Mail-in experiments XFM

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

• To make use of beamtime during evenings and overnight, most 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. It is important to relay to the beamline staff which areas of your samples need to be analysed. Supplying image files with boxes indicating scan areas are extremely useful.

• Important note: there is a limited amount of labor and scientific expertise available to assist with any final sample preparation work.

The beamline has various sample platen mount designs (Sample guide XFM ) that we can send to users beforehand for mounting samples. For sample mount platens, please contact XFM staff <as-xfm@ansto.gov.au> for advice on a design suitable for your samples and experiment. We can send you sufficient sample platens and instructions for pre-mounting of samples in the comfort of your lab. Mounting your samples on the XFM platens will save valuable beamtime and XFM staff time and is often a safer way to ship fragile samples.

Document your samples by including images of the mounted specimens with helpful sample descriptions for the beamline staff.

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

Important points

• Before sending any samples to us, your Experiment Authorisation (EA) must be completed and approved.

• Ensure your samples arrive at XFM (with approved EA hardcopy enclosed) at least 2 business days before your experiment start date.  

• Label the sample package clearly with the Experiment Proposal Number (EPN).

 Shipping instructions

• 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, a hardcopy of your approved Australian Synchrotron EA form and appropriate Safety Data Sheets (SDS).

One safe way of shipping sample mount platens is shown in the following photos. Here aluminium foil was loosely formed into balls and packed around the edges of the platen within a plastic container with lid (Sistema brand in this case). The plastic container was placed in a plastic bag and boxed with foam. Ensure the foil does not touch your samples.

In general, DO NOT mount your windows in a what appears to be a random orientation as in the photo, but there was a valid reason in this case.

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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 08:00 to 15:00.

• 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 XFM 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.