Experiment Report

Guidelines (template) to complete and submit a report;

If you conducted a Structural Biology experiment that was not  part of a Block Allocation Group (BAG):

• you must submit the same experiment report as that used for a standard experiment within the period of 3 months after your experiment
• You must refer to this report in future requests for beam time on ESRF MX beam lines.

If your beam time was near a proposal deadline (1^st March or 10^th September), you can submit a preliminary report to support a new proposal.

Deadline for submitting a report to link to a new proposal

• 1^st March Proposal Round - 5^th March
• 10^th September Proposal Round - 13^th September

Confidential report (see point 5)

Block Allocation Groups (BAGs) are required to provide two types of reports:

1. "Progress Report" - it covers one year of activities at ESRF
2. "Full 2-year Report" - it covers the two last years of activities at ESRF

A report is created as part of each new application for BAG beam time (one new application form per year). The User Office sends instructions to each BAG specifying which report is required.

These reports highlight publications submitted, in press, or already published and report on the measurements made during each visit. 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.

For details on report submission cycle please consult the BAG Guidelines

The implementation of a LTP requires yearly reports and a final report. In case of failure to submit a yearly report, the ESRF Management reserves the right to stop the allocation of beamtime to the User group operating the LTP. Failure to submit a final report may affect the acceptance of future LTPs submitted by the User group concerned. Scientific publications and their impact, emerging from the LTP and included in the final report, will be considered a key item in the assessment.

The committee has the right to recommend termination of a Long Term Project at any time throughout the allocation period.

For complete information please consult our information web page  Long Term Project - General Information.

Reminder

Experiment reports on public beam time submitted via the User Portal will be stored on the ESRF web site and will be accessible to Internet indexing engines.

In the case where you wish to submit a report including confidential data or information (not accessible to Internet indexing engines), you may send the report directly to the User Office who will keep it confidential.

Do not forget to submit the report via the User Portal as soon as the results of your experiment are published.

You submit a new proposal

Even if your results are confidential, you must still submit a report and register this report as "relevant report" of your new proposal.

Two options to attach your confidential report to your new proposal:

Option 1. You complete an experimental report and submit it via the User Portal- omitting the confidential data or results - but explaining clearly to the Beam Time Allocation Panel what you did with the beam time and if it was successful. When completing your electronic application form register the experiment number in the field "relevant report" so that this preliminary report will be automatically attach to your new proposal.
Note: with this option your report will be accessible to Internet indexing engines.

Option 2. In the case where you wish to communicate a report including confidential data or information to the Beam Time Allocation Panel, do NOT submit it via the User Portal. Register the experiment number in the field "relevant report" on your new application form and send the report by email to the User Office, specifying in your message the reference number or final number of your new proposal. The report registered as "relevant report" will be communicated to the committee members together with the relevant proposal but will not be available on the web.