APS Experiment Safety Approval System
Instructions for Users

version 2.0
January 21, 2005

Contacts
Experiment Safety Approval Program: glagola@aps.anl.gov, 630-252-9797
Technical assistance: mis_mgrs@aps.anl.gov

Instructions available separately for:

Contents

Part I: Introduction

What Does the System Do?
Who Can Access My ESAF?
What Do I Really Have to Know?

Part II: How Do I Log On?*

Part III: How Do I Create an ESAF?

Part IV: How Do I Access an Existing ESAF?

Part V: How Do I Enter Data?

General Navigation
"General" Data-Entry Screen
"Experimenters" Data-Entry Screen
"Description" Data-Entry Screen and Attaching Figures or Additional Text
"Sample/Materials" Data-Entry Screen
"Equipment" Data-Entry Screen
"Lab Use" Data-Entry Screen
"Human Materials" Data-Entry Screen
What is the "Requirements" Screen?
What is the "Beamline Admin" Screen?
What is the "APS Admin" Screen?

Part VI:  How do I create an Experiment Authorization form and Experiment Hazard Control Plan?

Part VII: What If...

* These instructions were developed using Netscape 7.0 on a PC running Windows 2000.

Part I: Introduction

What Does the System Do?

You can use the APS Experiment Safety Approval System to

  • Prepare your Experiment Safety Assessment Form (ESAF), in several working sessions if necessary.
  • Submit your final ESAF to the Beamline and APS.
  • View your ESAF at any time after you have submitted it.
  • Create the required Experiment Authorization form and Experiment Hazard Control Plan (EHCP) for posting at the beginning of the experiment.

Who Can Access My Experiment Safety Approval Form?

An ESAF can be viewed and edited by the individual listed as the spokesperson and by any listed collaborator who has an APS badge. In addition, because this system is used to track ESAFs through the review and experiment stages, ESAF data will also be visible to

  • APS upper management.
  • APS Experiment Safety Review Board
  • Certain staff members of each beamline selected.
  • Floor Coordinators

What Do I Really Have to Know?

Features

Quick search: On the search criteria screen, if you click "Submit Query" without specifying any other criteria, the system will retrieve all the ESAFs that you are eligible to view.

Save: You can save an ESAF and return to it at another session (see Part IV). However, once your ESAF is approved you cannot make further changes via the on-line system.

Name lookup: On the Experimenters data-entry screen, you can automatically insert contact information for experiment participants who are already badged APS users. Click the "Find" link next to the field you want to fill in. See Part V for details.

OS check box:  On the Experimenters data-entry screen you must select at least one person to be the On-Site Spokesperson for the experiment.  This is the person the Beamline and the APS will contact on matters regarding the experiment and the person that will signoff on the Experiment Authorization Form that is posted with the Experiment Hazard Control Plan at the start of the experiment.

User Type: On the Experimenters date-entry screen you can designate whether a member of the experiment team is "On-site" at the APS, "Off-site", "Mail-in", or "Remote". See more specific directions below.

File attachments: You can attach files with additional information, e.g., figures, tables, etc. Please provide these materials in PDF format, because it is universally viewable. In the Description section of the form, click the link "Attach PDF Document". Attached files are listed to the left of the abstract; you can open any of these files by clicking on the name of the file. Caution: At present, the system does not offer the option to delete an attached file.

Behavior

Logging on: If you are not currently an APS user, you will need to request a temporary badge number through the system in order to log on. Please register with the User Office as soon as possible to become a registered user and receive a badge number.

Saving: In general, data entered are saved at three points: (1) when you click "Save", (2) when you click "Next Page" or "Previous Page", and (3) when you click the tab for a different section of the form.

Error messages for missing data: Certain fields must be completed. If you submit the ESAF and required data are missing, you will see an error message identifying the missing information. You may want to print this screen before returning to the ESAF to correct the problem.

What's New?

New requirements:

User must be designated as being "On-site", "Off-site", "Mail-in", or "Remote" on the Experimenters page. On the Description page, in addition to the Start Date, the Start Time, End Date, and End Time of the experiment is being collected. On the General page at least one "Technique" must be chosen and there is an additional question at the bottom of the page regarding the civilian nuclear fuel cycle.

