General Usage
After-Hours Access
Access to NL1 is by UT Southwestern badge only. Access to K1.222 is by keypad. After-hours access will only be granted to exceptionally qualified users trained and approved by EMCF staff.
Training
Users of electron microscopes and all major equipment must demonstrate competency on the instrument before they may use it unassisted by EMCF staff.
Investigators who have qualified on similar instruments elsewhere must demonstrate competency on the current equipment prior to check-out.
Users must be able to assess the working condition of an instrument. If an instrument is not working properly, the user should report this to EMCF staff by using the "Report an Incident" button on the PPMS home page or at the bottom of the sign up calendar page for the instrument.
General
All materials stored in the refrigerator, desiccators, or in the prep labs must be labeled with the date and the user's name. Equipment left unattended but still in use must have a note attached designating the user and duration of use.
Microscope Scheduling, Cancellation, and User Access
Microscope reservations are assigned to individual users and are not transferable. The user who makes a reservation must be the individual who operates the microscope during that reserved session.
Users may only access EMCF instruments using their own authorized account and login credentials. Sharing usernames, passwords, or instrument access credentials, or using another person's account to operate an instrument, is not permitted.
These requirements allow the EMCF to maintain accurate records of individual and laboratory instrument usage for scheduling, billing, reporting, equipment oversight, and accountability. Accurate user identification is also essential in the event of an instrument malfunction, damage, safety concern, or other issue occurring during a session.
If a user no longer needs a reserved microscope session, the reservation must be cancelled at least 24 hours in advance in accordance with EMCF cancellation policy. Reserved instrument time prevents other users from scheduling that period. Briefly logging into an instrument without conducting the reserved session does not constitute use of the reservation and does not exempt the user or laboratory from applicable late-cancellation or no-show charges.
Users who repeatedly fail to follow scheduling, cancellation, login, or instrument-access policies may have their microscope privileges suspended or revoked at the discretion of the EMCF.
Samples
Because of limited storage space, we cannot store user samples. All samples, including blocks and grids, will be returned to the user upon completion of a project.
Hazardous Materials
Samples that are potentially dangerous to the users or staff of the EMCF may not be brought into the EMCF facilities unless they are rendered harmless according to an IRB approved protocol. The evidence of approval must be on file in the office of the EMCF. This policy includes but is not limited to: bacterial, viral, carcinogenic, and radioactive samples.
The procedures for rendering them harmless must have been approved by the Institutional Biosafety Committee, Research Involving Infectious Agents Committee, and/or the Radiological Safety Board. The evidence of approval must be on file in the office of the EMCF.
Fixing the samples before bringing them into the EMCF is not sufficient; the full procedure and precautions for preparing the sample for microscopy must be approved in writing after complete discussions with the EMCF staff.
Food, Beverages, Music, and Electronic Devices
Food or beverages are not permitted in the EMCF. This policy reduces the possibility of instrumentation failure and downtime due to spillage accidents.
Music is permitted with earbuds or headphones only.
Users may not use the USB ports to charge phones or other devices. Users may not use USB sticks.
Professional Conduct and Service Expectations
EMCF is committed to providing high-quality services in a professional, collaborative, and respectful environment.
EMCF staff are responsible for performing facility services with appropriate technical care, established procedures, and professional judgment. We strive to provide high-quality sample preparation, imaging, technical support, training, and instrument access consistent with the capabilities of the equipment, the condition of the submitted samples, and the agreed scope of work.
Users, laboratory members, and PIs are expected to communicate with EMCF staff in a respectful and professional manner. Abusive, threatening, harassing, demeaning, or otherwise inappropriate behavior toward EMCF staff is not acceptable.
EMCF charges reflect the services and resources provided, including instrument usage, staff time, technical expertise, training, sample preparation, consumables, and other facility resources as applicable. Fees are charged for services performed and resources used and are not contingent on obtaining a particular scientific conclusion or desired experimental outcome.
EMCF will make reasonable efforts to obtain technically sound and scientifically useful results. However, final data quality and experimental outcome may also depend on factors outside the control of the facility, including sample quality, fixation, prior sample handling, biological variability, experimental design, labeling, preparation before submission, and other upstream factors.
If a technical problem occurs during EMCF processing, imaging, or instrument operation, the facility will review the issue and determine the appropriate corrective action when possible. Concerns regarding EMCF services should be raised professionally with EMCF staff or the Facility Director so they can be evaluated and addressed appropriately.
Repeated or serious violations of these expectations may result in restriction or suspension of access to EMCF services or equipment, consistent with applicable UT Southwestern policies.
Authorship and Acknowledgment
EMCF staff contributions should be recognized appropriately in publications, presentations, and other scholarly products resulting from work performed with the facility.
Routine technical services, standard instrument operation, training, or other support that does not constitute a substantial intellectual contribution should generally be acknowledged in accordance with applicable facility and funding requirements.
When EMCF personnel make substantial intellectual contributions to a project - including contributions to experimental design, development or significant modification of methods, data analysis or interpretation, scientific problem-solving, or preparation or substantive revision of a manuscript - authorship should be considered in accordance with accepted scientific authorship standards and the policies of the relevant journal or institution.
Payment for EMCF services does not, by itself, determine whether a contribution qualifies for authorship. Authorship should be based on the nature and significance of the individual's intellectual contribution to the work