Instruments by Science Group

Macromolecular
Crystallography

Soft Condensed
Matter

Imaging and
Microscopy

Biological
Cryo-Imaging

Magnetic
Materials

Structures and
Surfaces

Crystallography

Spectroscopy

Industrial Users: Shipping to and from Diamond from EU and Rest of World (User's courier)

Summary: To Diamond

All users need to specify the details of the contents of their dewars via ISPyB.

Create a new shipment through ISPyB.
- Unattended data collection.
- Responsive remote beamtime/ Industry mail-in samples.
- Ship for future sessions.
Add all samples to the shipment. For this all samples need to be defined in UAS.
Add all dewars/hard disks/tools to the shipment.
Arrange shipment to Diamond Light Source.

Goods Handling,
Synchrotron Zone 8,
Diamond Light Source Ltd,
Harwell Science & Innovation Campus,
Didcot
OX11 0DE

Shipment should be arranged under Delivered Duty Paid Incoterms, subject to VAT and duty tax.
Please specify Diamond contact details as: goodshandling@diamond.ac.uk / +44 1235 778426
Note that the carriage of Dewars is likely subject to dangerous good provisions. Typically, road and air transport require declarations, as below, please confirm these with your courier.
- Not restricted as per ADR A346 as per packing instruction 203.
- Dry shipper - not restricted as per IATA special provision A152.
Note that Diamond Goods Handling is only able to receive shipments between:
- Monday - Thursday 8.00am to 4.00pm.
- Friday 8.00am to 3.00pm.
Print and attach ISPyB Shipping Labels, and airway bill.
Arrange collection with your courier.
Mark shipment as sent within ISPyB.
Provide a copy of the shipment invoice and airwaybill to goodshandling@diamond.ac.uk

If you have any difficulties please contact mx-usersupport@diamond.ac.uk (Academic MX), industry@diamond.ac.uk (Industrial Users) or EBICadmin@diamond.ac.uk (Academic EBIC).

Please note we are continuing to work on shipping procedures and these are subject to change. Due to sustained substantial shipping delays, we are not currently using temporary import and export mechanisms.

Summary: From Diamond

After the experiment has been completed, and the dewar has been returned to the storage hotel, an email notification will be sent. Please await this email before requesting dewar dispatch.
Shipment should be arranged under Delivered Duty Paid Incoterms, subject to VAT and duty tax.
Use the shipments interface to request dewar dispatch.
Provide details of the courier.
Request dispatch at least 1 working day before courier pickup is arranged from Diamond stores.
If you are arranging pickup by a courier, ensure pickup is within stores hours of 8am-4pm Mon-Thursday, 8am-3pm Friday.
If we need to add any paperwork or airway bill, please give full details in the comments, and a copy of details and airway bill to goodshandling@diamond.ac.uk.
If you have included a return airway bill in the shipment case, please indicate this in the dewar dispatch request.
If you require Diamond goods handling to arrange pickup on your behalf, ensure the courier information and account number is supplied, and instruction given in the dewar dispatch request, and by email to goodshandling@diamond.ac.uk. (This is only applicable to DHL, Fedex and UPS).