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Part II: How Do I Log On?

What System Displays/Does

What You Do

 

 

Notes

1. Go to the ESAF system URL: http://beam.aps.anl.gov/pls/apsweb/esaf0001.start_page.  Or access the system through the ESAF page link at http://www.aps.anl.gov/Safety_and_Training/.

System logon screen

 

2. If you have an APS user badge, continue to Step 2.a. If you do not have an APS badge, go to Step3.

 

 

2.a. Enter your badge number.

 

Your badge number appears on the back of your badge, below and to the right of the magnetic strip. Use the third through seventh digits of this number.

2.b. Enter your password--do one of the following:

 

 

  • If you have never accessed any other APS web-based Oracle system, enter your badge number as your password.

Dialog box asking you to specify a new password

 

  • If you have used an APS web-based Oracle system previously, enter the password you used on that system.

 

 

  • If you have forgotten your password to the APS Oracle systems, click the first link below the dialog box to request a temporary password.

Dialog box with further instructions

 

2.c. Click the "Logon" button.

Main menu

 

3. If you do not have an APS badge register with the APS User Office to receive a badge number.

 

Please register with the APS User Office as soon as possible to obtain a badge number so you can complete the ESAF (see User Info on the APS web site).

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Part III: How Do I Create an Experiment Safety Assessment Form (ESAF)?

Tip: You do not have to enter all the data in a single session. You can save the current data, log out, and return to the system at another time. The next time you log in, you can resume entering data in the draft ESAF (see Part IV).

What You Do

What System Displays/Does

Notes

1. Log on (see Part II)

Main menu

 

2. On the Main Menu, click Create ESAF.

A table listing all of your currently active General User Proposals and Beamtime Requests.

 

3a. Choose a proposal or beamtime request by checking the box at the beginning of the row and click "Create ESAF for a General User Proposal"  and go to Step 4. The "General" data-entry screen for the new ESAF.  Creating a new ESAF from a proposal or beamtime request moves the administrative data from the proposal/request to the new ESAF automatically.
3b. If you are not creating an ESAF for a General User Proposal or Beamtime Request click "Create ESAF" (the link at the end of the first bulleted item) to create a blank ESAF. The "General" data-entry screen for the new ESAF.   

4. After you have entered the information requested on the "General" data-entry screen, click "Next Page" (button at lower right) or the "Save" button.

Additional data-entry screens

 

5. Navigate through the data-entry screens (identified by tabs at top of window) and provide data.

  • For instructions and cautions on entering data, see Part VI.
  • For descriptions of data fields, see Part VII.

 

 

6. Save data frequently: click the "Save" button at any time. If you want to stop working and continue later, click "Save", then go to Step 7 to log out.

 

You can edit data on any screen at any time before the ESAF is approved by both the host Beamline and the APS.

7. Review entries and verify that all field are complete.

 

WARNING: After the ESAF is approved by both the APS and the Beamline you cannot change it.

8. When you have verified all the data and you are ready to submit the ESAF, click "Submit".

If all data is OK: acknowledgment screen and email to everyone listed on the ESAF.

If required data are missing: error message listing the missing fields

 

9.a. If you get an error message, go to Step 9.b. If you get an acknowledgment screen, go to Step 10.

 

 

9.b. If an error message is displayed, do the following four steps. (1) Make a note of the missing fields. (2) Use your browser's "Back" function to return to the data-entry screens. (3) Enter missing data. (4) Return to Step 7 to resubmit the ESAF.

 

You may want to print the error-message screen with the list of required information.

10. Log out of the ESAF system by doing the following:

  • If you are working with a draft ESAF, click the "Save" button.
  • Click the "Logout" link in the top or bottom border bar.

 

WARNING: For a draft ESAF, if you log out without clicking the "Save" button, some changes may be lost.

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Part IV: How Do I Access an Existing Experiment Safety Assessment Form (ESAF)?

What You Do

What System Displays/Does

Notes

1. If you are currently logged on, go to Step 6. Otherwise, log on (see Part II).

Main menu

 

2. On the ESAF system menu, click "Edit/View ESAF".

Screen requesting search criteria

 

3. Enter criteria that will identify the desired ESAF(s).

 

 

4. Click the "Submit Query" button at the bottom of the data-entry screen.

Query results screen listing ESAFs that you are eligible to view that match the criteria

If you do not enter any criteria, you will be shown all ESAFs that you are eligible to view.

