Structural Biology - Block Allocation Group Proposal (BAG)

Guide to electronic sample sheet

In addition to the submission of the electronic BAG Beamtime Application Form, full details of the sample(s) linked to the BAG proposal MUST be provided at the time of completion of the BAG Beamtime Application Form, through the completion of the electronic Sample Information and Safety Sheet(s).

It is important to note the following points

1. Under the online BAG proposal system, the submission of "Sample Information and Safety Sheet(s)" - one Sample Information and Safety Sheet per sample must be submitted - is MANDATORY at the time of completion / submission of a BAG Beamtime Application Form, since the information provided through these forms allows:

• correct assessment of the beam-lines necessary,
• accurate assessment of the beam time necessary,
• correct assessment of the potential risks at an early stage by the Safety Group.

2. Beam time can therefore ONLY be allocated for those projects for which the "Sample Information and Safety Sheets" have been submitted DURING THE APPLICATION PROCESS. They can be either new sample sheets or sample sheets duplicated from previous proposals. As sample sheets are added, the "Samples and Datasets Summary" table on the main page of the proposal will be automatically updated.

3. Once the proposal has been validated it will still be possible to submit "Sample Information and Safety Sheets" for this proposal UP UNTIL THE PROPOSAL DEADLINE DATE, and those projects will be automatically added to the "Samples and Datasets Summary" table.

After the proposal deadline, safety sheets may continue to be submitted outside of the BAG proposal submission process as before but no extra beam time will be added for these.

4. The main proposer will NOT be able to VALIDATE a BAG Proposal unless at least one "Sample Information and Safety Sheet" has been submitted for this proposal.

5.  PARTICULAR ATTENTION should be given to the SAFETY ASPECTS, and the name and characteristics of the substance(s) completed carefully. Experimental conditions requiring special safety precautions such as the use of lasers, high pressure cells, bacteria, viruses, dangerous substances, toxic substances and radioactive materials, must be clearly stated. Moreover, any ancillary equipment supplied by the user must conform with the appropriate French regulations.

The Sample Information and Safety Sheet form is accessible, via the ESRF User Portal (SMIS), to the main proposer and the co-proposer(s) of macromolecular crystallography proposals, ONCE the electronic BAG Beamtime Application Form has been submitted.

Safety information

• Biosafety information web page
• Details on the procedure to submit the electronic Sample Sheet

Who to contact:

• the Experimental Safety Officer: Martine Moroni
  Tel: +33 (0)4 7688.2369
   

FOUR CATEGORIES of current BAG Groups have been defined

Each category is requested to submit specific documents: BAGs coordinators are informed before each deadline by e-mail. A global summary of the documents to be submitted per group is given in the table below.

• 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, or a recommendation for Long Term Project status;
   
• BAG Groups to whom instructions have been sent, should submit an annual APPLICATION for BAG Beam Time and a BAG Progress Report. Forms and details about submission of these two documents available in the Instructions table below;
   
• BAG Groups to whom instructions have been sent, should submit an annual APPLICATION for BAG Beam Time and a Full 2-Year BAG Review Report. Forms and details about submission of these two documents available in the Instructions table below;
   
• Request for interim BAG beam-time is not required: after the submission of new BAG proposal and its report, beam-time for the 2nd 6-month period will be automatically allocated to the group, based on the amount of beam-time awarded for the previous scheduling period.
   

Consult:

Summary of BAG Proposal and Report submission cycle.

Summary for the deadline of 1^st March 2023

• BAGs Group 4: will submit a new BAG proposal continuation of their current BAG proposal and a Full 2-Year Report
• BAGs Group 2 and 3: their allocation of beam time will be based on the number of shifts allocated for the scheduling period 2023/I (March to July 2023)
• BAGs Group 1: will submit a new BAG proposal continuation of their current BAG proposal and a Progress Report
  However If there are significant changes in the request in the meantime, the BAG Co-ordinators should write an email or letter for the proposal deadline giving the new request with justification, and send this to the User Office.

Detailed information will be sent to all BAGs Co-ordinators 2 months before the deadline.

