Tips for preparing your proposal

This page outlines the questions you will be required to answer when preparing a merit proposal for synchrotron beamtime. All proposals need to be submitted via our online proposal system. For further information on how to use the proposal system, please click here.

Proposal Fields

There are 5 pages of information that need to be completed before a merit (or foundation investor) proposal can be submitted. If these fields are not complete you will not be able to submit your proposal and you will be given a list of incomplete fields on the 'Submit' page.

Experiment

Field	Description
Title *	The Title should be descriptive and have no more than 250 characters.
Scientific Area	Selection from a drop down list.
Keywords	You can use keywords in order to provide more information. Keywords should be separated by commas. One "keyword" can have up to 100 characters.
Abstract *	In no more than 100 words of plain language, summarise aims, significance and expected outcomes. This abstract may be used by the Australian Synchrotron for media and PR purposes. Maximum 100 words.
Scientific Purpose *	Describe the proposed experiment at a level that can be understood by scientists from a related field, addressing the following points: · The significance and background of the project: why is it interesting and important? · The aim of the experiment: what information do you expect to get, and how will it contribute to your project? This should be the major part of this section. · Originality of the experiment · The relationship the proposed experiment has to the ongoing work of your group, including the status of preliminary experiments · Student participation, while not a requirement, needs to be tracked: does this work form part of a Masters/PhD thesis? What is the role of the students involved eg sample preparation, data collection or data analysis? Maximum 600 words.
Proposed Experiment *	Describe experimental plan and estimate time required for each part of the experiment - Justify number of samples and measurement conditions (eg why 50 temperature steps) Maximum 600 words.
Experience of Participants*	Please detail the experience of the group and the outcomes/publications resulting from previous experiments over the last 3 years. Maximum 1000 words.
The need to use Synchrotron Radiation *	Justify why this work cannot be done using laboratory X-ray sources or other (non-X-ray) techniques. Maximum 1000 characters
References	Maximum 2000 characters
Research Funding Details	List sources of funding which support the research involved in this proposal: ARC, NHMRC, internal institution funding etc. Indicate if experimental travel funding is included. Maximum 1000 characters
Intellectual Property Details *	Maximum 1000 characters

Note: Maximum number of characters in text fields refers to the number of characters plus spaces plus hidden embedded HTML formatting (commonly occurs when you have copied/pasted from MS Word or other word processing software). It is highly recommended that text be copied into a plain text editor (such as MS Notepad) first, then copied/pasted into the Portal fields in order to negate any hidden formatting. For hints on how to remove hidden embedded HTML formatting to reduce the size of your text field, see further instructions at the foot of this webpage.

Researchers

Add all experimenters with full name, role and whether or not they will be in attendance.

Beamline

Field	Description
Beamline *	Add in the name of each Beamline requested including anticipated number of shifts required.
Impossible dates *	Include dates that you will be unable to attend the experiment on. Maximum 250 characters.
Experimental Needs	Please detail any standard laboratory chemicals you would like us to supply. Maximum 2000 characters.
Special Requirements	Please specify any equipment needed on site for sample loading, treatment, storage etc. (inert atmosphere, refrigeration, dry box etc.). Maximum 2000 characters.
Hazards	Please describe how any Hazards associated with equipment that you plan to bring on site will be managed. Maximum 2000 characters.

Samples

For each sample fill in the following:

Field	Description
Sample name *	Descriptive name of sample.
Sample Composition *	Requires CAS number or name, formula and note.
Physical Form	Selection from a drop down list.
Safety Information *	Select from check boxes including: Toxic, Corrosive, Flammable, Explosive, Radioactive, Carcinogenic, Biological Hazard, Not Hazardous. A text box is provided for sample and safety comments.
Status of Sample	Indicate if the sample is prepared or the date that it will be ready.
Disposal *	Select disposal type from drop down menu.

Figures

Any graphics associated with your proposal must be uploaded separately in .gif, .jpg or .png format of no more than 300k in size.

Hints on removing embedded HTML formatting from text fields

If you are writing your proposal in MS Word (or equivalent) then copying/pasting the text into the fields of your proposal, the text is likely to carry with it hidden embedded HTML formatting which will contribute to your character limit. The image, below left, is an example of the results of such an operation. Clicking on the 'show HTML' button will display any hidden embedded formatting, as seen in the image below right.

The easiest way to negate any hidden formatting, is to copy/paste any polished text into a plain text editor (such as MS Notepad) first, then copy/paste into the Portal field. The resulting text has very minimal embedded hidden characters (which could subsequently be removed manually in the Portal field if character limits are very tight). There is a marked difference between the character count in the example above versus the Notepad example below.

Clicking on the 'Hide HTML' button will return you back to the normal view of your Proposal field.

General Tips: As is the case with many software applications, don't forget to save your work often in order to avoid accidental loss or system time-out. Avoid using the 'Back' button in your internet browser as the Portal will return an error and you may lose valuable un-saved work. You should only ever use the Portal-specific buttons to navigate the Australian Synchrotron Portal.