ser Guidelines - PDF document

1 U ser Guidelines CMMC T ISSUE E M
U ser Guidelines CMMC T ISSUE E MBEDDING AND H ISTOLOGY U NIT 11 . 05 .20 21 1 F ACILITY A CCESS The CMMC Tissue Embedding and Histology Unit (TEHU) is accessible to all research groups from CMMC, the University and University clinic and any other research institutes. The TEHU offers well - maintained tissue processing equipment and extensive service choices . Services include, but are not limited to, han ds - on training on the equipment , consultations during usage , advice on sample preparation and staining techniques and in - depth troubleshooting . Access to the CMMC building is managed by the University Clinic. The TEHU provides the necessary paperwork and h elps with the process to obtain access to the building. An initial consultation is mandatory before access to the TEHU resources is granted. Additionally a first time user training is mandatory for untrained users, experienced users only need an introducti on to the equipment specifications. R ESOURCES Tissue Infiltration Machine (Leica ASP300) Heated Paraffin Embedding Module (Leica EG1150 H) Fully Automated Rotary Microtome (Leica RM2) Research Cryostat (Leica CM3050 S) Research Cryostat (Leica CM3050 S) F ACILITY S TAFF & C ONTACTS PD Dr. Catherin Niemann Head of Tissue Embedding and Histology Unit Office: +49 221 478 89511 Mail: cnieman1@uk - koeln.de Melanie Nelles Histology Specialist, Technical employee Office Hours: Tue - Thu 8:00 - 15 :00 CMMC Building, 1 st Floor, Room 1.0 32 Telephone : +49 221 478 89500 Mail: melanie.nelles@uk - koeln.de Contact to CMF ( CMMC Microscopy Facility ) can be communicated on enquiry . 2 C OSTS AND B ILLING The CMMC TEHU charges for training, consumables during paraffin infiltration and embedding as well as for services . Resource booking is free of charge . Fee changes will be announced at least 3 months in advance. Consumables are recorded with an online booking system and PI’s are billed quarterly. These fees are used to maintain equipment and pay for consumables to provide best working conditions. Costs for the training and usage of the equipment can be seen in the following table : Ressourc

2 e Costs Training 20€ p.P. Ti
e Costs Training 20€ p.P. Tissue Infiltration & Embedding 0. 50€ / Blo c k Paraffin Section (Service)* 0. 50€ / Slide Cryo Section (Service)* 20€ / working hour H&E staining 0. 50€ / Slide Other Staining Methods Prices on enquiry * T he prices for sectioning include object slides and cutting blades 3 G ENERAL R ULES A ND U SER R ESPONSIBILITIES Users are obliged to handle equipment according to the instructions given during training. Workspaces should be left clean and no samples should b e left in the equipment . The PI is responsible for the behaviour of the user. The TEHU provides the necessary training and equipment maintenance. S1 areas within the facility are clearly marked and common S1 rules apply within these areas, e.g. no food and drink at all times, lab coats mandatory. The Tissue Infiltration Machine is only operated by TEHU staff, including loading, operating and removal of samples. Operating times are Tuesday and Thursday starting from 15:00 overnight . In case of insufficient amount of submitted samples (15 samples) , we reserve the right to postpone a run to the next operating day. For sample submission, please refer to the following checklist □ Proper fixation (Formalin, Formaldehyde, Glutaraldehyde, etc.) □ Adequate embedding ca ssette □ Labelling with pencil (!) □ Correct number registered online □ Storage in 70% Ethanol (at 4 - 8°C) □ Hand in the sample latest until 14:00 on operating day The heated paraffin embedding module can be used to embed the processed samples on Wed - Fri, 8:00 - 16:00. The module is set to an automatic timer, please refrain from manipulating the programmed time points. Official working times in the TEHU are Mo - Fr 8 :00 - 17:00. Outside these times, the user is responsible to follow safety rules ap plicable to the particular equipment usage and to assure that help can be called in case of emergency. The user has the responsibility to ensure that the em ployer’s liability insurance cov ers the work in the TEHU . For usage of the Microtome or Cryostat, the users are obliged to bring their own consumables, i.e. cutting blades, slides, brushes, OCT, anti - r