5. Click on the ESAF number of the item you want to see. To make changes, follow the instructions in Part III.

ESAF

If the ESAF has been approved, you cannot change any of the data. Please contact the Beamline about needed changes.

6. If you want to see another ESAF, click the "Search Criteria" link, either in the top or the bottom border bar. Return to Step 3 to select an ESAF.

Screen requesting search criteria

WARNING: If you are editing a draft ESAF and have made changes, click "Save" first, before clicking "Search Criteria."

7. When you are finished editing or viewing, click the "Logout" link, in either the top or the bottom border bar.

 

WARNING: If you are editing a draft ESAF and have made changes, click "Save" first, before clicking "Logout".

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Part V: How Do I Enter Data?

General Navigation

What You Do

What System Displays/Does

Notes

Move between fields

  • Click within the desired field, or
  • Press the Tab key to move to the next field, or
  • Press Shift+Tab to move to the previous fields

Cursor in desired field

 

Move between data-entry screens

  • Click the tab for the screen you want, or
  • Click the "Previous Page" link at the lower left of the window, or
  • Click the "Next Page" link at the lower right of the window.

Desired data-entry screen, showing all data previously entered

When you move to a different data-entry screen, all the data from the previous screen is saved.

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Completing "General" Data-Entry Screen

Displays a check mark in the chosen box.

What You Do

What System Displays/Does

Notes

"Sector" dropdown
Choose the sector at which you will be carrying out the experiment.
  If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.
"Date Submitted" Autofill with the current date when the new ESAF is created.  
"Classified work"
Will you be forming working that is classified by the US or other Government.
Default is "No".  
"Experiment Title"
Enter the title of the experiment.
  If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.
"GUP ID"
Enter the ID number from your GUP proposal (only for GUP related experiments).
  If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.
"ESAF Type"
Select one of the ESAF types from the dropdown list.
  If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.

"Techniques Required"
Choose at least one technique from the dropdown menu fields.

At least one (1) technique must be chosen. If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.
"Subject Area(s)"
Choose the appropriate subject area(s) for this experiment by clicking the box(es).  Multiple choices are allowed.
Displays a check mark in the chosen box. If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.
"Funding Source(s)"
Choose the appropriate subject area(s) for this experiment by clicking the box(es).  Multiple choices are allowed.
Displays a check mark in the chosen box. If you are creating an ESAF from a GUP proposal this field will be filled in.  Please check that it is correct.
Proprietary Experiment?
Is this a proprietary experiment? Y/N
Click the appropriate answer. If "Yes", a popup window will request the account number to be used for beamtime charges and per centage of time for each account listed.

Civilian Nuclear Fuel Cycle R&D?
Change to 'Y' if this applies.

Click the appropriate answer. Default is 'N'. If 'Y', the APS User Safety Officer will contact you to provide additional paperwork that must be completed.

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Completing "Experimenters" Data-Entry Screen

Only one (1) person should be designated as the On-Site Spokesperson to simplify communication.

What You Do

What System Displays/Does

Notes

The Principal Investigator for the experiment should be entered in the first row while all other experimenters coming to the APS should be listed in following rows.    

"Find" link
The "Find" at the beginning of the row allows you to automatically insert contact information for users. This information is extracted from the APS User Database.
1. Click the link closest to the field you want to fill in. A pop-up window opens.
2. In the pop-up window, enter all or part of desired last name.
3. Click "Search."
4. To insert the contact information, click the "select" box by the user's name.

Step 3: displays window listing of users with "select" option by each.

Step 4: list window closes closed and user data is inserted into ESAF form

 

"Delete" checkbox
This checkbox allows you to remove all contact information for a particular experimenter.
1. If no checkboxes are visible in the "Delete" column, click "Save".
2. If checkboxes are visible in the "Delete" column, check the corresponding box(es) beside the names you want to remove.
3. Click "Save".

First field displays the word "MARKED"; information is removed at the next save

The "Delete" check boxes are displayed only after the name information has been saved.

