Resources for EMC staff members

Gain access to proposals and other records in the EMC proposal database

1. There are two methods, and both require a username and password. You will have access to the following layouts: AEM Proposals for Tech Review, IVEM Proposals for Tech Review, Users' Data, and Technical Reviews. You will not be able to view Personally Identifiable Information (PII). Do not let EMC users access these layouts! Users are limited to submitting proposals via the guest login or editing their proposals via a temporary login given to them by the database administrator.
2. The best method is to use FileMaker Pro. From the File menu, choose Open Remote, then the Host jude.msd.anl.gov, and then the emc_proposal database.
3. The second method is to use a web browser. The URL for the proposal database is http://jude.msd.anl.gov:16080/fmi/iwp/cgi?-db=emc_proposal&-loadframes. Login with your web username and password that you have received from the database administrator; these can be different from your FileMaker network login.
4. Search for a record (a proposal, a user data record, or a technical review):
   • On the left side of the window, choose the layout that you want from the Layout menu.
   • Click on the magnifying glass button in the upper left of the window. You'll enter the "find" mode, and all of the fields will be empty.
   • Type search term in the appropriate empty field (e.g. a proposal number in the Proposal Number field, or a name in one of the name fields). You can use wildcards (e.g. "*I" in the Proposal Number field will find all IVEM proposals). Do not type if the field has data: you are not in the find mode and you are effectively editing the visible proposal!
   • Click the Perform Find button at the middle left side of the window. The record(s) corresponding to your search term will now be immediately available. If more than one record was found, you can page through them using the left/right arrow buttons at the left side of the window.
5. Before you close the web browser window, logout of the database by pressing the Log Out button on the left side of the window.
6. If you want to print a record from FileMaker, make sure that you choose "current record" in the print dialog window (FileMaker option) or you will print the entire database!
7. If you want to print a record from a web browser, use Safari or Internet Explorer; Firefox will only print the first page. You can use this method to save a record in html format: File menu > Save As (or Save Page As in Firefox) > Web Page, complete (or Web Archive in Safari).

Proposal acceptance letters

After an EMC proposal has been approved, use this checklist

1. Have the users registered with Argonne's user facilities registration system? You'll have to ask them unless you have access to that database.
2. Initiate a 593 for non-US citizens (see Becky Videtic). All of the relevant information needed for the 593 is in the Argonne user facilities registration system, or Becky can ask them for it.
3. Does a master user agreement (http://www.aps.anl.gov/Users/User_Agreements/) of the correct type exist for their institution? If not, tell the users that they must initiate the agreement. A master user agreement must be in place before users can work legally at the EMC. See below for more details.
4. Are the user's name, institution, and email on an active EMC proposal? If not, then add that information to a relevant EMC proposal, and ask the administrator of the EMC's proposal database to add a user data page and populate it with the user's personal information from the Argonne user facilities registration system.
5. If the users are Argonne employees, have they updated their JHQs? If not, ask them to do it so that we don't have to remind them to take the required Argonne courses every year. They need to check boxes D1.4.4 and R5.1.1 (see User Safety).
6. Are their Argonne courses up-to-date? See the User Training web page for information and check the users' TMS training profile (suggestion: start from your TMS profile page). If you cannot find a TMS profile for users who need a 593, the reason may be that Linda Carlson (XSD) has not entered that user's registration data because she does not know about the existence of an approved 593.
7. There are shipping issues for biomaterials, radioactive materials, nanomaterials, and toxic materials. Make sure the users are shipping their materials following the necessary DOT (and other) regulations. Already-prepared TEM specimens are generally exempt because the quantity of material is very low. However, one has to be cautious about radioactive TEM specimens because the activity of the total quantity cannot exceed specified levels.
8. If required, has the biohazard analysis form been approved by Argonne's Institutional Biosafety Committee? The EMC accepts only BSL1 materials (see our Work Control Document).
9. Are the radiation characteristics of materials within agreed limits (see proposal acceptance letter and/or technical review)? If not get help immediately from Health Physics and our division ESH Coordinator.
10. Have user-owned electronics been inspected and approved by a Designated Electrical Equipment Inspector (DEEI)? Be aware that electronics produced by Gatan, Hummingbird, Nanofactory, etc. must be inspected before they can be used at Argonne.
11. Do user-owned specimen holders or other equipment have EMC-reviewed-and-approved SOPs with training records? If they do not, we can provide the users with templates for the SOPs.
12. Users working under a proprietary proposal must have a pre-funded account in place. See below for more information.
13. Request a gate pass for non-Argonne users. If they have an approved 593, tell the users that they must have their passport and INS documents with them when they pick up the gate pass at the Argonne Information Center.
14. Are the Work Control Document (WCD) signature sheets signed, dated, and counter-signed? This is done when the users first arrive at the EMC. These are the locations of the WCDs:
    • WCD for electron microscopes: G147 (small table against the south wall); D15 corridor outside D130 (white desk on wall).
    • WCD for electropolishing with perchloric acid and methanol: Tenupol cart (usually in the IVEM facility, but the Tenupol is used in DL126).
    • WCD for TEM/SEM specimen preparation: DL126.