3 oll plate / glass insert. For questions
oll plate / glass insert. For questions regarding acquisition of adequate equipment (ordering numbers etc.), plea se contact TEHU staff. R ESOURCE B OOKING G UIDELINES An online booking calendar is used to create, modify and delete reservations of TEHU equipment . After training, a user obtains access to the respective resources in this calendar. User data (Name, email, P I) are stored in the booking calendar and secured with a personal login. The booking software is used to record booked time. The daily maximum of resource booking cannot exceed 4 hours. If a user needs more time to work on the equipment , please contact TEH U Staff in advance, so a reservation can be prolonged. B OOKING C HANGES Reservations in the booking calendar are mandatory prior to the usage of the TEHU equipment . Reservations can be cancelled prior to the start of the reservation; however, we ask users to be considerate with this short - term cancelling, which should only be used as an exception. In case this booking freedom is abused, we reserve the right to restrict possible cancellations of individual users. Only TEHU staff can change times during, or after, an active reservation. However, if the duration of an experiment changes (e.g. work done prior to the end of a reservation), we will change the reservation duration (30 minute intervals). In case of technical issues or required maintenance work, TEH U staff will block resources as early as possible and users with conflicting reservations will be notified. B OOKING P RIORITIES Most cases of conflicting reservations should be directly handled between respective users; the TEHU can help mediate these discu ssions. If this is not possible, or no solution is found, following rules apply: 1. CMMC users have priority access 2. Resource access to meet publication deadlines are prioritized 3. Worst case, Head of TEHU and/or staff will determine which user will be given priority access. This decision will be made case dependent and as quickly as possible. TEHU U SAGE G UIDELINES Consultation is mandatory prior to equipment usage. If a user is already experienced w ith processing equipment, only an introduction to our specific equipmen

4 t is necessary. Inexperienced users nee
t is necessary. Inexperienced users need to undergo a training, this training is equipment specific. A maximum of 2 people can participate in a group training. After this training, a us er can independently book and use the equipment trained on. For the first few sessions, we recommend to work during core hours in case further assistance is needed. It is absolutely forbidden for users to train other people (e.g. students from their group) ; misconduct will lead to exclusion of the whole research group from the TEHU and information of the PI. At any time during equipment usage, users are free to ask TEHU staff for assistance. If continuous assistance is necessary, possible collaborations or full - service should be discussed. R ULES FOR C ITATION AND C O - A UTHORSHIP The German Science Foundation (DFG) evaluates the impact and importance of core facilities to the cluster/institute/university based on their number of acknowledgments, citations and co - authorships. To ensure that the TEHU can continue to provide the best service possible, maintain staff and equipment and acquire new equipment, software and licenses, it is important that all users adhere to the following guidelines. A CKNOWLEDGMENTS As soon as data were acquired or analysed w ithin the TEHU or by TEHU staff, the role of the facility has to be cited within the acknowledgments. This includes publications, talks, as well as Bachelor, Master an d PhD theses. Also, please let us know whenever you acknowledge the CMMC TEHU Facility! Example: We thank the CMMC TEHU (and STAFF MEMBER) for their support (in sectioning / technique/ staining ). C O - A UTHORSHIP Core facilities have to bill for their service to keep the equipment in excellent condition, maintain staff, pay for software updates and consumables to obtain an optimal working environment for their users. Despite these fees, common rules for co - authorship also apply to TEHU staff (substantial intellectual or experimental contributions). Prior to a substantial contribution, the user has to inform the PI; the TEHU further strongly suggests that a meeting between everyone involved (user, PI, Micros copy Facility staff and Head) should be hel