To Diamond

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- Log in to ISPyB.
- Select your proposal.
- Select Shipments.
- Click add shipment.
- Add a Name for the shipment, normally this is composed from the dewar name and any identifying details i.e DLS-MX-123-Remote.
- Select your Diamond dewar ID from the drop down box. If no dewars are listed, you will need to register a new dewar or migrate a dewar from a previous proposal to the current proposal.
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Follow the guidelines Unattended Data Collection to specify sample details, as additional information is required to allow unattended collection.
- Confirm the number of dewars.
- Select a dewar. Repeat if there are multiple dewars.
- Selected Automated/Imager.
- Confirm the safety level that corresponds to that on UAS.
- Add any comments.
- Select an outgoing lab contact, adding one if necessary, by clicking the button on the left hand side.
- Provide the date shipment has been arranged for.
- Provide details of your courier.
- Click add shipment.
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Ship for responsive remote beamtime, one must answer the following questions after ticking the responsive remote checkbox:
- INDUSTRIAL USERS ONLY: is this for remote data collection or mail-in service work? [remote/mail-in].
- Requested beamline session length [hours].
- Energy or wavelength requirements [eV/A].
- Do you need microfocus beam (provide further information in additional comments)? [y/n].
- Are there times in the two weeks after delivery when the people collecting data are unavailable from 1100 Tuesday to 0900 Saturday?
- Additional comments.
These questions allow Diamond staff to schedule your visit dependent on your requirements, and constraints on the beamlines. Please note they are subject to change, as we alter the days on which beam may be available.
- Add a name for the shipment.
- Confirm the number of dewars.
- Select a dewar. Repeat for multiple dewars.
- Confirm the safety level that corresponds to that on UAS
- Select an outgoing lab contact, adding one if necessary, by clicking the button on the left hand side.
- Provide the shipping date.
- Specify Courier Name.
- You do not need to specify courier account details if you are arranging your own delivery and collection.
- Click add shipment.
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Ship for a future experimental session. This is currently limited to a small number of sessions which are booked in advance, i.e. Serial Synchrotron Crystallography.
- Add a name for the shipment.
- Confirm the number of dewars.
- Select a dewar.
- Select the experiment for these crystals from the dropdown list of future experiments.
- Confirm the safety level that corresponds to that on UAS.
- Add any comments.
- Select an outgoing lab contact, adding one if necessary by clicking the button on the left hand side.
- Confirm a shipping date, this should normally be at least the day after the shipment is arranged to allow the courier.
- Confirm the courier name.
- Click add shipment.
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If your name is not in the list of Lab Contacts, click add and fill in this form:
- Define a unique name for the lab contact.
- Add name, phone number, address and email adress.
- Add courier name.
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- Click print shipment labels and affix these to the shipment:
  - Dewar Label: affix this label to your dewar which ensures it can be identified at all times at the facility.
  - Outbound Address label: To be attached to the outside of your transport container for shipment to facility.
  - Return Address Label: The return address for your shipment (Please include this in your shipment, e.g. put it behind the outward bound address or in the transport container).
- Attach any paperwork necessary for your own courier, and arrange collection.
- Click the send to DLS button.

From Diamond

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- To ship your dewar home, wait for the email notification that your dewar is ready to be returned.
- Log into ISPyB and select the "Shipments" page from the proposal menu.
- Click on the shipment that contains the dewar you want dispatch back home.
- Click the small “house” symbol in the last column of the information for the dewar that you want to dispatch.
- You will be redirected to a webpage with the title "Request Dewar Dispatch".
- Fill out the visit and the contact details.
- Indicate your courier name.
- Give details of the courier pickup in the comments field.
- Click "Request Dewar Dispatch" at the bottom of the page.
- Request dispatch at least 1 working day before courier pickup is arranged for diamond stores.
- If you are arranging pickup by a courier, ensure pickup is within stores hours of 8am-4pm Mon-Thursday, 8am-3pm Friday.
- If we need to add any paperwork or airway bill, please give full details in the comments, and a copy of details and airway bill to diamondgoodshandling@diamond.ac.uk
- If you have included a return airway bill in the shipment case, please indicate this in the dewar dispatch request.
- If you require Diamond goods handling to arrange pickup on your behalf, ensure the courier information and account number is supplied, and instruction given in the dewar dispatch request, and by email to diamondgoodshandling@diamond.ac.uk. (This is applicable for Fedex, DHL and UPS only).

Diamond Light Source is the UK's national synchrotron science facility, located at the Harwell Science and Innovation Campus in Oxfordshire.

Diamond Light Source Ltd
Diamond House
Harwell Science & Innovation Campus
Didcot
Oxfordshire
OX11 0DE

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Diamond Light Source^® and the Diamond logo are registered trademarks of Diamond Light Source Ltd

Registered in England and Wales at Diamond House, Harwell Science and Innovation Campus, Didcot, Oxfordshire, OX11 0DE, United Kingdom. Company number: 4375679. VAT number: 287 461 957. Economic Operators Registration and Identification (EORI) number: GB287461957003.

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