Using the ESAF Application
The ESAF tool can be accessed through ALSHub. Simply select the option to “Complete Experiment Safety Documentation (ESAF)” to take you to a page where you can enter an ESAF.
Safety documents are required for all scheduled beamtime events at the ALS. The ALS Scheduler notifies the ESAF application about all scheduled experiments, and when users enter the ESAF system they will see a banner indicating their upcoming experiment dates as shown below. Below the banner of upcoming experiments needing an ESAF is a list of ESAFs that have already been submitted, showing the beamline, the start date, and the status of the ESAF. ESAFs may be submitted by either the proposal PI or Experiment Leader. Groups can request a change of Experiment Leader by emailing the Proposal Coordinator or Experiment Coordinator.
Submitting an ESAF
New ESAFs may be created for each experiment, or an existing ESAF may be copied as the starting point for the experiment. To create a new ESAF, click on the green ESAF+ icon for the event and complete the details in the form. To copy an existing ESAF, you will need to search for past ESAFs using the search tool, then select the desired ESAF and click “Choose an Action” in the top right-hand corner to see the copy option. Please note that an ESAF can only be copied for a future experiment if both experiments have the same proposal ID number.
Each tab of the ESAF must be completed to describe the experiment, participants, samples, and equipment that will be brought to the ALS. After completing all tabs, the ESAF should be submitted and will be available for review by the ALS safety and inspection staff and the experiment participants. Additional participants can be added at any time, but once approved, new materials and equipment may not be added. If additional materials or equipment will be brought to the ALS, the ESAF must be updated and resubmitted to create a new version. Select “Update” in the “Choose an Action” menu to update and resubmit an ESAF.
Reviewing an ESAF and Starting Work
The review process is as follows:
- Subject-matter experts: Review and approval
- EHS manager: Review and approval
- One beamline staff: Review and authorization
- Each participant at the beamline: Review of added controls and comments, and certification of agreement to follow controls and training
All reviewers and users may add comments at any point. Each approval and certification must be electronically signed. The safety team will be available to support the review process and to help collect and check signatures. Although ESAFs may be printed for posting at each sector, it is also possible to complete the whole process electronically.