRF staff members enough information to •  Assess risks at an early stage •  Correctly evaluate proposal and assess necessary beamlines/beam time •  Schedule efficiently the experiment sessions •  Prepare efficiently for the experiment sessions


to contents

Slide: 6

Features of the sample sheet system •  Detailed safety information is absolutely required. Safety info must conform to all

ESRF & French requirements.

•  One sheet allowed per sample.

•  At least one sheet is required to allow proposer to validate proposal.

•  Multiple sample sheets are allowed per proposal.

•  Samples can be added and modified throughout life of proposal—at least one week before the related experiment session.

•  Samples can be duplicated to start new sample sheets for later experiment sessions or proposals (new sample has a new number and all fields can be edited).

•  Proposers can reuse any sample from any proposal on which they are listed as a main proposer, co-proposer or user.

•  Samples can be managed by main proposer and all co-proposers.

•  Each sample is assigned a safety rating (color) independent of proposal.


to contents

Slide: 7

•  Description •  Text description and protein acronym •  Classification of substance (tissue, crystal, powder, in solution, etc.) •  Classification of the sample (radioactive, toxic, biological, oxidizing, etc.) •  For biological and synthetic samples, source and risk information

•  Handling and special equipment •  Method of sample transport •  Use of special compounds •  Special equipment required •  Risks of sample handling or special equipment •  Disposition of sample after experiment

•  Experimental characteristics and requirements (BAG proposals only) •  Scientific justification •  Space group, unit cell, scattering parameters, type of data collection

•  Certification of correctness (with name and contact information)


Content of a sample sheet

to contents

Slide: 8

Using the form Getting started When a proposal has been saved (all required fields completed in some way): •  Access the ESRF User Portal (SMIS). •  Log in and navigate to the “Proposals in process” tab •  At far right, click the icon next to “Sample sheets required”. The “Manage

Samples” page is displayed. •  Add new sheets or duplicate sheets from previous proposals. •  On last tab, click “Submit” to add the sample sheet to the proposal.

ESRF Guides, September 2013: Using Sample Sheets

Choose the protein acronym carefully. This is the only field that cannot be edited after the sheet is submitted. Acronym must be unique within the proposal.

On an unsaved sample, do not use the “Proposals” or “Samples for this proposal” button: data will be deleted.

to contents

Slide: 9

Link to add or manage sample sheets


Message says “Sample sheets required” or “Manage your samples”

Click icon to access sample sheets

to contents

Slide: 10

Manage Samples screen


Proposal ref no. or final no. and title

List of all samples you have been associated with in previous final proposals. All are available to be duplicated into new proposal: click checkbox in list to duplicate.

Links to view, edit, or delete sample

Plus icon = link to make new sample

to contents

Slide: 11

Using the form (cont’d)

Modifying sample information On the “Manage Samples” page, in the list of samples, use the icons to view, edit or delete existing sample sheets.

Printing sample information To print formatted sample information, go to the appropriate Beamtime Application Form and click the button “View as PDF”. Sample details are integrated within the proposal.


to contents

For sample sheets duplicated from past proposals: The information is duplicated but the new sheet has a unique number and can be edited. When a pre-existing sample is edited and resubmitted, its ESRF-assigned safety designation (color) is reset.

Slide: 12

What happens next

Sample number assigned The system automatically assigns each sample a unique number and displays this number along with the proposal number at the top of the sample sheet.

Risk category assigned •  The ESRF Safety Group evaluates the risk for each sample and assigns it to a

category (green, yellow, red). •  The safety color is displayed in the sample list on the Manage Samples screen.


to contents

The proposal takes its overall safety color from its most restrictive sample. The proposal safety color dictates the procedures required for starting the experiment.

Slide: 13

Special issues for BAG proposals

Block Allocation Group proposals •  Sample sheets added before the deadline are considered in the decision about

beam time. Sheets may be added after the deadline, but no additional time will be awarded.

•  Information from the sample sheets is automatically collected into a “Samples & Datasets Summary” within the proposal

•  Additional data are required (“Experiment Data” tab): •  Space group, unit cell values, anomalous scatterers, number and type of data

collection (MAD, SAD, native, bio-SAXs) •  Scientific justification: Several sentences covering (a) the significance of the

proposed work, (b) the current state of the project (crystals available, diffraction limit, etc.) and (c) specific requirements (microfocus, microspec, unusual wavelengths, extensive screening etc.).


When duplicating samples from an earlier BAG proposal, verify that the information on the Experiment Data tab still meets your needs

Slide: 14

Special issues for LTP proposals

Long Term Project proposals •  Sample sheets can be added only after User Office validation.


to contents

Slide: 15

We look forward to seeing you in Grenoble


Using the Electronic Sample Sheets€¦ · • Multiple sample sheets are allowed per proposal. •...

Documents

Transcript of Using the Electronic Sample Sheets€¦ · • Multiple sample sheets are allowed per proposal. •...