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User Guide
Your proposal was allocated time. What's next?
1. Register for a user appointment
All facility users performing experiments at LBMS are required to have an active appointment with Brookhaven National Laboratory. Requests are submitted through the online Guest Information System. Before registering, please ensure the following:
- You have an active LBMS proposal. For General User proposals, you must also have allocated EM time.
- You are listed as an Experimenter on the active proposal. Please ask the proposal PI to add your name prior to registering.
- You are registering at least 45 days prior to the start of your EM time. Any registrations submitted in <45 days cannot be processed.
When registering, please use the following guideline:
Question | Response |
---|---|
Purpose of Visit | User |
Visit Justification | [Example] “I have cryo-EM time on the Krios microscope at LBMS on proposal #123456, entitled: “Atomic structure of Photosystem II.” The experiments that I will be performing include... My role in this project is…” |
Name of host | Liguo Wang |
BNL Department | NSLS-II (PS) |
Research Facility | CRYOEM |
Proposal Number | Enter your active proposal number for the experiment you will be running. If you do not have an active proposal, please wait to submit your registration until you have one. IMPORTANT: You must be listed as an Experimenter on that proposal in the PASS system. To avoid delays, please ensure the proposal PI has included you on the proposal before submitting your registration. |
Users Requiring Access to their Data
Users that need access to their data after beam time, e.g., for analysis or download, must have a valid user appointment. In this case, you should register for a “remote access only” appointment at the link above. The proposal number must be included in the guest registration form and your name must be on the proposal. If the proposal is expired, you should indicate in the justification field that you need a remote appointment for data access.
2. Complete required training
Once the guest appointment has been approved, users must complete the online training modules prior to the start of microscope time. Please complete the following training courses. Returning users can check their training status online.
- Cyber Security Training (GE-CYBERSEC)
- Computer Use Agreement (GE-COMPUSE-AGREE)
- Guest Site Orientation* (TQ-GSO)
- Cryogen Safety* (TQ-CRYOGEN)
- Oxygen Deficiency Hazard* (TQ-ODH)
* Required only for onsite users (not remote-access users).
3. Submit Safety Approval Forms
All materials, equipment, and researchers involved in the experiments are listed on the Safety Approval Form (SAF), which includes an explanation and risk analysis for the tasks to be completed during the microscope time (at the microscope and within the EM preparation laboratories). SAFs must be submitted at least 14 days for remote users and 21 days for onsite users* prior to the start of microscope time. Failure to submit a SAF on time can result in cancellation of the microscope time and reallocation to another user. All SAFs are valid for one year except Rapid Access, which are valid for one cycle. Risks outside the standard hazard envelope (e.g. work with biohazards) require more processing time. In these cases, users should contact the LBMS staff as early as practical during experiment planning.
SAFs are submitted via the Proposal Allocation, Safety, and Scheduling (PASS) system once a proposal is allocated microscope time.
4. Request user account and data access
To run beamline experiments and access data at NSLS-II, all active users are being issued a computer account, which is also known as a "BNL domain account." These accounts follow a single sign-on strategy and replace the “controls” accounts that some users have used in the past. Additionally, to ensure that your BNL domain account is ready for you, you also need to be prepared to use two-factor authentication (2FA) through DUO before you can use any computer or log onto any system. Currently, due to the upcoming changes to in the sign-on strategy, NSLS-II users need two different services "Duo Commercial" and "Duo Federal."
Please read more details about how to get an BNL domain account and how to set up your two-factor authentication (2FA) on our user accounts and data access website.
5. Prepare for your microscope time
Reserve accommodations
For users coming to LBMS to collect data,
there are a number of hotels near Brookhaven and the Laboratory also
offers inexpensive onsite housing. See hotels
near Brookhaven Lab and onsite
housing options.
Ship materials to LBMS
Users should ship materials to and from LBMS in coordination with
their home institution or via Federal Express. Samples must arrive at
LBMS at least one week prior to the allocated microscope time. In
addition, a completed imaging
parameters form must be submitted at least one week prior to the
allocated microscope time. If this is not possible, or for questions,
please contact the LBMS scientist responsible for your microscope time.
To ensure a timely handling of the shipment, please use the shipping
address shown in the
Dry Shipper Information form (PDF), put a copy of the completed
form and a FedEx return label inside the dry shipper, and email “FedEx
Incoming” tracking numbers to your LBMS contact.
Bring required identification
Users traveling to LBMS must bring the
required identification to finalize (or renew) their appointment and
receive a Brookhaven photo badge. The photo badge is required for each
visit. Expired documents will result in delays in accessing the
Brookhaven site and may prevent entry. Foreign nationals are strongly
encouraged to bring their valid passport and all visa documents during
every visit, which are required to be on file with the GUV Center and
current at all times. Users are also encouraged to carry medical
insurance and prescription cards. Additional
details.
When you arrive at BNL
All new LBMS users and returning users with expired appointments or access cards must arrive at BNL Monday through Friday (and not a holiday) between 7:30 AM and 3:30 PM and check in at the Guest, User, and Visitor (GUV) Center in Building 400 (see map). At the GUV center, you can pick up your user badge, your access card to LBMS, and other useful information for your stay here at the Lab. The Housing Office, ATM, Micro Food Mart, and Starbucks are located in the same building. After checking in at the GUV Center, you can proceed to LBMS (see map).
For users that must arrive after hours, please email the LBMS User Office at least 1 week in advance to make arrangements.