CLSI Web Portal:
How to Create and Manage Your Proposals
The CLSI web portal provides a secure location through individual accounts to create and save proposals for beamtime, manage proposals and receive electronic workflow notifications of action required.
If you have not previously registered you will be required to register and receive a username prior to creating a proposal. Upon receipt of your username and password, logon to https://user.lightsource.ca and go to “My Proposals”, select the appropriate proposal option on the left-hand link to create a new proposal.
Adding team members to your proposal - All team members must be registered CLS users. You will need an email address for each team member in order to verify they are registered users and to add them to the proposal.
Workflow notification generates an email notification informing you that a workflow item needs your attention and to logon to https://user.lightsource.ca. Upon login your default screen will be “My CLS”. This Workflow Console identifies tasks “My Tasks” which require a response or acknowledgement from you. Workflows may include:
- Review required (Safety, Technical or Peer Review)
- Clarification of issues (safety, technical or peer review) during the review process.
- Responses to Clarification of Issues during the review process.
- Confirmation of Scheduling - Accept/Decline shifts
- Permit Amendments – notification of review status (Approved/Denied)
Workflow History – provides a history of your tasks and response to the task.
Once a proposal has been submitted you may manage your proposal by selecting “My Proposals” tab and selecting criteria to generate the appropriate proposals. To view all of your proposals click ‘View Proposals NOW’ without selecting any criteria. The list provides a summary of proposals you are associated with. The “Team Status” column identifies if you are the Spokesperson, a delegate or a team member for the proposal. Spokesperson and delegate have read/write permissions and other team members have view permissions.
“View” provides you with a history of your proposal(s) including:
- Proposal – once a proposal has been saved and/or submitted to CLS for review, the Proposal Report is available to view.
- Review Summary - once all required reviews are completed, the results and comments of the reviews are available. This may include Safety and Technical Reviews and the Peer Review Score for G eneral User Proposals , along with related comments.
- Permit – once a proposal has been scheduled for beamtime, the Experimental Permit is available for viewing. All research performed at the CLS requires an Experimental Permit to be posted at the beamline while the experiment is being performed. The permit is a result of the proposal submission and all reviews being approved.
The permit identifies the 1) engineering and administrative controls required to carry out the experiment safely based on the proposal and/or permit amendments 2) lists all approved samples/materials, 3) planned use of equipment and/or labs and 4) on-site research team members.
Only one permit is issued for each approved experiment and allows for multiple visits and/or multiple amendments as required.
- Schedule – Beamline staff discuss appropriate scheduling with the spokesperson and then confirmation of shifts is provided via the web portal. An email notification is sent instructing you to log in to the web portal where a task is waiting in “My Tasks” . The task is to accept or deny scheduled shifts. Once shifts have been accepted the schedule is available from ‘My Proposals’, View, Schedule. This schedule of shifts provides a summary of upcoming shifts or past history of shifts received.
“Manage” provides you with the option to manage different areas of your proposal:
- Beam Time Request – is available when a Call for Proposals is Open. A Beam Time Request is used to request additional shifts in the upcoming cycle against an Active General User proposal. Proposals are active if the timeframe from submission has not expired one, two, three or four cycles. A cycle is six months in duration. Beam Time Requests received which did not receive time in the previous cycle, would have their score modified by -0.1 (increased). If the proposal receives beam time, the score is reset to the original value. These are the new scores that are taken into the allocation process. Allocation of shifts is based on the highest ranked proposals (both new and active). See example. View results of previous call.
- Copy as New – is available once a proposal has been submitted. This provides the option to duplicate a previously submitted proposal and obtain a n exact replica of the data with the exception of proposal ID, beamline/endstation and scheduling information. If a proposal is to be performed on multiple beamlines, then “Copy as New” may be used to duplicate the proposal and used to submit a new application. Please inform clsuo@lightsource.ca if a proposal is being applied for multiple beamlines.
- Edit Proposal – is available when a proposal has been initiated and saved, but not submitted. This allows the spokesperson/delegate to return to the proposal to complete at a later time. Once a proposal has been submitted no changes can be made.
- Edit Permit – A permit can be edited to update Material, Research Team Members, Equipment and Ancillary Facilities. Amendments to the Permit require REVIEW and APPROVAL prior to being used. Approved amendments result in an Amended Permit. Unapproved or In Progress amendments result in the last valid permit being applicable.
Please allow four weeks for reviews of Permit Amendments prior to the scheduled experiment. Amendments submitted after the four weeks are not guaranteed to be processed and the last valid permit will be used for the experiment.
Amendments requiring safety approval include: - Material - new materials not previously identified or a change in the quantity or unit of materials
- Equipment - the use of any additional equipment or NEW equipment not initially identified
- Ancillary Facilities - the use of any additional facilities not originally identified
- Required reviews may be in progress
- Experiment may not be scheduled for beamtime
- Permit Amendment may already be in progress
Amendments to Research Team - Experiments may be scheduled for multiple visits, therefore, prior to each visit, update the team members who are "Coming to the CLS".
Why don’t I have a Permit or cannot submit a Permit Amendment:
Last modified: 2012-01-19 17:01:02