BAG Proposal Guide
NOTE: Please DO NOT USE the back and forward buttons of your favourite browser inside the SUN Set!
The SOLEIL BAG proposal for Macromolecular crystallography (PROXIMA 1 and PROXIMA 2A) and/or for SAXS
on Proteins in solution (SWING) requires the completion of 7 steps including the submission:
1.
2.
3.
4.
5.
Start the submission
General part
BAG constitution
Images attachment
Samples and substances declaration together with ancillary equipment declaration (for safety
considerations)
6. Results from previous proposals
7. Proposal submission
Each step is displayed in a tab. You can switch from one tab to another step-by-step or start the proposal, update it and
return later as described in this guideline. We draw to your attention that the step named “General part” is a
mandatory step because it is used to generate the proposal number.
The proposal must be written in English.
Before filling the proposal 'form', it is recommended to read this guide carefully.
1. Start the submission
1.1.
-
Submission step by step
Click on “Proposal Application” in “Proposal Management” on the left menu
Figure 0: Home page
SOLEIL User Office
Last modification: 03-06-2016
-
Then click on “Create” button located on the header of the table of your proposals and select “BAG
Proposal”
Figure 1: Proposal Management item
-
And select either “a new one”, or “a resubmission” or “a continuation” and click on the
button (fig. 2).
Figure 2: Start submit BAG Proposal
-
To fill in each tab of each step, let yourself be guided by the instruction located under the toolbar (fig. 3):
Figure 3: instruction to submit BAG Proposal
SOLEIL User Office
Last modification: 03-06-2016
2. General part
To complete this first step, as it is stated in figure 4, you need to fill in three tabs:
General Part, Beamlines, Exp. Requirements
Figure 4: Sept 1 – General tab
2.1.
General tab
2.1.1. Scientific general part (panel)
General Title: Enter the title for BAG proposal
Keywords: Please enter one or several appropriate keywords (100 characters max. including blank
spaces).
Research area of the proposal: it is automatically filled in by: proteins structures.
The proposal is: a new one, a resubmission of (N°) or continuation of a previous one (N°)? Please select
the right answer.
General Summary: Enter here a global summary for BAG project. This helps referees to get a quick
overview of the proposal (1 000 characters max. including blank spaces).
2.1.2. Proposers description (panel)
BAG coordinator: This is the person who submits the BAG proposal and who is the scientific or
technical manager for any matter.
Before submission (last step) the BAG coordinator certifies that he has read and understood the
information about his responsibilities.
He is also the contact person to SOLEIL for all administrative issues related to the BAG proposal and he
is responsible for all contacts between the BAG Members and SOLEIL (e.g. User Office, Travel Office,
beamline and safety staff).
All correspondence will be sent to the BAG coordinator and only he or she is expected to act as the
experimental team coordinator if the project is accepted (e.g.; inform the BAG members, organise the
venue, ...).
SOLEIL User Office
Last modification: 03-06-2016
2.2.
Beamlines tab
2.2.1. Beamlines/Branches Requirements (panel)
Please complete next tab(s) to 'submit' your proposal: General Part, Beamlines, Exp. Requirements
The SOLEIL BAG proposal can only be applied for Macromolecular crystallography (PROXIMA 1 and
PROXIMA 2A) and/or for SAXS on Proteins in solution (SWING).
Up to 3 beamlines/branches can be selected and described.
See the different beamlines description if necessary (by clicking on "Beamlines" link on the top of the
page or here or the hyperlink with the label [Web Page] in the figure 5).
Figure 5: Step 1 – Beamlines tab
Requested Beamline/Branch: BAG proposals can be submitted to PROXIMA 1, PROXIMA 2A,
SWING beamlines.
Beamline/Branch manager contacted: Please ensure that you have contacted the beamline staff prior
submission. Select one contact in the list by clicking on the lookup button
according to the selected
beamline.
Experimental station or type of techniques: (if appropriate) According the selected beamline and
beamline branch, an experimental station or a type of technique can be requested.
Experimental station manager contacted: Please ensure that you have contacted the experimental
station manager prior submission. Select one contact in the list by clicking on the lookup button
.
Samples environment: (if appropriate) Choose one beamline sample environment in the list by clicking
on the lookup button
(not available for some beamlines).
Machine operation mode: Only multi-bunch is available.
Photons energy range requested: The units can be: eV, keV, meV or cm-1 and also you can select one
or more within the following list: Pink beam, white beam and or monochromatic beam
Spot size requested: Please precise the spot size you request in HxV µ-2
Number of shifts required: Please enter the estimated total number of shifts required for BAG
proposal where 1 shift corresponds to 8 hours. Allocations of beam time will usually be made in
multiples of 3 shifts.
Additional beamline: click on Yes in order to add up to 2 beamlines in which the project will be carried
on as a complementarity.
SOLEIL User Office
Last modification: 03-06-2016
2.3.
