NEMF Policies

NEMF is a multi-user facility that provides services to UCR faculty, staff and students as well as to external users. Equipment use and services provided by NEMF are subject to recharge fees.
 

Access

1. Access to NEMF is granted by the facility director.
2. Users can utilize NEMF services only after an account has been created and approved by the lab manager.
3. Facility staffs provide services and assistance to users. Users may request to utilize the facility staff expertise for operation of instruments, sample preparation, data acquisition and interpretation.
4. Users can get direct access to operate NEMF equipment by themselves after going through the established training procedures. Use of instruments and equipment is contingent upon the competency and responsibility of the user and is at the discretion of the facility manager, who has authority to deny or revoke privileges.
5. Cleanroom users are required to submit “NEMF Lab Use Verification Form” with an active COA (chart of account) number and PI’s signature (via DocuSign) for setting up their accounts.
6. External users need to provide billing street address, contact phone and fax numbers and a statement of acceptance of financial responsibility for the requested services based on the estimates provided by NEMF staff. Advanced payment may be requested under certain circumstances.
7. Microscope users need TRACS accounts to manage their microscope reservations and usage records.
8. Users are required to complete UCR EH&S Lab Safety training courses first for setting their accounts on NEMF.
9. Microscope users have access to microscopes during regular working hours and when staff personnel are present.
10. Users can use NEMF equipment and services at any time. Un-restricted access is granted upon the discretion of the facility director only to established registered UCR users who have demonstrated competency in instrument operation and a track record of compliance with the safety and policy requirements for utilizing NEMF resources.
     

Scheduling, Reservation, and Recording

1. All services and equipment are accessible by advanced appointment only at TRACS and BCOE scheduler, on first-come-first-serve basis.
2. TRACS and BCOE scheduler online reservation systems should be used for scheduling by registered users, who have the relevant access privileges.
3. Equipment cannot be used without advanced reservation.
4. Minimum reservation times on electron microscopes and cleanroom equipment are 1 hour and 30 min, respectively. There is no limit on the length of reservation.
5. Equipment usages and services must be recorded in the online TRACS system and cleanroom log sheets. In TRACS recording the starting time for each session should be the booking time on the reservation system.
6. Not recording a session within one hour of concluding the use is subject to a penalty charge per incident. 
    

Cancellation

Cancellation of appointment less than 24 hours before the starting time is subject to a penalty fee equivalent to 1 hour of the specific service rate.
 

Training

1. Training is scheduled by the training staffs upon request placed through the TRACS (microscopes) or NEMF staff email (nanofabrication). Before microscope training is scheduled faculty, students, post-docs or staff must be added as approved operators to an active TRACS account by the titular owner of the account or by designated personnel from their department who has to place the request for their training through the online TRACS system.
2. Training is provided on one-on-one basis.
3. Users are granted access to operate equipment only after successfully passing the established training and checkout procedures NEMF staffs provide.
4. Microscope users are expected to start using the microscope they have been trained on within one month after the training. If no effective use of the microscope has been recorded within one month after training users are required to undergo a re-fresh training scheduled by the staff.
    

Ancillary Equipment

Use of any ancillary equipment is limited to preparation and/or processing of microscope specimens that will be characterized using exclusively the microscopes in NEMF.
 

Data Storage

Electronic user files and data stored on NEMF computers are kept for a period of 48 hours from the date of creation. After expiration of this period all user files and data are deleted.
 

Problems

1. Any problems, malfunction, damage, or substandard instrument performance should be reported immediately to the facility staffs and recorded in the online TRACS logging system.
2. Users may be suspended and charged for damages caused by unauthorized attempted service, negligence, or mishandling of equipment.
    

Charges

1. Facility rate structure is used to charge for all services.
2. Electron microscope time is charged at increments of half an hour, with minimum charge equivalent to 1 hour use. Excessive and systematic overbooking of equipment may result in suspension of user privileges.
3. In addition to general lab use fees, cleanroom users are charged by surcharge fees for equipment in tiers.
4. A penalty fee of $80 per incident may be charged for violation of any lab rules, plus the cost of repair/replacement of any damaged part/system.
    

Payment

1. Payments should be made in US dollars and are processed through the UCR business office. UCR users are charged through the UCR recharge system. External users can remit payments only by check payable to “UC Regents” or by purchase order.
2. Bills are submitted after services have been rendered except in case when advanced payment is specifically requested.