Application Guide...Slide: 12 Managing sample sheets (MX and bio-SAXS only) If your proposal type requires sample sheets, • The option to add sample sheets becomes available after

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Application Guide

Using the Electronic Application Form

ESRF Guides, September 2013: Using Application Form

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In This Document •  Getting started & help •  Completing the electronic application fields •  Managing the experiment methods form •  Referencing publications •  Referencing experiment reports •  Managing sample sheets (MX and bio-SAXS only) •  Validating (submitting) proposal •  Validation by the User Office •  Special considerations by proposal type

•  Long Term Project (LTP) proposals •  MX Block Allocation Group (BAG) proposals •  Joint ESRF/ILL proposals

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

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Getting started •  The electronic submission is done through the ESRF User Portal (SMIS). •  To log in to the application you will need your ESRF user account (login

and personal password). •  If you do not yet have a user account, you can create one from the first

screen in the User Portal and then continue on to create a proposal. •  If you already have an account but you have forgotten your personal

password, please contact the User Office by e-mail.


In case of difficulties Should you run into difficulties in submitting your proposal, please contact the User Office, who will give you instructions on how to proceed.

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Completing the electronic application •  Accessing the form •  About proposers and co-proposers •  Saving and returning to your work •  Modifying and deleting an application •  Specifying beamlines


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Help within the application system Many fields in the electronic application have “tool tips” or context-sensitive help, indicated by a question icon: When you hover over the icon, definitions or instructions for the indicated field are displayed.

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Completing the electronic application Accessing the form •  Log in to User Portal •  Select tab "Proposals / Experiments" •  Select "Proposals" in the drop-down list •  Select tab "New proposal” •  Click the radio button for your proposal type

About proposers •  The person who starts the application is the main proposer. •  Only the main proposer can add co-proposers. •  To be added as a co-proposer, a person must have a user account. •  A co-proposer cannot see the proposal until he or she has been added to it. •  Before adding an ESRF staff member as a co-proposer, consult with the individual. •  Co-proposers cannot edit the proposal (exception: BAG sample sheets are editable

by all listed principal investigators)


Only one application can be in progress at a given time. You cannot start a new application until you have completely submitted (“validated”) the previous application or deleted it.

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Completing the electronic application (cont’d)

Saving and returning to your work

•  If some required fields are incomplete, select “Save Draft”

•  To return to this draft in a later session: •  Select the tab “New Proposal” •  Select the same proposal type you were working on •  Choose “Restore Draft” (the form will be refilled with the previous data)

•  When all required fields contain information (can be temporary), choose “Save” (you will be prompted to add or correct information as needed)

•  To return to this draft in a later session: •  Select the tab “Proposals in progress” •  At the far right, click the paper-and-pencil icon beside “Manage your

Beamtime Application form”


When all required fields contain a response and the “Save” button has been clicked, the application is assigned an interim number and listed under “Proposals in progress”.

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Modifying an application •  All parts of a proposal may be modified until the deadline. •  Sample sheets (MX only) may be added and modified at any time.

Deleting an application •  Proposal in “Save Draft” state

•  No action needed to delete; open new proposal and enter new data

•  Proposal in “Save” state •  Select the tab “Proposals in progress” •  At the far right, click the red X icon beside “Manage your Beamtime

Application form” •  Delete any time before the proposal deadline

•  Proposal with final number •  Cannot be deleted by main proposer; contact the User Office for help


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Specifying beamlines •  You can specify two principle beamlines if both are required for the

proposed experiment(s). •  You can specify one or two alternatives to each principle beamline, as

shown.


Principle Beamline 1 AND Principle Beamline 2 OR OR

1st Alternative to PB1 1st Alternative to PB2 OR OR

2nd Alternative to PB1 2nd Alternative to PB2

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Managing the experiment method form For all proposal types except Block Allocation Group proposals:

Uploading the form

1.  Download the correct experiment method form 2.  Complete the form and save it as a PDF 3.  Navigate to the “Proposals in progress” tab 4.  At right, under “Action & information messages” click the icon next to

“Experiment method form required” 5.  Upload the PDF file

Viewing, modifying or deleting the form

1.  Navigate to the “Proposals in progress” tab 2.  At right, under “Action & information messages” click the appropriate icon next to

“Managing your experiment method form” to view the current file, upload a new file, or delete the current file


Be sure to use the correct template corresponding to your proposal type. There is no automatic check for this requirement.

