Proposal Guide

Proposal Content

All SSRL proposals require submission through the User Portal and should contain the required information about the research goals. Different proposal types have different requirements for their content. These requirements for the various types are listed below. 

When submitting proposals or requesting beam time, remember that attention will be given to published results from previous experiments utilizing SSRL's unique facilities that have appropriately acknowledged SSRL, DOE and funding agencies. Updated publications and acknowledgements help to demonstrate the scientific achievements and productivity of SSRL beam time as well as the scientists who have been awarded beam time at this facility.

SSRL scientists are available to answer questions about SPEAR, beam lines, capabilities, science or techniques to help users plan their experiments.

Instructions for New Standard Proposals (Not LOI or Rapid Access)

In addition to the questions asked through the User Portal, standard proposals contain 2 main parts: a brief abstract and the proposal description.

Title and Abstract: In the respective fields, provide a title and brief summary of the proposal that you would be willing to share in various reports. Briefly state the scientific justification, the planned experiments, the techniques to be used, and the expected outcomes; limit to 1900 characters.

Proposal Description:  Describe your experiment including the following information, with Specific Aims and Planned Experiments clearly explained. The Project Description must be in PDF format using 12-pt font, 1 inch margins and single spacing. The proposal PDF is limited to 3 pages (not including references). Provide the PI/Spokesperson's name in the upper right hand corner of each page.

1. Background/Significance: Provide a brief description of the current state of the chosen research area, concentrating on any gaps in current understanding that this proposal is designed to address. The significance of the research question being addressed should also be discussed. Essentially, answer the questions 'why is this research of interest?'. Be clear and concise; remember that reviewers may not be precisely in your area of research.
2. Specific Aims: Itemize the particular questions you want to answer, preferably as a numbered or bulleted list. Very briefly, describe how these questions target the overall research question discussed above.
3. Planned Experiments: Preferably organized by your Specific Aims, state the experiments that you plan to perform in pursuit of the answers to your specific aims. Be explicit with samples you will examine, techniques you will employ, and results you might expect. It may be appropriate to comment on how you would respond to difficulties encountered.
4. Data Interpretation Methods: Provide a brief overview of the methods of data interpretation you intend to use and of your experience, if appropriate.
5. Need for Synchrotron Radiation and SSRL: Describe why you believe that the synchrotron radiation techniques you propose are required or desirable to pursue your specific aims. If you are familiar with SSRL beam lines, specify which beam line(s) you want to use for your experiments and why; estimate how much beam time will be required, preferably organized by your Specific Aims.
6. References: Provide references to related work, including work demonstrating characterization by more conventional methods.

* Any potential safety related issues must be disclosed when submitting a new proposal. List and describe any safety concerns that may arise with samples you will examine, equipment you will use, or techniques you will perform (including any physical, chemical or biological hazards) and how these issues will be addressed in the experiment design.

Rapid Access

Rapid Access Proposals Rapid Access Proposals may be brief but should provide sufficient detail for review and rating by the Proposal Review Panel. It is recommended to follow a similar structure as Standard Proposals but in more concise language with a focus on essential references and steps.

Rapid access proposals must include a strong justification of why rapid access is needed. Often the justification is to try new ideas or to conduct initial feasibility tests.

Letter of Intent

Similarly to Rapid Access Proposals, Letter of Intent (LOI) may also be brief with a similar structure as Standard Proposals. However, any LOI Proposals must include a strong justification for why LOI time at SSRL is needed. Users may submit LOI proposals through the User Portal at any time.

LOI proposals are subject to the availability of beam time.

Block Allocation Group (BAG) Proposals

BAG proposals are accepted on SSRL BL14-1, BL9-2, BL12-2 and BL12-1. Only measurements based on existing, standard setups available at these beam lines will be considered for the BAG beam time.

Proposal submission will be very similar to the standard proposal format.  See Macromolecular Crystallography Block Allocation Group Proposals.

