SCAUP - important information

1. SCAUP is our new and improved sample and shipping service that is built specifically for cryo-EM workflows at eBIC. It is streamlined to record, track, and optimize your experiments.
2. As SCAUP is still in development and testing phase there will be changes to the service. We will compile minor changes and update the guides at once. So, please beware that there may be slight changes from what you see in the guide. For any help, please email ebicadmin@diamond.ac.uk
3. Please beware that although ISPyB website service for shipping samples to eBIC is still working, it won’t be available in a few months’ time once SCAUP is fully tested. We will update that information on our website before we fully move to SCAUP. Currently, both SCAUP and ISPyB are available, but we strongly recommend users to use SCAUP.
4. We strongly recommend users use the SCAUP or ISPyB service for sample shipping. Users who do not use them are solely responsible for their sample arriving and leaving eBIC. Only dry shippers entered in SCAUP or ISPyB will be checked and topped up with liquid nitrogen while they are kept in eBIC.
5. All samples must be entered into the UAS and have an approved ERA before they arrive on site. Once a sample is approved in the UAS system, users can ship their samples to Diamond (eBIC).

IMPORTANT NOTICE

6. eBIC strongly advise users to ship in advance of sessions and allow enough time for delivery, so that dewars arrive at Diamond in good time before the session start date:

• EUROPEAN & REST OF WORLD groups - dewars to arrive at eBIC at least one week before session start date. Allow sufficient time for delivery to avoid import delays due to courier, customs delays, etc... Send requests for airway bills to eBIC three weeks before the session start date. 
• UK groups - dewars to arrive at eBIC at least 4-days before session start date.

WARNING

7. Users must ensure dry shipping dewars are in good condition and will hold LN2 levels before shipping samples to eBIC. If users suspect a dewar is not in good condition, do not send it to eBIC. eBIC does not take responsibility of user's samples if the dewar is sub-optimal.

• A simple check to know whether a dewar is good enough to send to eBIC:
  Fill the dewar up with LN2 to the brim and leave it for 3-days and if the level of LN2 does not go down by much, or not at all, then the dewar is in good condition and can be sent to eBIC. However, if the level of LN2 goes down significantly in the 3-day period, then it is not in a good condition and should not be used to send samples to eBIC. Follow this link for more information on care of dry shippers.

8. Users need to include any specialist tools for uncommon puck systems and grid boxes in the shipper before sending samples to eBIC.

Notice for all users: please send questions about shipping samples and dewars for eBIC sessions to this email address: ebicadmin@diamond.ac.uk

9. UK and EU based academic users can ship using Diamond's DHL account via SCAUP or ISPyB. Only shipments undertaken using this method will be able to be reimbursed by Diamond.
10. Non-EU based academic users, and all industrial users can also arrange their shipment with DHL in SCAUP or ISPyB but must supply their own DHL account number. Alternatively, they can arrange their own courier for incoming and outgoing shipments.
11. All users must fill in all compulsory fields of their sample and shipment in SCAUP or ISPyB before shipping. This is necessary to confirm safety of samples being shipped to Diamond. Explicitly, all samples in all grid boxes and pucks must be defined.
12. All EU and NI Users, arranging their shipment with DHL in SCAUP or ISPyB should be aware that they cannot create an airwaybill in SCAUP and ISPyB and should contact ebicadmin@diamond.ac.uk

These pages are about Academic (non-proprietory) shipments. Industrial Users should use this link.

Below is a table illustrating the current method of shipping your dry shippers to eBIC, Diamond:

13. Although we do not recommend (due to safety concerns and other reasons such as dewar not being scanned in the system), you can bring your dewar yourself. Usually, only local users can bring the dewar in person (though we do prefer you to ship them). They need to be delivered to the Goods Handling Department, in Zone 8 of the Synchrotron, and not to the beamlines, so it can be correctly booked in. You can contact them here if needed:

• Email: goodshandling@diamond.ac.uk
• Telephone: +44 (0) 1235  39 5381

If you are coming for an onsite visit, please ensure your dewar is delivered to Goods Handling by 10:00am, and that you have liaised with your local contact so that they are aware that this is happening. 

14. Dewars and cases still need to be labelled with the Shipping Labels from SCAUP or ISPyB, as this is used to track them around site. If you are delivering them without the case, please still include the case labels printed out, along with the dewar label on the neck.
15. Transportation Safety: Dewars containing liquid nitrogen shall not be transported to Diamond by car or other means not fit for purpose - follow advice from your institution's safety advisors on safe transportation and compliance. Dewars should be prepared for dry shipment as you would for shipment via couriers.

Please click on the links below for more information:

• Care for dry shippers
• Terms and conditions