Exp. Requirements tab
2.3.1. Other Experiment Requirements (panel)
Please complete next tab(s) to 'submit' your proposal: General Part, Beamlines, Exp. Requirements
Figure 6: Step 1 – Exp. Requirements tab
Peer review committee: The BAG proposal is evaluated by PRC 5: Biology / Health
Laboratory support facility access required:
At this stage, this is not the request but only a declaration of intention. When the proposal is
accepted, you will have to request the appropriate support laboratory on-line.
Choose among the following support laboratories:





Chemistry laboratory 1
Chemistry laboratory 2 with restricted access
Surfaces laboratory
Biology laboratory 1: This biology laboratory is dedicated to users for the samples preparation for
experiments carried out on beamlines.
Biology laboratory 2 with restricted access: Requesting access to this laboratory must be justified
by very peculiar needs, i.e. when specific equipment not available in the biology lab for samples.
The decision will be made by the biology lab manager.
Click on
Or click on
Or click on
SOLEIL User Office
button to update your current work and go to next step.
button to update your current work and return later at any time.
button to see the current guideline online.
Last modification: 03-06-2016
3. BAG Constitution
Please complete next tab(s) to 'submit' your proposal: BAG constitution
Figure 7: Step 2 – BAG constitution tab
No BAG will be able to undertake an experiment unless a Principal Investigator (PI) or his named
representative is present at SOLEIL and is declared as responsible during the entire session.
This person is expected to learn how to operate the beamline and will be responsible for the activities of
the session and for technical issues during the experiment. The PI acts as points of contact for all matters
of safety. Up to 15 BAG member can be added to a BAG proposal.
To create and fill in the each BAG member please follow the next steps:
3.1.
Add a Principal Investigator to a BAG member
First step is to create a new team (i.e.: BAG member) by clicking on the
button. Then
select a PI in the list of the users by means of the lookup button
as it is displayed in the figure 8.
Figure 8: Step 2 – BAG constitution tab – add a PI to a BAG member
SOLEIL User Office
Last modification: 03-06-2016
3.2.
Set a a BAG member name
Once the principal investigator is set you can set a BAG member name by clicking on the lookup
button
of the Team name field and finish this first step by clicking on the
button in
the figure 9.
Next step will concern the completion of the BAG member form which is displayed in the figure 10.
Figure 9: Step 2 – BAG constitution tab – set a name to a BAG member
3.3.
Fill in the BAG member form
Please fill in the BAG member form:
3.3.1. Principal Investigator (panel)
Principal investigator: is the title, last name, name and email of the principal investigator
Principal investigator institute: is the institute of the principal investigator
Team name: is the name the BAG member
3.3.2. Experiment context (panel)
Answering to the following questions is very important for proposal evaluation:
 Have you already performed based SR experiments?
If yes precise where?
 Have you already used Synchrotron Radiation for this project?
If yes precise where?
 Have you already submitted this proposal to another synchrotron radiation facility?
If yes where?
 Is the proposal supported by any contract?
If yes, please precise the following information:
o Title of the contract,
o Type,
o Reference number,
o Starting date and Ending date.
 Is the proposal in collaboration with an industrial group?
If yes precise the following information:
o Collaboration Title,
o Starting date and Ending date.
 Is the proposal a significant part of a PhD thesis?
3.3.3. Description of the proposed experiment (panel)
Background:
Give the general and specific scientific background and also the results of preliminary work carried out
with synchrotron radiation and/or other methods (800-1500 characters including blank spaces).
SOLEIL User Office
Last modification: 03-06-2016
Objectives:
State clearly the aim of the proposed experiment together with the motivation for the present proposal
(n*2000 characters max. including blank spaces where n is the number of beamlines requested).
Experimental method:
Describe and justify the selected samples.
For synthetic samples, please justify the choice of the conditions of synthesis.
For other samples (natural samples, archeological artefacts, etc...), please provide a clear justification for
the sample selection, including the sampling strategy. Describe the arrangements which will be made for
the reception, preparation, use and disposal of the sample(s).
For life sciences proposals, a brief description of how the sample is obtained is essential. Describe the
experimental set-up and requirements (specific for your experiment), in some detail.
Queries concerning the feasibility (technical or safety aspects) of an experiment should be clarified with
SOLEIL staff before the proposal is submitted. The User Office can help you to get in touch with the
most appropriate contact. (1500 characters max. including blank spaces).
Expected Results:
Describe the results expected (1200 characters max. including blank spaces).
Beam time requested justification:
Estimate and justify the amount of beam-time requested (700 characters max. including blank spaces).
For PROXIMA 1 beamline: the ACTOR sample changer is now available. Please give an approximate
figure for the expected usage of the robot (for example X shifts robot, Y shifts without robot).
References a/:
Your publication(s) which rely on, or involve the use of SOLEIL beamline(s)
(400 characters max. including blank spaces)
References b/:
Your publication(s) on the subject (400 characters max. including blank spaces):
References c/:
Others (400 characters max. including blank spaces)
After completion of all mandatory fields of the BAG member form please click on the
button in the screen shown in the figure 10.
The result of this action will display the list of the BAG member located in the BAG constitution tab
(figure 11).