The Electronic Submission is done through the ESRF User Portal (SMIS). You will require your ESRF login (last name) and personal password to login to the application. If you are registered in the ESRF data base but you have forgotten your personal password, kindly contact the User Office by e-mail (user office). If you are not yet in the ESRF data base, you will be able to create your own user account and to access the proposal submission application.

IMPORTANT: Should you run into difficulties submitting your proposal electronically contact the User Office who will give you instructions to proceed with the electronic submission of your proposal.

Access to the electronic application form via the User Portal:

• tab "Proposals / Experiments"
• select: "Proposals"
• tab "New proposal"

What to do?

1. SELECT and COMPLETE the electronic Beamtime Application Form for a Block Allocation Group (BAG) Proposal
 

• SELECT the box for: "A New Proposal
• The "Scientific Background" and "Publications" are required for each Principal Investigator registered in the proposal

Note:

For a CryoEM BAG:

• in the "Beamtime" tab of the electronic BAG Application Form: Select Cryo-EM only and indicate the beamtime requested

For a SSX BAG:

• in the "Beamtime" tab of the electronic BAG Application Form: select ID29 SSX & TR-SSX only and indicate the beamtime requested

2. SAVE your electronic beamtime application form for a BAG Proposal: the data registered in the application form (details for the main-proposer, the Principal Investigator(s), proposal title, beamline(s) and shifts requested,..) is submitted directly into an ESRF data base.

Once saved, the electronic beamtime application form is given a Reference Number and registered under the tab "Proposals in Progress". The electronic beamtime application form can be modified until the deadline (1st March or 1st September).

3. COMPLETE and SUBMIT the "Sample Information and Safety Sheet(s)" for the recently submitted BAG proposal (action "Manage your Samples")

The submission of sample sheet(s) is MANDATORY for the submission and validation of a new BAG Proposal

Note:

For a Cryo-EM BAG:

• in "Data Requirements" tab: complete the option "Cryo-EM Data Collection"

For SSX BAG:

• in "Data Requirements" tab: complete the option "Native Data Collection"

Note: Once the Sample Information and Safety Sheets forms have been submitted a table "SAMPLES AND DATASETS SUMMARY" will be automatically created in the electronic BAG beamtime application form. This list will display the list of samples (protein names) and the number of datasets per category of experiment type and wavelength required (Fixed, MAD, SAD, BioSAXS, lambda=0.8-1.3A, lambda=other).

A PDF file of the proposal is issued by the application: please CHECK it before the validation of your proposal
 

4. VALIDATE THE PROPOSAL

The submission of your proposal will NOT be complete unless you VALIDATE the proposal.

NB: The application does NOT allow the validation of a BAG proposal unless at least one Sample Information and Safety Sheet form has been submitted for this proposal, and the table "Samples and Datasets Summary" created in the electronic BAG Beamtime Application Form. Once validated by the main proposer, the proposal is registered under the tab "Proposals in Progress".

How to modify your proposal?

A proposal can be modified until the deadline (1^st March or 1^st September). In case of severe problems, please contact the MIS Group or the ESRF User Office.

Validation by the User Office

One week AFTER THE DEADLINE the User Office:

• validates the proposals and gives them a FINAL NUMBER (i.e. MX-1111)
   
• communicates, by e-mail, to the main-proposers the final number of their proposal.

The Electronic Submission is done through the ESRF User Portal (SMIS). You will require your ESRF login (last name) and personal password to login to the application. If you are registered in the ESRF data base but you have forgotten your personal password, kindly contact the User Office by e-mail (user office). If you are not yet in the ESRF data base, you will be able to create your own user account and to access the proposal submission application.

IMPORTANT: Should you run into difficulties submitting your proposal electronically contact the User Office who will give you instructions to proceed with the electronic submission of your proposal.

Access to the electronic application form for beam time:

• tab "Proposals/Experiments"
• >> select: "Proposals"
• tab "New Proposal"

 What to do?

