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Bringing your samples to the ESRF

Declare your material (samples and equipment) brought onsite to Safety

when.JPG    When to declare? 

6 weeks minimum before the experiment session for all samples and equipment declaration
3 working days minimum for structural biology sample declarations

               sample icone.png Registration of samples (User portal)

All samples, references and chemical products for your proposal must be declared via the submission of a “Sample sheet” for each different type of sample, reference of chemical product. Multiple samples of the same type are declared in a single sample sheet (e.g. for 20 crystals of the same material, only one sample sheet is required).

Sample sheets are created via the User Portal by going to the list of your finalised proposals and clicking on the icon next to “Manage your samples” for the proposal in question.

   samples in nextup.png

Your sample sheet(s), once submitted, will be evaluated by the ESRF Safety Group and assigned a colour (green, yellow or red).

Once a sample sheet has been assigned a colour by the Safety Group, it can be added to the A-form by the Principal Investigator, from the “samples” tab by selecting all sample sheets relevant to that particular experiment session  available for that proposal as shown below:

            Add sample sheets on A form.png

         

                  Equipment.png Declaration of Equipment (E-mail)
 
Ancillary equipment should be declared via a Risk Analysis Form and sent to the ESRF Safety group together with the conformity certificates.

We strongly recommend always carrying a proforma invoice on your laboratory's letterhead that details the goods you are transporting, confirms they are not hazardous and specifies the purpose of their transport.

The proforma invoice must be titled "Proforma Invoice", and contain the following information: HTS code(s), ESRF TVA number, Made in, Value and Currency, the ESRF STORES address, the description of the samples (e.g. aluminium, human tissues, etc...), the mention of "No commercial value, value for the custom only". This template can assist you in creating your proforma invoice.

In any case, if you are traveling from:

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FR		 You are responsible for respecting French law
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EU		 You may temporarily import material for experiments, with no formalities. The material is introduced under the responsibility of the user(s) concerned and may remain at the ESRF for up to two years.
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non EU		 You will need to follow customs clearance procedures for any equipment or samples you wish to use for experiments at the ESRF. A proforma invoice is mandatory.

More information on specific regulations per transport type can be found here.

This form only concerns users returning home with structural biology dewars or crystallisation trays. The request of an airport form can be done via email to Safety with the following information:

  • Proposal number
  • Name(s) of the person(s) who will be transporting sample(s)
  • How the sample(s) will be transported: dewar, crystallisation tray...
  • Date of departure
  • Date for which the form is needed if you are leaving the ESRF during the week-end or on a holiday.

Attention: This letter for the airport security is only valid for going back from the ESRF to your home institute. The ESRF will not issue an airport form for your travel to the ESRF: for your travel to ESRF please contact the safety officer in your home institute.

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European Synchrotron Radiation Facility - 71, avenue des Martyrs, CS 40220, 38043 Grenoble Cedex 9, France.