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Usage Policy

Users must go through training and be certified to use the Confocal by passing a practical test. If you are unsure or have questions about how to operate the system, please get help from the facility staff. Inappropriate use of this facility will result in the revocation of access. Non-NIH grant usage will be limited to 25% of the instrumentation time/week at the discretion of the manager of the Facility. The cost for this instrument was ~$450,000. It is your responsibility to use it appropriately.

Calendar Signup

  • Must be a certified user with valid index on file in order to sign up.
  • To maximize usage of the confocal system, signup in one of three time blocks per day: 8:30 AM - 11:30 AM, 11:30 AM - 2:30 PM, or 2:30 PM - 5:30 PM
  • Sign up immediately adjacent another user (helps extend laser life)
  • Limit use to 3 slots (9 hours) per week in the 8:30 AM - 5:30 PM times. Exceptions granted by microscope staff. If there is increased demand for the confocal, the number of slots per user may be reduced. You may use as many hours as you like outside the workweek hours.
  • If your experiment needs times other than our normal time slots and you cannot make it fit our time slots, you must talk to staff about using alternate times.
  • You must be granted after-hours certification to use the microscope outside the 8:30 AM - 5:30 PM times.
  • Staff retains the right to reschedule sessions in the unlikely event of system malfunction or some other unexpected event, you will be notified as soon as possible, but you may also want to call to confirm the status your session

Log Books

  • You must fill out all the logbooks prior to and after using the confocal microscope
  • If the confocal is reserved and usage is not logged, the entire reserved time will be charged.
  • Booked time and actual usage will be closely monitored. If a consistent pattern of overbooking is observed, the PI and user will be notified for each instance. Upon third notification, overbooked time accumulated will be charged to that users account.
  • Problems: If you have any problem whatsoever with the microscope, record the problem in the logbook AND send an email to staff. Contact a staff member. Even if a problem just seems like a minor glitch, the problem is not fixable unless we know about it.

Lateness

  • If user has not shown up 30 minutes into their time slot they forfeit their time, unless staff is contacted. Excessive misuse of signup and cancellation can result in revocation of signup privileges.
  • If you will be coming late to the session, call the user before you to let them know. They may be able to use the time.
  • Change the time on the calendar, that way others will know there is time available. In other words, if you signed up for an 8:30 AM -11:30 AM session and will not make it until 10:00 AM, change the time on the calendar to 10:00 AM.

No-Shows

  • You must contact staff if the person following your session has not arrived when you leave. We do not want the microscope left on when not in use. We also may know of a person who can fill the slot. * A no-show without any explanation prior to the booking will be charged for the entire period of booking.

Cancellations

  • Cancel your calendar signup time promptly. Let staff know if cancellation is within 24 hours of expected use. Even if cancellation is the same day, cancel on the calendar.
  • You will be charged for signups cancelled less than 24 hours in advance.
  • Canceling within the same day, due to sickness or experiment failure, will result in a 1-hour charge.

User Courtesies

  • If you are finishing up a session, please make sure the next person is coming by giving them a phone call. If you cannot get a hold of them, let Tamara or Anne-Marie know that they have not yet showed up. If you can’t get a hold of the staff, shut the system down. We don’t want the system left on overnight.
  • Answer the phone in the confocal room. It may be for you. Someone may be trying to tell you they will not be coming to their session or will be late. If the phone call is for Tamara (737-3198) or Anne-Marie (737-3413), give them our other posted phone numbers or ask them to call back and let the message go to the answering machine.
  • There is a feature on the calendar that can notify you of a change in an event in the calendar. If you would like to be notified when a particular time slot opens up. Click on the event on the calendar. Modify event window comes up. At the bottom of the window there is an "Event change notification" area. Enter your email in the box and press "Submit", change this event, at the bottom of the page. You will immediately get an email saying event changed, which is due to you inputting the email address. You will get an additional email if the event is canceled or times are changed. If everyone keeps the calendar current with changes, this system will help utilize times to the fullest. If you have any questions about how to use this feature, contact the staff.

Mail list

  • Keep informed by signing up on the confocal users mail list. All updates to this policy, system downtimes and glitches will be sent to users signed up on this list. In addition, the list can be used as a users’ forum for sample preparation or operation questions.