• Initial Laser Safety Requirements
  To use any CoRE microscope, users must have all compliance   documents on file. Key requirements:
  • Laser-based systems: Completion of Laser Safety for Researchers (PEAK) with certificate submitted before training or use. 
  • BSL2/BSL2+ samples: Approved SOP signed by the Biosafety Officer must be filed before bringing specimens. 
  • Live animal imaging: IACUC approval required, with signed documentation on file. 
  • Facility rule: Gloves are strictly prohibited when handling microscopes or workstations. 
    
    
• Training 
  • Completion of CoRE staff-conducted training is mandatory prior to equipment use. Users may receive project- or lab-specific training only after this requirement has been fulfilled.
  • Each platform includes one free training session per user. For specialized applications, additional training is provided at no cost during a user-booked session.
  • Training should be scheduled close to planned experiments to maximize knowledge retention.
  • After completing initial training, users must begin using microscopes within two weeks. During the initial two-week period, users may access microscopes only during regular business hours: Monday–Friday, 9:00 am–5:00 pm. Failure to use the equipment within this two-week period will require attendance at an Assisted re-training session at the current rate before independent use is allowed.
  • During the first two weeks, CoRE staff will monitor: User proficiency, Adherence to policies, Proper handling of instruments.
  • If needed, additional Assisted sessions may be arranged. Assisted sessions must be booked at least 72 hours in advance.
  • Users needing refresher training at any time may schedule it as an Assisted session at the current rate.

• All bookings are managed through a web-based calendar (iLabs). 
• Each user receives a unique login; account sharing is prohibited. 
• After completing training and demonstrating proficiency, users are granted 24/7 facility access. 
• Each microscope has a 24h penalty-free cancellation window. Reservations may be edited up until this deadline. 
• Users must contact CoRE staff to cancel/modify the reservation if it is less than 24h Cancelled time will be billed unless rebooked by another user. 
• No-shows and unused time are charged at standard rates. Missed training may also be billed at staff discretion. 
• Extensions are allowed only if no subsequent reservations exist. Users must log off at the scheduled end time. 
• If conflicts arise, scheduled reservations take priority, and ongoing sessions may be terminated.

Users must report any equipment failure or damage immediately to CoRE personnel. Delaying reporting damage causes delays for every user of the instrument. It is also our policy that in the case of unreported damage, the last user on the instrument logs will be held responsible.   

• All data must be saved to the HIVE Server/Temp folder, not microscope workstations. 
• Users are responsible for immediate collection and backup; CoRE does not provide archival/storage services. 
• Microscope computers are purged monthly; data may be deleted without notice. 

File Management Rules 

• Store files only in designated folders: 
• “Temp” folder – daily use only; purged every Monday. 
• Lab “Projects” folder – under MicroscopyPublic{Lab Name}. 
• Files older than 21 days or saved outside these folders are deleted without notice. 

Duplicate & Processed Data 

• Exports – must be removed and stored locally; subject to deletion. 
• Processed files: 
  • Stitched – keep stitched, delete originals.  
  • Imaris/Arivis – keep imported, delete originals.  
  • Deconvolution – keep processed, delete originals.  
  • Videos/others – remove immediately; subject to deletion. 
• Only one copy of raw data (≤ 21 days old) may be stored.  
• No duplicates or processed data are allowed.  
• Lab quotas are enforced; offenders will be asked to reduce usage.  
• Exceptions require prior CoRE approval (case-by-case). 

• An initial consultation with Bill Janssen and Allison S Portela is required to review feasibility, scheduling, and pricing.  
• User PIs will receive a project quote with projected costs, including a percent buffer for potential additional needs (e.g., sample prep, extended imaging, deeper sectioning).  
• The quote is an estimate, not a set final amount. If additional funds are required as the project evolves, this will be communicated and discussed with the user.   
• Final billing is issued monthly and reflects only actual services rendered.