Policies

Policies of Unassisted Instruments Use

Last updated 05/02/2025

We strive to provide a high quality of service, minimal equipment down-times, and ease of access, for the many researchers who utilize our resources. The below policies are in place to help us achieve the goal of allowing a large community of researchers to utilize core instruments while maintaining a high quality and reliable service.

If rules are not followed, core access can be denied.

1. Instruments access and booking

  • All users must have an active PPMS account and an approved project in our core PPMS. Please refer to the FAQ for instruction on creating an account and submitting a project or training request.
  • Users must complete training and receive authorization from EGMIC staff before operating any instrument. Once trained, you will be granted access in PPMS to book sessions for unassisted use.  

2. Ending your sessions

At the end of your session, please remove all personal materials and clean your work area. Any unattended or unlabeled items will be discarded. Do not log out of the instrument computer or shut down the system.

3. Cancellations, no-shows and extended sessions

  • Cancellations are not charged, but please cancel your session as early as possible to allow others the opportunity to use the time.
  • No-Shows are also not charged. However, if you do not arrive within 15 minutes of your scheduled start time, your session will be automatically cancelled and made available to others.
  • Extended Sessions: If you need more time on the instrument, please extend your booking in PPMS. If the extension overlaps with another user's reservation, you must obtain their permission or ask our staff to assist with coordination. Without proper communication, the next user has the right to stop your session if it runs more than 15 minutes into their booked time.

4. Reporting issues

If you encounter any problems or have questions while using the equipment, contact EGMIC staff by email or phone. You may also report issues directly in PPMS. System maintenance and downtime will be posted in PPMS.

5. Data retention

  • Save your data in the designated directory on the instrument computer. Data will be retained as long as storage space permits. However, older data may be deleted in chronological order to make space for new experiments.
  • It is your responsibility to back up your data. We strongly recommend downloading and deleting your files from local computer after each session. EGMIC is not responsible for data loss due to hardware failure, natural disasters, or any other cause.

6. Bio-safety

BSL-2 work is permitted on the systems. All biohazardous waste must be disposed of in the Stericycle container. Food and drink are strictly prohibited in instrument rooms.

7. Billing

Only the actual instrument run time will be billed, based on posted rates. Data review sessions are not charged. Invoices are issued monthly. Contact us by email if you have questions regarding billing or payment methods.

8. Acknowledgement

Please acknowledge EGMIC in your publications and notify us of any resulting publications. These acknowledgements are essential for continued funding and support of our core. See our guidelines guidelines for acknowledgements.