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					                                                                   Doc : SCI-USO-DOC-0008.doc
    User                                                           Issue : 4
                                                                   Date: 09/01/2011
    Office                                                         Page: 1 of 4

                      Guidelines for Life Science BAGs
Block Allocation Groups or BAGs are the normal mode of access for the MX beamlines at
Diamond and are available to large groups or groups from different establishments who want
to make more efficient use of the beamtime. Combining the beamtime of individual groups
permits greater flexibility in the choice of projects and samples during a given allocation
period and offers the benefit of access to more regular aliquots of beamtime.

Summary of workflow for a BAG
A call for proposals is issued twice yearly, typically 1st March and 1st September against
deadlines of 1st April and 1st October respectively. The workflow for a BAG is shown below.

      Time /
      months         PRP Review of
    -6               Proposal for new                      Beamtime

                     0 month short
    0                                                      Allocation 1

                     6 month report
     6                                                     Allocation 2

                    12 month report
    12                                                     Allocation 3

                     18 month report/
    18                                                     Allocation 4
                     Renewal request

                    24/0 month report
     24                                                    Allocation 1

Successful BAGs are awarded beamtime for 2 years: each BAG should submit only one
application every two years. The proposal must give a scientific justification for the proposed
research, including the broader scientific context. The proposer must also provide details of the
proposed experiments and a justification of the beamtime requested for the first allocation
period i.e. a period of 6 MONTHS ONLY. If accepted, this will result in an initial 6-month
allocation. BAGs will then be required to submit a single report every 6 months reviewing

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                                                                  Doc : SCI-USO-DOC-0008.doc
    User                                                          Issue : 4
                                                                  Date: 09/01/2011
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their work, giving a shift estimate for the following 6 months and including additional
project/sample information. This will be reviewed at the peer review meeting and the
allocation for the following 6-month will be assigned. Beamtime will normally be allocated in
several regular blocks in order to minimise delay in accessing beamtime.

For every BAG there will be a Lead Principal Investigator who is responsible for all contact
between the BAG and Diamond

Please note, BAGs are not permitted to apply for additional time on the beamlines included
within the BAG proposal.

Diamond Management may add or remove groups, or change the size of the block allocations
according to performance, which will be assessed by reports every 6 months.

End of Experiment Report
After each visit to Diamond, Users must complete an End of Experiment Report Form.
6 month Reports and proposal amendments
At the end of each 6 month period a BAG is required to submit an experimental report, using
the template provided by Diamond. The report should give details on the results obtained, any
publications from the work and also any problems encountered. This should be approximately
2 pages long and an example report is available if required.

In addition to an experimental report BAGs should give a justification for the following 6
month period. (Diamond will supply a template). This will enable BAGs to:

    1.   add/remove groups or Principal Investigators (PIs)
    2.   specify the amount of beamtime required
    3.   detail any additional projects
    4.   detail any additional samples

The allocation time for the following period will be reviewed alongside other proposals which
have been submitted by the other access routes by the peer review panel and Diamond

Lead Principal Investigator
The Lead Principal Investigator is responsible for:
     all contact between the BAG and Diamond (e.g. User Office, beamline and safety staff)
     ensuring that members of the group are aware of the allocation periods and are ready to
perform experiments accordingly.
     delivering all reports requested at the appropriate time.

For practical reasons, provision is made for the appointment of Alternative Contact (AC) for
each BAG who will be included in all correspondence however the Lead Principal Investigator
will always have final responsibility.

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Trained Scientists
A BAG will not be able to undertake an experiment unless a Trained Scientist is present. They
     learn how to operate the relevant beamlines and will be responsible for the activities of
the group during experiments.
     act as point of contact for all matters of safety, and for technical issues during the

Courses for users to become trained scientists have been delayed. Until these are implemented
additional support will be given by Diamond’s scientists.

All users entering the synchrotron Experimental Hall must undertake Health & Safety training
and be issued with a computer access account. Safety training requires users to watch a 15
minute video and to undertake and pass a safety test. The video and test may be undertaken
prior to arrival through the usernet. If this is not possible then they can be done on arrival at
Diamond. The Health & Safety training is valid for 6 months.

Computer access accounts (fed IDs) are provided automatically upon completion of the user
registration. This is required before proximity access cards are issued and authorised.

In addition, all users must undertake beamline and PSS training. Beamline training is
undertaken by the local contact and is available during office hours (between 8.30 – 4pm) or
up until 1pm at the week-ends. PSS training can be undertaken at any time either by the local
contact or the Experimental Hall Co-ordinators. If there are several groups having beamtime
during a 24 hour period you must ensure that sufficient people are at Diamond to be trained
within office hours.

Beamtime Process
Experimental Risk Assessment Form (ERA)
Sample information should have been specified at the time of submission using the
Experimental Risk Assessment form (ERA). The Diamond Health & Safety Group will place
a safety grade within the ERA before the experiment.

Before each experiment the User Office will send the latest safety-graded ERA to the PI and
AC. They need to:

   1. confirm the ERA is valid for the visit and identify the samples which will be onsite, or
   2. add more samples.

The ERA must cover experiments to be undertaken by all groups and be completed and
submitted to the User Office at least 3 weeks before scheduled beamtime. This form will be
passed to the Health & Safety Group for assessment if new samples have been added. If there
are questions concerning these new samples then the Lead PI or AC will be contacted by the
Health & Safety team.

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Registration Forms
The Arrival and Registration information are submitted online through our usernet. You can
access the online forms via the usernet using your fed id.

Once you have logged onto the Usernet, the online forms can be found under the "Proposals"
menu. This area contains information on all experiments for which you are Principal
Investigator (PI) or Alternative Contact (AC). Any of your colleagues who have fed ids can
access this area but what they will see will be dependent on the experiments which they are
involved in. Only the PI or AC will have the ability to complete all forms.

Before an experiment the PI or AC must complete:

   1. Experiment Notification - this form identifies the people coming onto site for the
      experiment and allows you to request accommodation. The local contact will be
      identified on this form and users should discuss their requirements with them before
      their experiment and request any gases that they require.
   2. Registration Form – previous users should check that their details are correct. New
      users should be sent the registration form by the PI or AC. These should be completed
      by that user and returned to the User Office to enable a fed id to be created. Once this
      has been created the user will have access to the online system.

General Information
General information about Diamond and facilities available are detailed on the usernet which
can be viewed a computer account has been obtained (a registration form must be completed).

Notification of beamtime cancellation should be made at least one week ahead of scheduled
time so that beamtime may be offered to another user. Frequent cancellation, especially
cancellation at short notice, may result in reduction of beam time allocated in the next
allocation period.

Travel and subsistence
Diamond will support UK academics by covering reasonable travel & subsistence during a
scheduled beamtime visit. For BAG experiments we will cover the travel and food costs for up
to 3 users per shift where different departments / establishments are involved. We will only
reimburse accommodation for 3 users for the night of the experiment. Users can request
accommodation for the evening before an experiment if they have a significant distance to
travel. In exceptional circumstances Diamond will cover additional accommodation costs.

Users who have been identified for receiving travel and subsistence must be identified on the
“Experiment Notification” form. Additional users will be required to fund their travel &
subsistence costs themselves.

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