Academic Users: Shipping to and from Diamond from EU (DHL)

Eligibility

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

Academic users within the UK or EU can have two dewars per shipment reimbursed when using ISPyB and book shipments with DHL, subject to the terms and conditions. 

Users within Northern Ireland should follow these shipping guidelines from outside the UK.

Summary: To Diamond

Due to the recent end of the UK transition period, we are improving shipping via https://ispyb.diamond.ac.uk/. Temporarily for all EU and NI users please contact mx-usersupport@diamond.ac.uk (Academic MX) industry@diamond.ac.uk (Industrial Users) or EBICadmin@diamond.ac.uk (Academic EBIC ) respectively prior to shipping. In the initial period the shipping via DHL will work as follows:

1) Create a new shipment through ISPyB.

2) Add all dewars/hard disks/tools to the shipment

3) Add all samples to the shipment. For this all samples need to be defined in UAS.

4) Print the barcoded ISPyB labels. Stick Label 1 onto your shipping box and Label 2 onto the side of your IATA approved dry shipping dewar. Do not forget to include Label 3 within your dry shipper box.

5) Book Shipment:

For EU and NI based users using the DHL booking system in ISPyB email contact mx-usersupport@diamond.ac.uk (Academic MX), industry@diamond.ac.uk (Industrial Users) or EBICadmin@diamond.ac.uk (Academic EBIC) repsectively to generate the airway bill.

  • Please note this will take 24-48 hours, assuming all information is provided, so please consider this when arranging to send samples. 
  • It is mandatory for all samples to be defined before the airwaybill can be created.
  • Please provide us your Economic Operators Registration and Identification number (EORI), if you do not know this directly, a contact at your institution that normally deals with international shipping should know this.
  • The freight charges will be covered by Diamond Light Source, but we will use Delivered at Place (DAP) Incoterms, meaning that there may be duties and taxes payable upon import back to your Country.
  • Please advise us of any local customs requirements for your shipment.
    • Without further advisement we will register the shipment as a temporary export from the country in which the institution is based, and a temporary  import on return to that institution. 
  • We have investigated best practices, to clear UK customs with as little delay as possible. Therefore we will setup the pro-forma invoice and shipment details for this goal. If details are different to those required to clear your local customs please discuss with us in advance of shipment.
  • We are investigating further best practices to reduce the impact of delays and unforeseen costs, and appreciate any feedback on our shipment methods.

6) Attach the airwaybill supplied by Diamond Staff.

7) Ship to Diamond.

Summary: From Diamond

  • After the experiment has been completed, and the dewar has been returned to the storage hotel, an automated email notification will be sent. Please await this email before requesting dewar dispatch.
  • Use the shipments interface to request dewar dispatch.
  • Please indicate DHL as courier.
  • The freight charges will be covered by Diamond Light Source, but we will use Delivered at Place (DAP) Incoterms, meaning that there may be duties and taxes due from the shipping institution

To Diamond

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    • Log in to ISPyB.
    • Select your proposal.
    • Select Shipments.

    Shipment1

    • Click add shipment.

    Shipment2

    • 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.

    Dewar Drop Down

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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.
    • Confirm a shipping date, this should normally be at least the day after the shipment is arranged to allow the courier time to arrange pickup. Please currently allow one to two extra working days for the generation of an airwaybill. 
    • Confirm the pickup location, ready time, and close time. 
    • Leave the courier name and account number blank, if you are using diamond’s courier.
    • Click add shipment.

    udc labelled

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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.

    industrial responsive labelled

     

    • 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.
    • Confirm a shipping date, this should normally be at least the day after the shipment is arranged to allow the courier.
    • Confirm the pickup location, ready time, and close time. 
    • Add your DHL courier account number for Diamond to use.
    • Specify DHL to the courier name.
    • 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.

    Shipment3

    • 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.
    • Provide the sipping date that you ahve arranged with your courier.
    • Add your 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:

    labcontact

    • Define a unique name for the lab contact.
    • Add name, phone number, address and email adress. 
    • Add details of the courier used.
       
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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).
    • Add any paperwork required by your courier to the dewar case.
    • Click the send to DLS button.

    ispyb_8

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.

    Shipments 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.

    Dewar to ship home

    • You will be redirected to a webpage with the title "Request Dewar Dispatch".
    • Please fill out the visit and the contact details. 
    • If Diamond has arranged your shipment, and covered costs, please indicate DHL as courier.

    request form

    • Click "Request Dewar Dispatch" at the bottom of the page.

 

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