Industrial Users: Shipping to and from Diamond from UK (DHL)

• 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.

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.
• 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.

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.
• 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.

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 pickup location, ready time, and close time. 
• Leave the courier name and account number blank, if you are using diamond's courier (DHL).
• Click add shipment.

 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 account number to be used
   

• When using DHL with ISPyB, an airwaybill should be created after all samples are defined.
• On the shipment click to create an airwaybill.

• Confirm which dewars are sent by tensuring they are ticked.
• Supply account number.
• Provide pickup time and place details.

• Request a quote for shipment.
• Select a service from the quote table.
• Generate an airwaybill for that quoted service by agreeing to terms and conditions.

• 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).
• Click the Print Airway Bill button, and print and attach the PDF to the outside of the dewar case.
• Take the Dewar to the agreed location (i.e Stores) prior to the collection window.
• Click the send to DLS button.

• 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 DHL as courier.
• Provide courier account number to be used.

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