ALBA-IPM collaboration Logistic details Miguel A. G. Aranda Scientific Director g.aranda@cells.es

Outline ● Call for proposals ● Selection of the proposals ● ALBA user office ● On-site details for the selected proposals

Call for proposals, IPM/ILSF - ALBA We expect to launch the call for proposals in December-2016 for the full year 2017. The call will likely be open for about a month. Specific details will be given in the call launching document. ALBA will assist but the call responsibility lies on IPM/ILSF The proposal document contains: - Administrative and logistic information (participants, institutions, …) Scientific information (see next) Safety information there are two forms: i) biological samples; ii) non-biological samples (safety!)

Proposal document: administrative information

Proposal document: scientific content

Proposal document: safety content

Sources of information: These talks ALBA synchrotron web Email exchange with the BL scientists useroffice@cells.es

https://www.cells.es/en/

https://www.cells.es/en/beamlines/bl04-mspd

https://www.cells.es/en/en/users

https://www.cells.es/en/users/applying-for-beam-time#section-0

https://useroffice.cells.es/endstationbeamline

Outline ● Call for proposals ● Selection of the proposals ● ALBA user office ● On-site details for the selected proposals

Scientific assessment (usually it is mainly based on scientific excellence) This is the responsibility of IPM/ILSF ALBA could assist on this Technical and safety assessment ALBA will determine if a proposal is technically viable ALBA will determine if a proposal is feasible from the safety point of view: Green, yellow, red or black labels Gray means that more information is required

Beamtime scheduling For the approved proposals, ALBA Beamline scientits will schedule the experiments (in contact with the proposal PI). Then, an invitation letter will be issued to the crew for the VISA procedure by ALBA user office.

Outline ● Call for proposals ● Selection of the proposals ● ALBA user office ● On-site details for the selected proposals

ALBA User Office https://useroffice.cells.es useroffice@cells.es Academic Research information http://www.cells.es/UserOffice = https://www.cells.es/en/en/users User management and logistics (Access to the Portal through login) https://useroffice.cells.es useroffice@cells.es

https://useroffice.cells.es Very useful information

https://useroffice.cells.es User actions (for an approved IPM-ALBA proposal) 1. Once the experiment has been scheduled: PI must send the names of all participants in the experiment: full crew (usually three persons; four for red experiments) 2. User Office sends an invitation email to all participants with links and Templates for Safety, accommodation and logistics. From the Safety Point of view: User Office will send a template called ‘Safety Declaration’ that must be signed by the Safety officer of the researcher Home institution for each participant. It assures, according to E.U. rules, that all participants are covered in case of accident.

b. P.I. fills the USER DECLARATION FORM template (this declaration must be signed by all participants in the experiment). It assures the samples are the same than in the original proposal. If not, new samples must be declared (no new samples will be accepted 3 weeks before experiment or if the scientific case is different) c. Every participant must do the online safety training 3. P.I. (or someone on his behalf) should submit the experimental report (useroffice@cells.es) 4. P.I. (or someone on his behalf) should communicate any publication (useroffice@cells.es)

Outline ● Call for proposals ● Selection of the proposals ● ALBA user office ● On-site details for the selected proposals

Where are we ?

Logistic details on-site for the experiments Airport – UAB_ALBA lodging – Airport taxis will be arranged (and paid) by ALBA (arranged by User Office) Lodging at UAB_ALBA campus will be covered by ALBA: During the experiment days, plus one day prior to the experiment and one additional day afterward. Food at ALBA restaurant and UAB campus residence will also be ALBA responsibility during these days.

Logistic details on-site for the experiments Safety #1. User Declaration form must be filled (for the selected proposals) by the P.I. well in advance of the date arranged for the experiment. It must state the full experiment crew plus samples details Safety #2. On line safety training must be carried out by all crew of the experiment, if possible prior to the visit to ALBA. PSS (personal safety system) training will be carried out onsite Safety #3. Safety Declaration form must be sent for all participants in advanced of the date arranged for the experiment.

Thanks