Submitting a Proposal

Access to EMSL resources is granted through a peer-reviewed proposal process. In general, users whose open research proposals are accepted may use EMSL resources free of charge. Open research is loosely defined as science and engineering research for which the resulting information is published and shared broadly within the scientific community. Different Terms and Conditions, including cost policies and other restrictions, apply to proprietary research. All EMSL users must Acknowledge EMSL in their written works.

Gain access to EMSL resources through the peer-reviewed proposal process detailed below. EMSL's Proposal Planning (pdf) guides users through this process.

Contact an EMSL staff member (Highly recommended)

Potential EMSL users are strongly encouraged to contact the EMSL staff member(s) or Capability Lead(s) associated with the instruments of interest to your research, and to learn about EMSL's science, including research within the four Science Themes, and EMSL's unique and state-of-the-art Capabilities.

1.     Submit a proposal via the EMSL User Portal

Review the current Proposal Guidance for the applicable proposal type for page limits, formatting requirements, and information that must be included in your research description and proposal. Additional proposal requirements exist if you are resubmitting a proposal that was previously rejected. For researchers developing Letters of Intent and full proposals for the Joint Call for Collaborative Science between EMSL and the Joint Genome Institute, the details regarding proposal format and the submittal process are unique to this Call. Returning applicants to either user facility should closely review the proposal guidance before starting. Proposals that do not adhere to the published guidance will not be considered.

When submitting new proposals or extensions, keep in mind that attention will be given to proposals that have published results from the use of EMSL's unique capabilities and that have appropriately acknowledged EMSL and funding agencies on all related publications.

Log on to the EMSL User Portal. First-time EMSL users will be directed to create a new User Account. On the Home page, click "Create New Proposal." Provide information about the proposal team and your proposed research, answer a variety of questions, select requested EMSL resources, and upload your research proposal. You will also be required to include an abstract of approximately 250-400 words (using plain text). Abstracts of approved proposals will be listed on EMSL's website as written.

Upon submission, you will receive confirmation and an ID number to be used for subsequent tracking of your proposal.

2.     Stand by while your proposal is reviewed

This process comprises three parts: proposal screening and review, resource allocation and scheduling, and notification to the principal investigator.

Proposal screening and review

Proposals are screened for conformance to proposal package requirements, safety, and resource availability, and undergo management and peer review based on the following Proposal Review Criteria:

  • Scientific merit and quality of the proposed research
  • Qualifications of the proposed research team to achieve proposal goals and contribute to high-impact science
  • Relevance of the proposed research to EMSL's mission
  • Impact of the proposed research on one or more of the EMSL Science Themes
  • Appropriateness and reasonableness of the request for EMSL resources for the proposed research.

Note: For the JGI-EMSL Collaborative Science Initiative, proposals will not be reviewed on EMSL Science Themes.

Resource allocation and scheduling

After the peer-review process is complete, review information is combined with the resource requests to determine the number of proposals that can be supported and scheduled. Proposals will be scored from 1-5, with 5 being highest, and the Review Panel average will be used to rank proposals from highest to lowest. Except for the JGI-EMSL Collaborative Science proposals, EMSL proposals will use a weighted scoring of the criteria as follows:

  • Scientific Merit: 50%
  • Qualification of Proposal Team: 10%
  • Relevance to EMSL's Mission: 10%
  • Relevance to the Science Theme or Call's Focus: 20%
  • Resource Use and Integration: 10%.

Notification to the principal investigator pending proposal approval

Decisions will be emailed to the proposal authors. Users should be aware that only limited resources are available for proposals submitted outside of the annual Call, and advance discussion regarding the research aims should be held with the appropriate Capability Lead(s) prior to initiating any proposal.

Team participants will be notified of any User Agreement requirements by the EMSL User Support Office. Access to EMSL resources cannot be granted until the necessary User Agreements are in place, and failure to complete these requirements in a timely manner may result in loss of the proposal grant.

Appealing a Decision

Proposal authors may submit appeals regarding new proposals if they have substantive evidence to show that reviewers made a serious error or there was some flaw in the review process. Appeals of denied proposal extensions may be made if decisions appear to have been based on inadequate or incorrect information or if there are extenuating circumstances not noted in the progress summary or capability request. Appeals to reverse management decisions that are related solely to resource availability and funding will not be considered.

To submit an appeal, the proposal author should email the User Support Office with a concise (2-3 paragraphs) summary of concerns as well as any supporting arguments for reversing the decision. Authors do not need to resubmit extension summaries or project descriptions. Appeals must be submitted within 30 days from the date on the award decision notice.

All appeals are reviewed by the Appeals Committee, chaired by EMSL's Chief Science Officer, and all decisions are considered final. The User Support Office will coordinate with the committee, and notify the user of the decision. For appeals on denied Science Theme proposals, authors will be notified within 8 weeks from receipt of the appeal. For all other proposal appeals, authors will be notified within 4 weeks from receipt of the appeal.

3.     Visit EMSL or arrange remote use

Upon proposal acceptance, users are assigned an EMSL staff member as host. Your host will work with you and the User Support Office to coordinate your access to EMSL resources.

All EMSL users must be approved for access to EMSL or its resources. This process can take up to two months, and visitor badging must be arranged before a user's arrival. In addition, users will need to complete either the sample submission form or follow the special guidance (pdf) for sending radiological samples and should not send samples until all arrangements have been confirmed.

Learn more about the badging process, its requirements, and other details about Visiting EMSL.

4.     Close out

If you are not returning all chemical and biological samples to your home institution, you must identify and list all items for disposal prior to leaving EMSL.

Onsite users must also complete an Exit survey at the end of each scheduled visit. These short surveys are used by management to assess EMSL's effectiveness and address any suggestions or concerns identified during the visit. Frequent intermittent or long-term users may forego these surveys and comment on the semi-annual survey as appropriate. Response rates by individual users are included in Proposal Review Panel evaluations and may negatively impact future access to EMSL resources.

At the end of the project, or annually for multi-year projects, users are expected to provide summaries of research results for use in EMSL science highlights. In addition, copies or reprints of publications related to the research using EMSL resources should be submitted at least 14 days prior to publication, if EMSL staff are included as co-authors, or as published. Copies of summaries or publications may be submitted via the User Portal.

User Support Office: |, 509-371-6003