1. SELECT and COMPLETE the electronic Beamtime Application Form for a Macromolecular Crystallography Block Allocation Group (BAG) Proposal

Note:

For a CryoEM BAG:

• in the "Beamtime" tab of the electronic BAG Application Form: Select Cryo-EM only and indicate the beamtime requested

For a SSX BAG:

• in the "Beamtime" tab of the electronic BAG Application Form: select ID29 SSX & TR-SSX only and indicate the beamtime requested

--> Select the "A Continuation of ...." box by specifying your current and active MX BAG experiment number.

COMPLETE THIS SECTION CAREFULLY: the system will then give you access to an electronic BAG Report form - either a BAG Full 2-Year Report or a BAG Progress Report - depending on the experiment number specified in this field. This BAG report form will already contain data automatically retrieved from the User Office data base for your current BAG experiment.

2. SAVE your electronic beamtime application form for a BAG Proposal: the data registered in the beamtime application form (details for the main-proposer, the Principal Investigator(s), proposal title, beamline(s) and shifts requested,..) is submitted directly into an ESRF data base.

3. COMPLETE and SUBMIT Sample Information and Safety Sheet(s) for the recently submitted BAG proposal (action "Manage your Samples" in "Proposals in Progress")

4. COMPLETE and SUBMIT either an electronic BAG FULL 2-YEAR REVIEW REPORT or an electronic BAG PROGRESS REPORT:

General information on BAG REPORTS
Complementary information on FULL 2-YEAR REPORT (last update: 24 February 2009)
 

Deadline of 1^st March 2023

• BAGs from GROUP 4 must complete an electronic BAG FULL 2-YEAR REPORT:
  Each Full 2-Year Review Report will already contain the following data concerning the current BAG Experiment it is related to: Number of allocated, used and cancelled shifts, number of visits, number of visitors, a list of BAG Principal Investigators, a list of BAG participants over the reporting period.
   
• BAGs Group 2 and 3: their allocation of beam time will be based on the number of shifts allocated for the scheduling period 2023/I (March to July 2023)
   
• BAGs from GROUP 1 must complete an electronic BAG PROGRESS REPORT:
  Each Progress Report will already contain the following data concerning the current BAG Experiment it is related to: Number of allocated, used and cancelled shifts, number of visits, number of visitors, a list of BAG Principal Investigators.
   

How to access/complete the electronic report?

IMPORTANT: The first step is to complete an electronic BAG APPLICATION FORM and to save it (it will be registered under a REFERENCE NUMBER): you must indicate in the "General Information" tab that this proposal is a "Continuation of....." and give your current BAG proposal number. Once created the BAG application form you will be able to access your report via the ESRF User Portal:

• tab "Proposals / Experiments"
• >> select: "Proposals"
• tab "Proposals in progress"

Who can create or finalize a BAG report?

• Only the Main Proposer can create and finalize a BAG report.
• between creation and finalization, in addition to the Main Proposer, ANY Principal Investigator listed on the NEW BAG Proposal can edit and modify the report during its process of completion.

Options: "SAVE" and "SUBMIT" a report

During the process of completion of the electronic report, you will have the possibility:

•  to SAVE it at any time of the process of completion: the report will be saved in the data base in its current state (complete or not) allowing you to modify/complete/submit it later. The report is still editable but not complete.

The "SAVE" option does NOT allow you to VALIDATE the proposal
 

• to SUBMIT it (only the Main Proposer can submit a report): You have entered all the required information and you want to go on with the processing of your proposal. The report data is saved in the database after all the checks for mandatory fields and for data consistency are done. The report is considered as "final" and is NOT EDITABLE ANY MORE (unless dismissed in the proposal validation process). If Sample Information And Safety Sheets are submitted, the proposal can be validated!

The "SUBMIT" option allows you to VALIDATE THE PROPOSAL.
 

 5. VALIDATE YOUR PROPOSAL (electronic beamtime application form and electronic report)

A PDF file of your proposal is issued by the application: CHECK it first before you validate your proposal.

How to modify your proposal?

A complete proposal (electronic beamtime application form and report) can be modified until the deadline (1st March or 10^th September).
 

Validation by the User Office

Two weeks AFTER THE DEADLINE, the User Office:

• validates the proposals and attributes them a FINAL NUMBER (i.e.: MX-111)

• communicates, by e-mail, to the main-proposers the final number of their proposal(s)