Setting up and Managing your Account

When you first start to use Portal2, you will have had an account created for you. You will receive an email with instructions to set the password on your account. We do not know your password, so we can not remind you in case you forget it. If you forget your password, you should reset it using the link on the login page.

After logging in, you may view your account details by clicking on your name in the top right hand corner. On your account page, you may change your password and update your address.

Submitting an Application

The first stage in using the new Portal2 system is to submit an application.

To submit an application:

1. On the homepage click the ‘Apply’ button next to the active periods / calls
2. Check that your details are correct – if not, please correct them; click next
3. Funding: Add a grant:
   
   • Input details of current grants
   • Please list all relevant grants for the work being supported
   • For service managers there is a supported researcher sheet which should help collect information about the research projects being supported by the NCS
4. Facilities: Please tell us why NCS facilities are required
5. Project and Sample Details/Requested Allocation:
   
   • Input name of project and specify the number of samples you require over the course of this allocation
   • Please remember we now count every sample submitted to the NCS as a sample regardless of outcome
   • If you are looking to increase your allocation either from last time or from your usage over the last 6 months you should provide a short justification of why you believe this will be necessary
6. Outline of Scientific Programme/Research Area/Collaborations: Input details accordingly
7. Publications: Add publications and enter details as necessary
8. Additional Information: Add supporting files if relevant
9. Application Review: Please review your application and make any changes if necessary
10. Application Submission: Click ‘I agree with UK National Crystallography Service terms and conditions’ (please click on link to read)
11. Submit application

Once your application has been submitted it will then be reviewed and allocated before you are able to submit samples.

Submitting a Sample

Once your application has been allocated you will be able to submit samples to NCS for examination.

To submit a sample:

1. On the left hand sidebar click the ‘New Sample’ link
2. Fill in the details of your sample:
   
   • Your ref
   • Sample type: Data Collection / Full Structure Analysis
   • Priority: low / medium / high / reserved
   • Expected formula
   • You can either upload an image of the expected structure (as PNG or JPG) OR draw it in the molecule editor OR print off the form and draw the structure by hand
   • Hazards: select all known hazards that apply
   • Solvents: select all solvents that are present (you may add new solvents to the database using the ‘New Solvent’ button if requried)
   • Sensitivity: select all that apply
   • Tick ‘Radioactive’ and / or ‘Bioactive’ if applicable
   • Experiment text: input details on sample notes
3. Once complete click the ‘Next’ button
4. Review your sample submission:
   
   • Use the ‘Edit’ button to change the details if required
   • Use the ‘Generate PDF’ button to print the sample form
   • If you are at the PDF click the Back button on the top left hand menu bar and scroll down to the bottom of the submission form
   • Use the ‘Submit Sample’ button to submit your sample for analysis – samples must be submitted before sending them for analysis
5. Send the printed form with the sample to:

UK National Crystallography Service

School of Chemistry

University of Southampton

Highfield Campus

Southampton

SO17 1BJ