Figure 10: Step 2 – BAG constitution
Click on
Or click on
Or click on
SOLEIL User Office
button to update your current work and go to next step.
button to update your current work and return later at any time.
button to see the current guideline online.
Last modification: 03-06-2016
4. Images attachment
Please complete next tab(s) to 'submit' your proposal: Images attachment
Note: This is not a mandatory step but if necessary you can add images to the BAG proposal from the
Images tab.
Figure 11: Step 3 – Images tab
Please see next step to see how to add attachments to the BAG proposal.
4.1.
Inserted attachments (panel)
To add an attachment first click on the
button in the screen of the figure 13 then select the BAG
member you want to link the attachment from the Team name field. Upload the attachment from the
File filed. Then click on the
button to permanently add the attachment to the proposal. The
result of this action will display the list of the attachments located in the Images tab (figure 14).
Figure 12: Step 3 – Images tab – add images(s)
Title: enter here the title for the graphics
File: specify here the file to be attached to the proposal. Possible file types are JPEG and PNG. For
JPEG files, ensure that the colour code is RGB (CMYK cannot be accepted).
SOLEIL User Office
Last modification: 03-06-2016
Figure 13: Step 3 – Images tab
Click on
Or click on
Or click on
button to update your current work and go to next step.
button to update your current work and return later at any time.
button to see the current guideline online.
5. Samples and substance together with
ancillary equipment declaration (for safety
consideration)
Please complete next tab(s) to 'submit' your proposal: Samples
Figure 14: Step 4 – Samples tab
Samples can be created by clicking on the
button of the selected one. Moreover, samples can be
created from a copy of a previous proposal by clicking on the
created it can be
edited, viewed or
deleted.
button. Once the sample is
Particular attention should be given to the safety aspects. The name and characteristics of the
substance(s) to be used have to be completed carefully. The BAG Coordinator is the manager for this
information.
Experimental conditions requiring special safety precautions such as the use of lasers, high pressure
cells, samples presenting biological dangers (for example tissue samples, bacteria, viruses), dangerous
SOLEIL User Office
Last modification: 03-06-2016
substances, toxic substances and radioactive materials, must be clearly stated in this step (sample,
substances and ancillary equipment declaration).
Every sample or sample family brought to SOLEIL has to be declared in the declaration form
(one 'form' per sample).
According to the type of sample or object you will have to fill in the following information using an
appropriate template:
 Biochemistry sample
 Chemical sample (gas, liquid, solids, ...)
In the particular case of samples of biological origin, we require you to give the name of the biological
sample, the living organism from which it is derived and the way in which it was produced and purified.
Moreover, any ancillary equipment supplied by the user must conform to the appropriate French
regulations (mechanical, electrical, high pressure, ...) and eventually to SOLEIL specifications and must
be declared using the appropriate template:
 Ancillary equipment
Failure in providing this information will mean that the application will NOT be accepted.
Click on
Or click on
Or click on
button to update your current work and go to next step.
button to update your current work and return later at any time.
button to see the current guideline online.
6. Results from previous proposals
Please complete next tab(s) to 'submit' your proposal: Results from previous proposals
Note that this step is not mandatory.
Figure 15: Step 5 – Results from previous proposal tab
Please insert here links to previous proposals of relevance to the current proposal. Because of
confidentiality reasons the input is different whether or not the submitting author was author / co-author
of previous proposals or not.
Add: for case where present author is author / co-author of previous proposal. Please see the list of those
proposals where you have been author or co-author by clicking on the
button. To link the
experimental report of such a previous proposal to the present one click on the
select button. The
proposal number will then be listed below the "Previous proposals with experimental report" table.
SOLEIL User Office
Last modification: 03-06-2016
Add other: for case where present author is not in authors list in the experimental report of a previous
proposal. It should be linked to the present one where the present author has participated but was not in
the author list, the proposal number has to be put in by hand by clicking on the
button.
Again, the proposal number will then be listed below the "Previous proposals with experimental
report" table.
If a previous proposal has been successfully linked to the present one, then the experimental report of
this previous proposal will be made available to the referees together with the other information of the
new proposal.
Click on
Or click on
Or click on
button to update your current work and go to next step.
button to update your current work and return later at any time.
button to see the current guideline online.
7. Submission
Now you are ready to submit your proposal to SOLEIL by clicking on the “Submit” button.
Figure 16: Last step to submit BAG proposal
Click on
Or click on
Or click on
button to save all your inputs and simultaneously submit the proposal to SOLEIL.
button to update your current work and return later at any time.
button to see the current guideline online.
Please pay particular attention to check your proposal with the relevant SOLEIL Beamline staff before
submission.
Note:
 As long as a proposal has not yet been submitted (submit button) it is in the open state and can
be modified without any restriction.
 If you want to preview your proposal before submission please click on “Print” button.
 As soon as the proposal has been submitted. From there on, any modifications can be made only
by contacting the SOLEIL Users Office.
SOLEIL User Office
Last modification: 03-06-2016