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Experiment Report
Report requirements by experiment type
Starting from 1st January 2024, experiment reports uploaded to the ESRF User Portal will remain confidential for 3 years.
According to the ESRF data policy, after this 3-year embargo period, the reports will be made public via the DOI landing page on the ESRF data portal. During the embargo period, the report will only be accessible to the proposers and any beamtime session participants for the proposal, as well as to the ESRF proposal review panels and relevant ESRF staff.
Guidelines (templates) to complete and submit a report.
Reports on standard experiments and Structural Biology rolling experiments must be submitted within 3 months of the end of the experiment.
Experiment reports supporting a new proposal (specific requirements from proposal review panels who review the proposals)
Structural Biology Rolling Proposal - the report from the previous experiment must be submitted before creation of a new proposal, and must be referred to in the new proposal.
Standard Proposal - the deadline for submitting a report which supports a new proposal is 4 days after the proposal submission deadline (e.g. 5th March if the proposal deadline is on the 1st March).
If you are submitting a proposal for a new project, or to continue a project for which you have previously been allocated beam time, you must:
- submit a report via the User Portal - or, if necessary, a preliminary report - on your measurement(s),
- even on those carried out close to the proposal submission deadline,
- even for experiments whose scientific area is different from the scientific area of your new proposal,
- supply a reference to this report in your new request for beam time (as 'relevant report'), by indicating the corresponding experiment number.
The proposal review panels also request that you supply references to reports on measurements on CRG beamlines.
You can submit a "preliminary report" to support a new proposal: you will be able to replace it by the final report later, within the period of 3 months following the end of your experiment.
Block Allocation Groups (BAGs) are required to provide two types of reports:
- "Progress Report" - it covers one year of activities at ESRF
- "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 award of beamtime to an 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 proposal review panel 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.
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