Use this script with arriving EMC users

1. "Have you completed the Argonne courses that are listed on the EMC's user training web page?"
   • If yes, proceed to step #2.
   • If no, sit them down at a computer and get them trained. Once they finish, proceed to step #2.
2. "Have you read the safety documents for your work here? The documents are on the EMC's user safety web page."
   • If yes, ask them if they have questions and then proceed to step #3.
   • If no, sit them down and get them to read the safety documents that pertain to their work. Once they finish, proceed to step #3.
   • Show them the exits from the facility and the location of the evacuation bells. Review what they should do in case of evacuation or tornado. Then proceed to step #4.
   • Bring out the Work Control Documents (WCD; see above for locations) and ask them to sign the signature page for each WCD that pertains to their work. You will have to show them where to sign (see below). Please note that if the specimen preparation laboratory will be used, each person must talk with Jon Hiller before any work starts, and Jon will lead them through those safety requirements.
     • WCD for electron microscopes: You have to decide whether they will sign the Limited Workers (always supervised by EMC staff) list or the Independent Workers list. It should be noted that almost no IVEM users have been recorded as being trained as independent users of the IVEM (the only place that the EMC records training qualifications for TEMs/SEMs is in the EMC proposal database), so most IVEM users should sign the Limited Workers list for electron microscopes.
     • Other Work Control Documents: They should probably sign the Independent Workers list, but that assumes that they will not need supervision by either EMC staff or another Independent Worker.
     • Finally, you (EMC staff) must enter the date they sign in the "On-the-Job Training Date" box, and initial the box "Approved to Work".

Update users' on-the-job training records

Picture badges and visitor key cards for non-Argonne EMC users

What to do when users want to purchase material or services at Argonne or work under a proprietary proposal

Familiarize yourself with the contents of a standard master user agreement

Facility Operations and Maintenance Plans

Labratory Management System policies and procedures for scientific user facilities

• https://docs.anl.gov/lms/documents/browse/userfacility/index.html
• Records required by these procedures and other information relevant to the operation of the EMC are securely stored in the management section of the EMC's RAID.

Work by service engineers under a service contract

1. Call the appropriate service center.
   • Emerson Network Power (UPS in building 216): 630-887-0180 or Perry.Principe@emerson.com
   • EDAX: 800-535-3329
   • FEI: 800-432-1734
   • Gatan: 925-224-7360 or julie@gatan.com
   • Hitachi: 800-253-3053
   • Zeiss: 800-233-3334
2. Get the following information for each service engineer who will come to Argonne:
   • Full name
   • Citizenship (US citizens can enter Argonne without further ado. Ask Becky Videtic to file a ANL-593 for non-US citizens; that process requires additional information and may take 1-3 weeks for approval, depending on several factors.)
   • The dates that they will be at Argonne.
3. The "requester (initiator)" of the service contract (and its Technical Representative) must arrange a gate pass for the service engineers using the data gathered in step 1. If the Requester/TechRep (usually Russ Cook) is not available, ask Becky Videtic to request the gate pass to avoid trouble with Argonne's contract safety people. For the Chicago-area service contractors, the easiest thing to do is request a yearly gate pass.
4. The Requester/TechRep will verify the status of the service engineers' ESH382 (contractor orientation) and EMC area training. Both courses must be renewed on a yearly basis and must occur before work can start. ESH382 is available every morning except Wednesday at 0730 in building 202. It can also be taken by computer in building 202 at other times.
5. When the service engineers arrive, the Technical Representative will have to:
   • Each day, notify the division ESH Coordinator that the service engineers are present.
   • Each day, call 2-7200 and report to ESQ the following information: company name, contract number (i.e. purchase order number), building number, and number of employees.
   • Notify the service engineers that they have to sign the log book outside the 212 maintenance office when they arrive and when they leave each day.
   • Review with the service engineers the ANL-209 Job Safety Analysis (JSA) and obtain their signatures on it (once per yearly contract is enough). The pertinent JSAs are located in each lab, either in a binder or posted on the door.
   • Make sure that a yellow ANSI/OSHA-compliant sign is posted and barricades are put up, if needed, to keep unauthorized people away from the work area.
6. The Technical Representative of the service contract may ask other EMC staff to help with the following responsibilities:
   • Ensure compliance with the ANL-209 Job Safety Analysis (JSA).
   • Ensure compliance with all other Argonne safety policies and procedures.
   • Assist and monitor the service engineers in completing their work.
   • Provide the service engineers with technical direction. All such direction, however, must be within the scope of the statement of work and in accordance with the terms of the service contract. Any technical direction must be within the legal guidelines.

Other work by service engineers that is not covered by a service contract

EMC's RAID file storage and tape backup system

• emc_raid_1/emc_share_1 for general EMC users
• emc_raid_2/emc_share_2 for general EMC users

• From the Argonne intranet, you can use a secure ftp (SFTP) client with SSH2 protocol such as Fugu (for Mac) or WinSCP (Windows). The IP address is 146.139.72.19 and the directory you want to connect to is volumes/emc_raid_1/emc_share_1.
• From a Mac, you can also connect through the Finder's GO menu rather than using a SFTP client.
• You will need a VPN account to access the RAID from an Argonne guest network or from outside Argonne.