"OS" checkbox
This checkbox is used to designate the person that will be the "On-Site Spokesperson" for the experiment while at the APS.  It is the person the Beamline and the APS will contact on matters regarding the experiment and the person that will signoff on the Experiment Authorization Form that is posted with the Experiment Hazard Control Plan at the start of the experiment.
   
Training Due Date fields
These fields are used to indicate if a user is overdue in training required for the experiment. The training due dates are displayed. If the date is in a bold font, that user needs to retake the indicated training. Contact the APS User Office for instructions on retaking training.
  These are read only fields that are automatically filled with data from the ANL Training Management System.

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Completing the "Description" Data-Entry Screen and Attaching Files

Caution: At present, the system does not offer the option to delete an attached file.

What You Do

What System Displays/Does

Notes

1. Click the "Description" tab.

The experiment description page is displayed.

2. Select the Beamline and Station that the experiment will be performed at by clicking the appropriate check boxes and enter the starting date of the experiment (if known). Multiple stations and beamlines may be selected.

3. Click the link "Attach PDF or Word Documents".

A new window

 

4. Click the "Browse" button and select file you wish add.

 

 

5. In the "Description" box, type a description of the file (e.g., "Figure 1, Experiment Setup").

 

A description is required

6. Click the "Attach" button to add the file to the ESAF.

The filename for each attached document will be displayed as a link at the left side of the Description data-entry screen under "Attached Documents".

 

7. Repeat Steps 3-6 for each file you want to add.

 

 

8. When you are done, click the "Done" button.

Window closes

 

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Completing "Material Hazards" Data-Entry Screen

What You Do

What System Displays/Does

Notes

1.  Type in a material/sample/chemical name in the name column.   The hazards for all materials, samples, and chemicals used in the experiment station and Beamline laboratories must be identified on the ESAF.  This information is used to build a hazard control summary (displayed on the "Requirements" page) for the materials listed.
2.  Enter the quantity of the materials.    
3.  Enter the Chemical Abstract Services (CAS) number for the material, if known.   Entering the CAS can help in the hazard review.
4.  If the material has no known hazards, change the dropdown to "N", then enter the next material by following steps 2-4, else go to step 6.   The default (starting) answer is "Y"  If the material has no hazards no other hazard boxes may say "Y".  If this field contains "Y" then at least one (1) other material hazard column for that material must be changed to "Y".
5.  If the material is hazardous, change the appropriate hazard box(es) (Toxic, Biohazard, Flammable, Radioactive, Carcinogen, Corrosive, Oxidizer, and/or Other) to "Y".    
5a.  If the material is Radioactive please fill out the "Radioactive Material" page that will be available after a "Save", "Next", or "Previous" button is clicked. After this page is "Saved" or exited a new tab for Radioactive Materials will appear at the top of the page. Radioactive materials require additional review by the APS Radioactive Material Committee please allow additional time for the review.
5b.  If you check "Other" hazard, please describe the hazard in the field below the materials table.    
6.  Change "Dispose ANL" to "Y" if you are planning to dispose of any waste at ANL.    
5a.  Change "Lab Use" to "Y" if you are planning to use the Beamline's laboratory facilities.  A "Y" answer will create a "Lab Use" page that will be available after a "Save", "Next", or "Previous" button is clicked. After this page is "Saved" or exited a new tab for Lab Uses will appear at the top of the page.  
6b.  Change "Confidential" to "Y" if the sample/material identity is confidential.  The hazards of the sample/material must still be identified.   Answering "Y" to confidential will prevent the sample/material name from appearing on the posted Experiment Hazard Control Plan.  Instead a generic name will appear in the material table, e.g. Sample A.  Only ESAF reviewers will be able to see the sample identity.
7.  If you need to add additional samples/materials click the "Add Materials" button. Additional blank rows will appear in the materials table.  
8.  Answer the questions under the materials table.    
8a.  Change answer to "Y" if you are bringing human tissue/materials/cell lines to the APS. After this page is "Saved" or exited a new tab for Human Materials will appear at the top of the page. All experiments using human tissues/materials/cell lines MUST be reviewed by the University of Chicago Institutional Review Board.  Please allow several weeks for this to occur.  Contact your host beamline or the APS with questions.
8b.  Change the anwer to "Y" is your experiment involves live animals.    
8c.  Change the answer to "Y" if you are bringing radioactive sealed sources to the APS.   All sealed sources must be approved by and registered with APS HP
8d.  Change the answer to Y if you will require the use of beamline laboratory facilities during your experiment. After this page is "Saved" or exited a new tab for Lab Uses will appear at the top of the page.  
8e.  If "Other" was the answer to any of the materials page questions please put the explanation of other into this field.    

