Policies

Updated 11 March 2024

Manager
Lindsay (Rathbun) Wysocki
Lindsay.rathbun@rochester.edu
Goergen 217

Training and User Access

  • All HCIC users must be trained by HCIC manager prior to use of HCIC microscopes.
  • PPMS and card swipe access will be granted after training session with HCIC manager.
  • Once training is complete, users will be granted Novice Novice users will be able to book the microscopes between 9am and 5pm on weekdays.
  • Once Novice users have accumulated 20 hours of microscope use, they can request Autonomous user privileges. They will then be able to book microscope times on nights and weekends.
  • Undergraduates users: Undergraduate users must be trained by HCIC manager and supervised by a graduate student during imaging sessions. Undergraduate students will remain Novice users and will only be able to use the HCIC instruments from 9am-5pm on weekdays.
  • HCIC is a Biosafety Level 2 facility with Class 3B lasers. As such, users must have up-to-date training through University of Rochester Environmental Health and Safety. Training modules can be found through MyPath (https://mypath.rochester.edu). HCIC users should complete “EHS Laser Safety Training” and “EHS Laboratory Safety Training Chemical and Biological”. A screenshot of the completed modules should be sent to the HCIC manager (rathbun@rochester.edu).

Booking Microscope Time

  • All users must schedule their time through PPMS. For PPMS access, contact the HCIC manager.
  • Ensure that microscope will not be left on if microscope time is cancelled. (i.e. If you are the last user of the day and you cancel a session, ensure that the user before you is aware that they need to shut the system down after imaging.)

Microscope Use

  • The first user of the day should anticipate that they will need to turn the system on, which may include time to allow the system to warm up. This may also be the case if there is a gap of at least one hour after the previous user. Please plan accordingly.
  • The last user of the day should anticipate turning the system off after their session. Users should also shut the system down if there is not a scheduled user for at least an hour after their imaging session.
  • Users must clean objectives used with Sparkle cleaner or isopropyl alcohol and lens paper. Do not use KimWipes or other tissues on the objectives.
  • Users may only use instruments under their own PPMS login. No user should allow another user to utilize their PPMS login credentials while using an HCIC instrument.
  • Any issues or damage to the system must be reported to the HCIC manager as soon as possible. Accidents happen, but must be addressed quickly.
  • For the Lumicks C-trap: Allow enough time at the end of your imaging session to complete the full shut down and cleaning process. This process takes ~1-1.5 hours.

Saving Images

  • Data older than 30 days is subject to removal at the discretion of HCIC manager. This applies to all microscope workstations, the image analysis workstation, transfer computer, and HCIC BlueHive space.
  • Dragonfly: Images are saved automatically to a subfolder created daily in the D: Image drive on the Dragonfly workstation. Do not change this setting. Saving images to another folder during image acquisition will cause the microscope to crash.
  • Nikon epifluorescence microscope: Images can be saved to a temporary folder on the desktop. Select the folder in which you wish to save images prior to acquisition in the ND Acquisition window.
  • Etaluma LS850: Images are saved in either the Manual folder (for snapshots) or Protocol folder (for full experiments) within the Lumaview 1.6.0 folder on the desktop. You may move them to a temporary folder on the desktop for transfer.
  • Lumicks C-trap: Users may create a temporary folder on the desktop of the control computer to save data. Data is then moved to the bridge computer where it can be exported to either the transfer computer or the HCIC BlueHive account.
  • Image Analysis Workstation: Users can create a temporary folder on the desktop to store image files while analyzing. Folders should be deleted after analysis is completed and files are transferred from the Image Analysis workstation.

Data Transfer and Storage

  • Use of hard drives/thumb drives on microscope computers is prohibited and will result in suspension of HCIC facility use.
  • Any files older than 30 days are subject to removal at the discretion of HCIC manager.
  • Images can be transferred from the microscope workstation to either the transfer computer or the HCIC BlueHive account after imaging session is completed. Please remove files from microscope workstations after images are transferred.
  • User data is not backed up by HCIC. Transfer and storage data is the responsibility of the user.
  • HCIC data system is not secure and is not intended for HIPAA-protected data.
  • Transfer computer:
    • Use Box, a portable hard drive, or flash drive to transfer images from transfer computer.
    • Transfer computer is not meant to be used for image analysis. FIJI/ImageJ and Imaris Viewer are available to download for free, or the Image Analysis workstation may be used in Goergen 228.
  • HCIC BlueHive account:
    • The HCIC BlueHive account is to be used for remote data retrieval and temporary data storage only. Users may download their data from the HCIC BlueHive account or export it to a different BlueHive account. Users need to utilize a different BlueHive account (e.g. an account belonging to their lab) for long-term data storage, data analysis, collaborations, etc. Core users can contact the HCIC manager for access to the HCIC BlueHive account.

Cancellations

  • Users can cancel a session up to 24 hours prior without penalty. If a session is cancelled less than 24 hours before the start of the session, the session will be billed at 50%.
  • If you cancel a session less than 24 hours prior and you were the last person booked for that day, it is your responsibility to make sure the system is shut down properly at the end of the day. Email the user booked before you to make sure they know that they need to shut the system down after their use.
  • As a courtesy, let users before and after your cancelled session know that they may be able to finish later or start earlier.