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Referencing publications

To list publications in your proposal, you will use a feature of the User Portal that allows you to add publications by selecting them from the ILL-ESRF Library database.

1.  Within your application, go to the Publications tab. 2.  Click "Search for Publications." The publications interface is displayed in a new

window. 3.  Perform your search. 4.  In the results list, check the publications you want to add. Use the basket icon to

collect selections from several searches. 5.  When your selection is complete, click the diskette icon to save the selections to

the application form. The selected publications are listed on the Publications tab. 6.  In the application form, indicate the origin of each publication (from ESRF only or

from multiple sources).


Only publications already entered in the ESRF database (in either “submitted” or “published” status) can be associated with a proposal.

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Referencing experiment reports

If you have previously done work at ESRF, you must refer to reports on this work including work unrelated to the current proposal and work done through a Collaborating Research Group (CRG).

1.  Verify that each previous proposal to be cited has a correctly submitted experiment report.

2.  Within your application, go to the General Information tab. 3.  Under “Proposal Definition”, go to “Relevant reports” 4.  Enter the proposal number of up to three recent proposals.


See the User Guide web pages for instructions on adding an experiment report to an earlier proposal.

Preliminary reports are accepted for work done close to the proposal deadline.

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Managing sample sheets (MX and bio-SAXS only)

If your proposal type requires sample sheets, •  The option to add sample sheets becomes available after the application is saved

(except for Long Term Projects: see below) •  The message “Sample sheets required” is shown on the far right of the “Proposals

in progress” list •  At least one sample sheet must be added •  Sample sheets can be added throughout the life of the proposal

Please see the User Guide web pages for a separate guide on managing sample sheets.


Block Allocation Group proposals: Both main proposer and co-proposers can manage sample sheets.

Long Term Projects: Sample sheets cannot be added until the User Office has validated the proposal.

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Validating (submitting) the proposal

In order for your proposal to be considered by the ESRF, you must “validate” it: •  If all required fields in the electronic application are complete (in some fashion), and •  If an experiment method form has been attached, where required, and •  If least one sample sheet has been attached, where required, •  Then, from the “Proposals in progress” tab, click the icon next to “Validate your

proposal”. This notifies the ESRF of the proposal.


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You can generate a PDF of the electronic application form to save and print: •  On the “Proposals in progress” tab, click PDF icon •  OR within the form, click the button “View as PDF”

The proposal continues to be listed under the tab "Proposals in Progress” and can be modified up to the deadline (23h59, French time, 1st March or 1st September).

The ESRF does not know about your proposal until you validate it!

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Validation by the User Office

One week after the deadline, the User Office •  validates proposal again and gives it a final number with an alphabetic prefix

corresponding to the scientific area (e.g. MX-1111) •  sends an e-mail to the main proposer with the number •  includes the proposal in the review and allocation process.


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Once validated by the User Office, a proposal is listed under the tab "Proposals with Final Number/Experiments" and the text of the proposal cannot be modified.

You must click the “Validate proposal” icon before the deadline. If the main proposer has not validated the proposal, the User Office does not know about it and the ESRF cannot consider it.

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Special considerations by proposal type

Long Term Projects •  Sample sheets are added after the User Office validates the proposal.

All MX proposals •  Co-proposers can manage sample sheets.

Joint ESRF/ILL proposals •  The user provides the ILL proposal number in the beam time application form. This

number is included in the email notification, alerting the ESRF to implement the procedures for scheduling joint work.

Block Allocation Group (BAG) proposals (MX) •  See next slide.


Special Considerations

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Special considerations by proposal type (cont’d) Block Allocation Group (BAG) proposals (MX)

•  Do not have an experimental method form •  Co-proposers can manage the sample sheets •  Sample sheets require scientific justification and greater sample detail •  Requires experience statement and publications for each principle investigator •  Experiment report for previous proposal is part of next proposal

To access experiment report: 1.  In the tab "General Information”, from a drop-down list, choose the number of

previous proposal 2.  Complete all mandatory fields of the electronic form in some fashion 3.  Save the proposal and obtain a reference number

•  After the display refreshes, the report form is available within the electronic application form. It is partially filled in with information previously provided.


Special Considerations

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We look forward to seeing you in Grenoble


Documents

Application Guide...Slide: 12 Managing sample sheets (MX and bio-SAXS only) If your proposal type requires sample sheets, • The option to add sample sheets becomes available after