Documentation of the Web-Based ESAF System.

What is new in the Web ESAF process? (05/17/2003)

The following modifications have been added to the Web ESAF process (These changes are in effect for the running period starting May 28, 2003):

  1. The ESAF system has been modified.  It has a new look (like that of the GUP system.  There is a new safety guidance/requirements package.
  2. An ESAF MUST be approved by both the Beamline and the APS before the experiment may begin.
  3. The ESAF should be submitted at least seven (7) days before the beginning of the experiment to allow for review by both the Beamline and the APS.
  4. There are two forms generated automatically by the system:  The Experiment Authorization (EA) form (posted in the cabinet at the end of the beamline) and the Experiment Hazard Control Plan (EHCP) posted at the station where the experiment is being conducted.
  5. Certain experiments require reviews that involve people outside of the APS and will require additional time for review.  These include experiments that utilize radioactive materials (APS Radiaoctive Sample Review Committee), biohazard materials (ANL Institutioanl Biosafety Committee), human tissue/materials (University of Chicago Institutional Review Board),  and new class 3 and 4 laser installations (ANL Laser Safety Officer).  Please allow sufficient additional time for these review.
  6. All ESAFs must be submitted electronically.  Use the links on the ESAF system page.
  7. Clicking on "Create ESAF" will present a page listing any of your active General User Proposals that may be used to create an ESAF.  If you have no active General User Proposals you should click on the "Create New ESAF" button. 
  8. Users should enter their names and contact information by using the "FIND" link on the ESAF.  If you find anything wrong in your contact information please contact the APS User Administration Office to make corrections.
  9. The core APS training status of badged APS users will be displayed in the line with their name.  The date that retraining is due for APS101, GERT, and Sector Orientation will be shown.  If any of your training is overdue please contact the APS User Administration Office to arrange for retraining when you arrive at the APS for your experiment.  You may also be contacted by Amanda Erickson of the APS to schedule retraining.  The training fields cannot be edited.
  10. Clicking the submit button will forward your completed ESAF to your host beamline management and the APS.  Clicking the save button will save the information without sending notifiBeamlineion to your host beamline.
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Do all Beamlines use the APS web system?

All of the Beamlines use the APS web-submission ESAF system.  BioCARS Users should use the link provided to submit an ESAF to BioCARS (Sector 14).  The ESAF information collected will be forwarded to the APS system for you by BioCARS.   Please use the link provided to access their systems.  

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How does the Web ESAF process work?

When an ESAF is submitted, the Beamline is notified by e-mail that a new form has been submitted.  The APS Experiment Safety Review Board (ESRB) is also notified.  Both the Beamline and the APS can make comments about experiment safety concerns.  The system will notify the experiment spokesperson if the experiment and safety form are approved by both the Beamline and the APS.  The Beamline and/or the APS will notify the designated On-Site Spokesperson if there are any safety concerns that need to be addressed.   At the beginning of the experiment, the Beamline will print out a copy of the Experiment Authorization (EA) form and the Experiment Hazard Control Plan (EHCP) for signature verifying that all samples/materials are correct  and all required safeguards are in place and have a Floor Coordinator post the EA form at the end of the beam line and the EHCP at the station were the experiment is being conducted..

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How do I submit a web-based Experiment Safety Approval Form?

  1. The submission of an Experiment Safety Approval Form begins by clicking on the "Experiment Safety Assessment Form System" link at the top of the APS Experiment Safety Form Page.  This brings up a login page.  

  2. Enter your APS User badge number (found on the back of the badge, below and to the right of the magnetic strip. Use the 3rd through 7th digits.)  If you are not yet a registered APS User click on the "Click here if you are a new user" link on this page and you will be sent a temporary badge number. The first time you use this system the password is also your badge number. You will be immediately asked to provide a new password and can then login. If you have used a temporary badge number to fill out an ESAF and now have a permanent APS badge number please let the APS User Office know so that we can associate the ESAF with your permanent APS badge number.  If you submitted a General User Proposal with a temporary badge use the same badge number and password to access the ESAF system. 

  3. Completing the login will open up the APS Experiment Safety Assessment Form main menu page.

  4. If you are creating a new ESAF click on the Create ESAF link.

  5. If your are editing/viewing an existing ESAF click on the "Edit/View ESAF" link.

  6. DO NOT USE the browser BACK button. You are not guaranteed to have the latest information in the form. Always use the navigation buttons provided on the form.

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Who else can see my ESAF?  Is it confidential?

Before an Experiment Safety Approval Form is submitted to the Beamline it is only viewable on the web by personnel listed on the form.  After it is submitted to the Beamline it is also viewable by the designated Beamline's Safety Coordinator, APS Floor Coordinator for that sector, and the APS ESRB.  Beamline personnel can only view forms submitted to their Beamline.  Once the form is posted at the end of the beam line it is considered public.  The Beamline can make changes to any of the information on the form.  

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Can I modify or use the same ESAF again?

Yes, you can modify any ESAF that you have saved. The Beamlineand APS are not notified of changes to any form that is not yet submitted to them (you have only saved it, not submitted, as denoted by a red asterisk in the second column of the query result page). You can also modify an ESAF that you have submitted to the APS until it is approved (a form whose approval status is "pending" ). When a form that is pending (already submitted) is modified by its owner an e-mail is generated to let the Beamline and APS know that a pending form has been modified.  Attempting to edit a form that has already been approved by the Beamline does not affect the approved ESAF.  It duplicates the ESAF and enters it as a new submission to the system (i.e. it starts the process over requiring approval by the Beamline and APS).   Remember, you can ONLY view the ESAFs that have YOUR APS badge number associated with them.

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For how long is the  Safety Approval of an ESAF valid?

Experiment Safety Approval Forms are valid for 1 year from the date of Beamline and APS approvals as long as the information on the form and hazards of the experiment do not change. Most experiments will not be affected by this restriction.

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Please send any questions or comments about this page to Bruce Glagola (630/252-9797)