OIVM Core Policies

Use only the User Request Form on our website to request training on core microscopes. DO NOT USE iLab to request training sessions.

It is mandatory that unassisted users complete training with OIVM staff prior to independent use. OIVM staff reserve the right to decide when training is complete.

Training sessions need to be scheduled in advance with OIVM staff and are limited to two users per session.

Users are not permitted to ‘train’ other users.

If you have received training on a particular instrument and you have not used it for a period of one (1) year from the date of your last use - you will be required to be trained again by OIVM staff.

Users shall not schedule more than four consecutive hours per day during peak usage hours, 8 a.m. - 6 p.m., Monday through Friday.

iLab scheduling is available for trained users only. New users and users requiring assisted use must contact OIVM staff in advance to schedule service.

Users requiring more than 12 hours of consecutive use need to request approval from OIVM staff prior to signing up for instrument time.

Unassisted use of any core microscope(s) requires that the user complete training with OIVM staff prior to signing up for independent use.

Make sure before requesting training, service or scheduling microscope usage time that your billing information is up-to-date in iLab. Users are responsible for ensuring accurate billing information.

Unassisted users who use the microscopes during off-peak times are responsible for making sure all equipment has been turned off after their imaging session. Users must check the schedule to confirm if others are signed up after them, in which case users may leave the system on, otherwise systems need to be shut off after the session. This also applies to any user who is the last user on the schedule for any given day.

Data Handling – users are responsible for transferring imaging data from OIVM computers immediately after their imaging session. Leave time at the end of your session for this. OIVM is not responsible for images left on our computers. We routinely delete data to ensure there is space available for future imaging sessions – this can happen at any time.

All experiments should comply with the biosafety regulations of Baylor College of Medicine. The OIVM is a BSL1 facility. We do not accept samples that require BSL2 or higher. NO EXCEPTIONS.

BCM Users are required to complete the BCM Laser Safety Training Course offered by the Baylor Office of Environmental Safety prior to use of any of the OIVM laser scanning confocal microscopes.

BCM Users are required to complete the BCM X-ray Training Course offered by the Baylor Office of Environmental Safety prior to use of the microCT scanner.

Non-BCM Users are required to complete the BCM Laser Safety Training Module prior to use of any of the OIVM laser scanning confocal microscopes.

Non-BCM Users are required to complete the BCM X-ray Training Module prior to use of the microCT scanner.

Users must cancel their scheduled reservations via iLab within four hours of scheduled time to avoid billing. If it is less than four hours before scheduled time, users must notify OIVM staff prior to reservation to obtain approval for cancellation. Users will be billed for the entire reservation if OIVM staff is not notified before the start of reserved time.

Users who cancel time during off-peak hours must notify the user scheduled prior to the canceled time so systems can be powered down by the appropriate user.

Unless OIVM staff is notified prior to reservation time, users who are more than one-half hour late to their scheduled time will have their time revoked in favor of the next user and will be billed for the scheduled reservation time. No-shows will be billed for their scheduled time.

Users will not be allowed to modify or cancel their scheduled reservation after imaging session has begun unless approved by OIVM staff.

OIVM staff will make reasonable adjustments to logged time vs. scheduled time to the nearest hour. For example, if a user has scheduled four hours of imaging time and only uses the first two, that user can notify OIVM staff when complete and we will adjust billing to reduce the logged time by two hours. If a user finishes fifteen minutes early they will be charged for the entire scheduled time.