The CLS User Portal provides a secure location, with individual accounts to create and save proposals for beamtime, manage proposals, and receive electronic workflow notifications of action required.

Tutorial

Registering for a User account is a two step process. Complete the registration form by clicking New user? on the log in page of the User Portal. Once you have completed and submitted the registration form, you will receive an email asking you to confirm your email address (if you do not receive this immediately, please check your junk/spam folders) by clicking the provided link. You will be required to set a password. A second email will be sent confirming your account has successfully been set up and provides your username.

This username and password is used for the User Portal and the Training system.

Username: Up to 6 letters of last name and first initial

Password requirements:

• at least 1 upper case letter
• at least 1 lower case letter
• at least 1 digit
• at least 6 characters in length

 

Dashboard

Your dashboard allows you to manage different areas of your account:

• My Profile - Manage your information including name, contact information, and field of research.  It is important that your profile information is up to date and accurate.
• Proposals - Submit a new proposal or view any of your draft proposals
• Projects - Lists your active and pending projects
• Sessions - Active Sessions links you to your electronic permit so you can sign-on at the beginning of your session
• Publication Keywords - Easily claim, add and update your publication record
• How Did We Do - An opportunity to give us feedback on your experience at the CLS
• Reviews - Identifies any reviews that need your attention (if applicable)

Creating a Proposal

To submit a proposal, you must be registered as a user. If you have not previously registered, you will be required to register. You will receive your login credentialsto access the USer Portal and Training system. Upon receipt of your username and password, log in to the User Portal and from your dashboard click on + Create a Proposal. Follow the prompts to create the apprropriate proposal type and complete the proposal form.

• Edit Proposal – 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, changes cannot be made.
• Multiple Beamline Proposal - If a proposal is to be performed on multiple beamlines, you can add additional Facilities to the same proposal.
• Clone – Available once a proposal has been submitted. This provides the option to duplicate a previously submitted proposal and obtain an exact replica of the data with the exception of proposal ID, beamline/endstation and scheduling information.

Once a proposal has been submitted you may review it by selecting Home → My Proposals on the left-hand menu. The list provides a summary of proposals you are associated with. 

Workflow Notifications

Workflow notifications generate an email informing you that a workflow item needs your attention. The bell icon in the top, right-hand corner of your dashboard in the User Portal will list notifications that require your attention.  Notifications can 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
• Permit Amendments – notification of review status (Approved/Denied)

Managing Your Project(s)

• Project – A proposal becomes a project when it has been approved via technical and/or peer review. It is available to view under Home → My Projects.  The spokesperson and delegate have read/write permissions to edit the project page.
• Project Page - This page provides all the information pertaining to your project, including links to your proposals and submission to view review comments.
• Adding Team Members - Add team members using the email address they registered with. In order to participate in the project, each team member must be a registered user with appropriate agreements (Institutional and User) in place and have completed the required training.
• E-Permit – When a proposal has been scheduled for beamtime and the beamline has been handed over by the Beamline Scientist, the E-Permit is available for viewing. All research performed at the CLS requires a valid and active E-Permit while the experiment is being performed. The E-permit is a result of the information on the project page and all reviews being approved. Only one permit is issued for each visit.
  
  The permit identifies:
  • Engineering and administrative controls required to carry out the experiment safely based on the proposal and/or permit amendments
  • All approved samples/materials
  • Planned use of equipment and/or labs
  • On-site team members

• Beam Time Request – A Beam Time Request (BTR) is used to request shifts in the upcoming cycle against an active General User proposal and is only available when there is an open Call for Proposals. To submit a BTR, under the Shifts section of the project page, select the current cycle and click on the calendar icon.
• Project Updates - Projects may be scheduled for multiple visits, therefore, prior to each visit, review and update the team members who are coming to the CLS as well as samples.
• Schedule – Confirmation of shifts is displayed in the User Portal. Users can view the scheduled shifts under the Shifts section of the project page or by clicking on Calendar near th etop, right-hand corner of the project page, which will display a calendar with teh scheduled shifts and the beamline they are scheduled for.
• Edit Project – A project can be edited to update material, team members, equipment, and ancillary facilities. Amendments require REVIEW and APPROVAL prior to being used. You will not be able to sign on to your beamtime session with Unapproved or In Progress amendments.
  
  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 changes to materials
  • Equipment - Any additional equipment or new equipment not initially identified
  • Ancillary Facilities - Use of any additional facilities not originally identified