Introduction

SAXS/WAXS are supporting mail-in operations to help provide beamline operations under changing covid-related circumstances, and in the longer term will also aim to support targeted applications of mail-in operations as a regular available access mode.

Please be aware mail-in operations have some inherent differences compared to experiments where you are onsite:

• Mail-in operations are only feasible for a limited rage of routine experiment types. See sample setups below.
• Beamline staff working hours will be between 8am and 6pm. To make use of beamtime during evenings and overnight, some data acquisition will be fully automated if possible. This has important implications on the experiment design. Please consider limitations on the number of samples that can be mounted/loaded at the same time for a single, automated run of acquisition.
• Any experiment issues that might crop up during the daytime, when setting up or running samples, can have a much larger impact on the number of samples that can be run, because staff cannot work overnight as onsite Users regularly do.
• Since you are not on site to prepare samples, make decisions and changes on the fly, success comes down to careful planning and communication BEFORE the experiment. You may potentially be relying a non-expert in your field to understand your requirements. We need to know exactly what you need done, and not have to second guess details. Each of the sample types has a customised spreadsheet to use when designing your experiment and send us with samples. These are directly imported by the beamline to actually run your samples.
  
  • The spreadsheets need to be submitted with your EA, for us to review safety and feasibility. The spreadsheets help everyone plan and evaluate the number of samples and setup interventions needed, and in particular, to plan what can be done after hours once staff leave site. This helps minimize the risk of you preparing samples that might not be able to be run. The "traffic light" safety rating helps staff streamline safety assessment. We'll get back to you to resolve issues if needed.
  • Please print out the spreadsheet(s) in hard copy and pack them in with your samples. This helps us in sample handing and also running samples.
• The use of clear and simple sample identification and labeling is critical, especially for small samples in tubes, capillaries etc.
• Important note: there is a limited amount of labor and scientific expertise available to assist with any final sample preparation work.

Shipping instructions

For hand-delivering or shipping samples, chemical or equipment to the beamline in advance of your beamtime, follow the following instructions:

• for hand deliveries, please follow all the following guidance listed here (e.g regarding packaging, labeling, safety etc) then use the contactless drop-off procedure run by Synchrotron Store staff. Hand deliveries can be made at the roller-door at the rear of the Synchrotron building, following the well-signposted instructions at the door, on weekdays from 9:00 am to 3:00 pm.

• Package and label your samples in accordance with your carrier's requirements (including Australia Post where applicable) and any other regulatory requirements. Consult the transport guidelines below for more information, especially regarding biological samples or hazardous materials.

  For mail-in or remote samples please pay particular attention to the simple, clear and correct labeling of each sample.
• Ensure you have included your name, your EPN, your approved Australian Synchrotron EA form and appropriate Safety Data Sheets (SDS).
• for mail-in samples, please include a printed out hardcopy of the beamline control spreadsheets packed in with your samples.
• If your samples require particular storage conditions upon arrival e.g. refrigeration, please ensure that the package is clearly marked ‘Urgent’ and ‘Requires [refrigeration, freezer…] on arrival’. Follow instructions outlined in the Bringing Samples Onsite document.

• Label the outer package as follows:

  STORES

  Attention: (relevant beamline)

  Experiment Proposal Number (EPN)

  ANSTO - Australian Synchrotron

  800 Blackburn Rd

  Clayton

  VIC 3168

  Australia

• Email the beamline team, Safety, Stores and the Lab Manager when you have shipped the samples. Please include in this email all details of the samples you are sending including number of samples, any hazards associated with the samples, required sample storage.

For more details please consult the Bringing Samples, Chemicals or Equipment Onsite document here. 

Sample drop off on site

With the covid situation developing, one new change in our workflow is we ask all Users needing to deliver samples on site, to do so via our Stores receiving system, rather than deliver directly to beamline staff. The Stores team have well established procedures and are ideally equipped to receive, store (including refrigeration and freezing where necessary) goods and samples delivered by couriers, and are happy to offer this service to Users hand delivering samples to site.

Labeling:

• Name of the PI and/or experiment spokesperson
• Addressed to SAXS/WAXS beamline
• Outline any storage requirements like refrigeration or freezing (otherwise will be assumed room temperature storage)
• The EPN (Experiment Proposal Number). Stores staff need this information to release the samples to beamline staff, which are cross-checked against safety approval status.

When delivering samples on site:

• Wearing a mask or face covering is now a site requirement.
• Security staff should let you on site (through the front gate) if you inform them by the intercom, that you are delivering samples to Stores for your upcoming experiment.
• If you have a problem at the gate, by all means ask Security to contact beamline staff.
• Drive round the back of the synchrotron and park in an appropriate space, near the large rear roller door. If you can’t find a parking spot close by, just park in a marked space in one of the nearby parking areas. Worst case, use the main carpark at the front of site.
• At the large rear roller door, there is an intercom. Please press the button, and if you hear a verbal response, ask for Stores staff and tell them you’re dropping off samples for an experiment. Once Stores know over the phone you’ve delivered something, leave site.
• Stores will come pick up and process deliveries of samples and other deliveries on a three hour rolling basis, and inform BL staff once they are available for us to collect.

Stores staff are available from about 9:00 am until 3:00 pm, weekdays. You should plan on delivering samples either before the day of the experiment, or reasonably early on day of experiment. We can’t support after hours sample delivery. Currently we are not requesting Security staff to take delivery of samples – this is not part of their normal role.

If you have or expect any problems with this, need to deliver samples on a weekend etc, please contact beamline staff and we can try to help.

For more details please consult the Bringing Samples, Chemicals or Equipment Onsite document here. 

Sample storage requirements

If your samples require refrigeration, freezer (-18°C), ultralow temperature (-80°C) or liquid nitrogen storage on arrival, please ensure the package is clearly marked ‘Urgent’ and ‘Requires (refrigeration, freezer) on arrival’. Please ensure packages contain enough cooling material to account for shipping delays and weekends: the Stores receiving department at the Australian Synchrotron operates Monday to Friday, 9:00 am to 3:00 pm.
Note that staff will not routinely unpack samples unless they have been sent for mail-in experiments. However, ensure to send incompatible materials separately; follow any dangerous goods guidelines. If shipping multiple sample types that require different storage conditions, please also send in separate packages. Alternatively, you can clearly mark on the outside packaging that the main package contains samples of various storage requirements and Stores will unpack the inner packages appropriately. Ensure each sample type is clearly labelled.

For more details please consult the Bringing Samples, Chemicals or Equipment Onsite document here.