TBD

Proposal Extension Requests

All standard proposals may be eligible to request a one-time extension from the SSRL Proposal Review Panel (PRP). For XRAY/VUV beam lines eligibility is contingent upon not having exceeded the number of shifts estimated on the original proposal. If approved, the PRP may extend the proposal up to 2 additional years, change the rating, and/or limit the amount of beam time allocated.

Send proposal extension requests by email before the initial beam time eligibility period expires. Extension requests will be accepted and reviewed on the same schedule as new proposals. Based on the extension material provided, the PRP may extend the proposal for up to two years, change the rating, or terminate the proposal.

Extension requests must summarize the following. Include the following information in the email listed below.

1. Proposal Number and Spokesperson's Name
2. Progress: Briefly describe work accomplished at SSRL on this proposal to date (2-4 paragraphs).
3. New elements: If applicable, describe any new elements that may add interest to extending the proposal (1-2 paragraphs).
4. Future plans: Briefly describe the next steps or future plans proposed to be pursued under the existing proposal (1-2 paragraphs).
5. Update collaborators: If different from the original proposal, list current collaborators, including institution and email address; ask new collaborators to register as new users on the user portal.
6. Summary of beam time: List beam time used at facilities other than SSRL-this will not affect your SSRL proposal extension request.
7. Publications: List all publications related to work conducted at SSRL on this proposal, include links, and ensure that user publications have been reported and included in the SSRL publications listing.

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Review How to Request & Access SSRL Beam Time

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Tips to Write a Good Proposal

What makes certain proposals stand out from the crowd in the review process?

The Stanford Synchrotron Radiation Lightsource Proposal Review Panel says "A good proposal answers all the 'W'-questions: WHO is going to do WHAT, WHERE (beam line), WHEN (preferred time period), WHY, and HOW."

Beam time at SSRL is made available to users from around the world through proposals submitted via the online user portal three times annually, prior to each SSRL run cycle.

User proposals are handled in a two-step process: The Proposal Review Panel (PRP) peer reviews and scores each proposal using a five-point scale. Proposal spokespersons are eligible to request beam time in each of the next six scheduling periods (2 years). Beam time requests are reviewed, a schedule for each beam line is centrally prepared by User Research Administration, and beam time is allocated in collaboration with the beam line scientists.

Here are some tips to answer the "W" questions and get your proposal off to a great start in the review process:

Start by reviewing the proposal instructions on the User Portal Website (see How to Submit an SSRL Proposal).

• Plan a competitive proposal
  • Start with a clear, to-the-point title (better than flashy and/or vague). Invest the time to prepare a thorough proposal, and do not assume that the reviewers will be familiar with your work. Base your work on interesting science backed by a good, strong experimental plan. Spell out the importance and relevance of your proposed work (including background and specific aims). Plan experiments that are focused and avoid trying to do too much in one proposal. Submit a single proposal requesting time on multiple beam lines when the work is conceptually related, but submit separate proposals when your research covers a large range of materials or measurements.
• Do your homework
  • Clearly define your experimental method, analytical and data interpretation methods, and the need for synchrotron radiation at SSRL. Choose the instrument/beam line best suited for your work. Request a reasonable number of shifts for your experiment—be sure the complexity of your work matches the time you are seeking. If your experiment requires a lot of advance set up and this preparation could be done during a shutdown day, include this in your proposal and beam time request.
• Identify a good team of collaborators
  • Include experimenters who bring relevant experience to your experiment and list all experimenters who will play a role in your work, both those who will come to SSRL and those who won't. Beam line scientists are a great resource. Talk to them before submitting your proposal and include beam line scientists on your team if you are collaborating with them.
• Back up your proposal with demonstrated performance
  • Include previous data and any preliminary results in your proposal. Cite relevant publications and be sure to inform us so that your papers and theses are on our publications list.
• Have your proposal reviewed by a colleague
  • Ensure that your writing is clear, concise, and on topic—avoid information that is not directly relevant to your specific aims.

Many thanks to Connie Vanni and Pete R. Jemian at the APS for sharing their contributions to this article.