Sample Form Guide
- Definition
- Purpose
- Declaring samples - General Information
- Contents of a sample form
- Declaring your samples
- Managing your samples
- Modifying sample information
- What happens after proposal submission
- Special issues for MX-BAG proposals
- Resources for safety information
Definition
The Sample Form is an electronic form that provides the ESRF with complete information on samples to be studied during an experiment at the ESRF.
A sample form is used two ways:
- Initially, it is associated electronically with a proposal,
- Later, it is associated electronically with the A Form to declare the sample(s) that will be studied during a particular scheduled experimental session of that accepted proposal.
Purpose
The sample form gives ESRF staff members enough information to:
- Assess risks at an early stage by the Safety Group
- Correctly evaluate proposal and assess necessary beamlines and beam time
- Schedule efficiently the experiment sessions
- Prepare efficiently for the experiment sessions
Declaring samples - general information
The Principal Investigator (PI) and Co-Investigators (CIs) already registered in the online proposal form may manage sample forms.
- Detailed safety information is absolutely required. Safety info must conform to all ESRF and French requirements.
- Materials with similar composition should be grouped in one sample form.
- At least one form is required to submit a proposal.
- Multiple sample forms are allowed per proposal.
- Samples can be added and modified throughout the life of the proposal - at least one week before the related experiment session.
- Samples can be duplicated to start new sample forms for later experiment sessions or proposals (a new sample has a new database number and all fields can be edited).
- Proposers can reuse any sample from any proposal on which they are listed as a PI, CI or user.
- Each sample is assigned a safety rating (colour) independent of the proposal colour.
Contents of a sample form
Each sample form contains:
- a description of the sample: It includes short name which must be unique within a proposal.
- details on 'Handling and special equipment' required,
- for MX-BAG proposals only: the 'Data Requirement' (scientific justification, type of data collection). See also on this page 'Special issues for MX-BAG proposals'.
- Certification of correctness with name and contact information.
Declaring your samples
Once the proposal has been created, use the Samples button to:
- Create a new sample
- Duplicate existing sample(s) from previous proposals/experiments (for which you are already registered as PI, CI or user).
► Confirm the "Terms and Conditions" by sliding the toggle button in the "Certify" tab only once the sample is complete and ready for safety assessment.
► The sample short name is the only field that can be edited without changing the safety assessment color. It must be unique within the proposal.
► Materials with similar composition should be grouped in one sample form.
Managing your samples
- Access the list of sample forms linked to proposals as follows:
User Portal: tab 'Proposals/Experiments' ->'Proposals' -> section 'My submitted Proposals' -> 'Samples' button of the corresponding proposal.
The 'Manage Samples' screen lists all samples declared for that specific proposal. You can add, duplicate and modify sample forms from this screen.
- Access the list of samples linked to an experiment as follows:
User Portal: tab 'Proposals/Experiments' ->'A-Forms/Session'' -> tab 'Samples' of the corresponding experiment.
Only the Principal Investigator can modify the list of samples declared for an experiment by editing the A-Form. Samples must be chosen from the list of existing sample forms associated to the proposal.
Modifying sample information
On the "Manage Samples" screen, in the list of samples, use the icons to view, edit or delete existing sample forms.
For sample forms duplicated from past proposals: the information is duplicated but the new form has a unique number and can be edited, if required.
When a pre-existing sample is edited (apart from the short name), its assigned safety colour is reset.
What happens after proposal submission
- The ESRF Safety Group evaluates the risk for each sample and assigns it to a category (green, yellow, red).
- The safety colour is displayed in the sample list on the 'Manage Samples' screen.
- The safety group also assigns a colour to the overall proposal, taking into account the sample forms and other considerations (such as experiment plan, sample environment).
Special issues for MX-BAG proposals
- Sample forms which are submitted with a BAG Proposal are considered in the decision about beam time (see point below). Sample forms may be added after the proposal submission deadline, but no additional time will be awarded.
- Additional information is required for sample forms submitted in a MX-BAG proposal ('Data Requirement' tab):
- The scientific justification for studying the sample must provide complete information 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.)
- Type of data collection(s) required.
- Information from the sample forms which are linked to a MX-BAG Proposal is automatically collected into a 'Sample form & dataset Summary' that is displayed in the pdf file of the MX-BAG proposal. This list will display the samples showing short names, scientific justifications, and data collection types along with a summary table of all data collection types requested.
When duplicating samples from an earlier MX-BAG proposal, verify that the information on the Data Requirement tab still meets your needs.
Resources for safety information
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European Synchrotron Radiation Facility - 71, avenue des Martyrs, CS 40220, 38043 Grenoble Cedex 9, France.