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Completing the "Equipment Hazards" Data-Entry Screen

What You Do

What System Displays/Does

Notes

1.  Check the appropriate box(es) to indicate what equipment will be required for your experiment. Puts a check mark in the appropriate box. This information is used to build a hazard control summary (displayed on the "Requirements" page) for the equipment in use.
2.  If the equipment is new to the APS or is not a permanent part of the beamline click the "New to APS" checkbox. Puts a check mark in the chosen box.  

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Completing the "Lab Use" Data-Entry Screen

What You Do

What System Displays/Does

Notes

1.  Enter the Start and End Dates for the times that you will need access to the beamline laboratory space.    
2.  Provide a description of the planned activities for the lab space, including sufficient details concerning any hazards and planned controls.    
3. Check the appropriate box if you need to use the chemical fume hood and /or non-beamline supplied equipment.   A description of non-beamline supplied equipment should be provided in the activity description text box in step 2.

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Completing the "Human Materials Use" Data-Entry Screen

What You Do

What System Displays/Does

Notes

1.  Answer the "Yes/No" questions on the page.  If necessary attach pdf documents on the ESAF "Description" page. This will provide the beginning of the Institutional Review Board review of the experiment.

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What is the "Requirements"  Screen

 The "Requirements" Screen is a summary of the hazard classes for materials and equipment that have been specified by you on the ESAF.  This is a view only page.  The table at the top shows a summary of the APS Experiment Hazard Classes that apply to the ESAF as it is filled out.  The seven (7) text boxes shown below the hazard class summary table list a brief outline of requirements for engineered controls, procedural controls, design reviews and equipment inspections, personnel protective equipment, signs and labeling, dosimetry and monitoring, and safety training that result for the hazard classes assigned to your experiment.  These are short descriptions of the requirements only.  You should contact your host beamline or the APS for more details.  These requirements will be printed out as part of the Experiment Hazard Control Plan that will be posted at the station where the experiment takes place.

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What is the "Beamline Admin"  Screen

The Beamline Administration is for the use of Beamline ESAF Approvers, Safety Committees and Safety Coordinators.  It is where the Approval status is kept, Beamline safety comments are added, and the final Serial Number for the experiment is entered.  Users do not have access to any of the fields on this page.

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What is the "APS Admin"  Screen

The APS Administration is for the use of the APS Experiment Safety Review Board.  It is where the Approval status is kept and APS ESRB

safety comments are added.  Users do not have access to any of the fields on this page.

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Part VI: How Do I Create an Experiment Authorization (EA) form and Experiment Hazard Control Plan (EHCP)?

Clicking the "Generate Report" button at the bottom of any ESAF page will automatically generate an EHCP and EA form that can be printed out for posting by an APS Floor Coordinator.

Part VII: What if...

I can't log on.
If you have an APS badge, has it been activated? If not, contact the APS User Office (apsuser@aps.anl.gov, 1-630-252-9090).
Do you have a valid badge number and password? If in doubt, request a temporary badge number or password (see Part II).
Did you fill out a General User Proposal with a temporary badge number/password and forget what they are?  Contact Bruce Glagola (glagola@aps.anl.gov, 1-630-252-9797).
Did you fill out a General User Proposal with a temporary badge and now have a valid APS badge?  Contact the APS User Office.

I get an error message when I submit the ESAF.
Have you entered a response to all the questions and fields? See Part III of these instructions.

The screen is chopped off when I print.
In your browser, go the page setup specifications and select "fit to page."

I still can't solve my problem or I have another question.
For questions about the ESAF process or content of the ESAF form, contact Bruce Glagola (glagola@aps.anl.gov, 1-630-252-9797).  For technical problems, contact the system developers (mis_mgrs@aps.anl.gov).

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Updated: November 12, 2007