User Policies

If you have not been to the MIF or used a particular instrument before, please contact MIF staff before attempting to make an appointment. This is both to ensure your project is feasible and to determine what resources might be needed. All instrument usage must be booked through the MIF’s Calpendo site. A tutorial on how to use Calpendo is available on the Instrumentation Scheduling page. New User requests without prior notice to MIF staff will not be accepted. User accounts that are not consistently used may expire at any time. If you have not used the MIF in a while but would like to start using our resources again, email [email protected] to reactivate your account. 

Users submitting grants that involve extensive use of MIF equipment or resources are requested to contact the Dean of Science in advance of submission. Grant budgets should account for reimbursement in kind for anticipated consumables and supplies. Disproportionate use of MIF equipment and facilities at the detriment of other users is subject to review and approval by the Dean of Science. 

Due to the high demand for CT scanning, there are 3 categories of users with varying time allotments. The categories are explained in the “CT User Categories” subsection below. 
 
Scheduling in Calpendo: one "day" is equal to 9 hours of scheduled time. Full days of 9 hours are the default period of time for booking.  Booking for the latest month opens at 12 pm (noon) on the 1st business day of the month. For example, if April 1st is on a Sunday, booking would open at noon on April 2. 

Any available timeslot may be booked 48 hours before regardless of time already booked. 
 
Trained CT users have 1 additional scan day per month, regardless of category. This additional scan day must be used on the weekend. Overall, trained users should prioritize scheduling on weekends and after hours. 
 
For purposes of machine maintenance and rebooking, a number of Discretionary Days are reserved and appear in red on Calpendo in week or day view. During these times, usage may be limited or unavailable. If you are interested in scanning on one of these days, reach out to MIF staff. Your request will be granted, if possible, on a first-come, first-served basis. 

Before your CT appointment: all users must provide detailed instructions in advance for the specimens they intend to have scanned on their CT day if they will not be present. Instructions can be left in the description box of the Calpendo booking request or emailed to [email protected] the day before. Information that the staff are looking for includes preference of quality vs quantity (if bringing multiple specimens), minimum or ideal resolution range, target scanning area, previous scan parameters (if applicable), etc. If you do not have any specifics in mind, please describe the goals for the data so that we can make educated judgements about your scans. Your CT appointment will not begin unless the staff has instructions to review. 

CT User Categories 

Category 1: AMNH Curatorial Staff   

Curators are allowed 2 CT days per month.  

Curators may book blocks of 3 months that start the month following the current month. For example, starting on April 1st (through April 30) you may book May, June, and July. 

Curators may sponsor category 3 users and donate their time to category 2 and 3 users. When a curator is donating time, the recipient should make the booking in Calpendo and indicate the curator as the "Owner" on the CT booking form. 

Category 2: Direct AMNH Affiliates (see examples below) 
Category 2 users are allowed 1 CT day per month.
 
AMNH Scientific Staff  
AMNH Richard Gilder Graduate School students 
AMNH RGGS PhD Student Fellows 
AMNH Postdoctoral Fellows 
AMNH Research Associates 
Category 2 users may book blocks of 2 months that start the month following the current month. For example, starting on April 1st (through April 30) you may book May and June.  

Category 3: Visiting Scientists or other External Collaborators 

Category 3 users are scientists visiting the museum for an extended period of time or are an external collaborator of a museum affiliate. REU students qualify as visiting scientists. 

Category 3 users do not qualify for scan time on their own. Their time must be sponsored by a Category 1 user. No other user categories can sponsor. Sponsorship also requires a Category 1 user to donate their machine time. The sponsored user schedules time directly via Calpendo with the name of the sponsoring category 1 user as the “Owner” of the booking. Category 3 users must be approved by MIF staff before they can be sponsored. 
 
Since the Category 3 user is scheduling donated time from a Category 1 user, bookings may be made 3 months in advance.  

Usage for commercial purposes is not accepted. 

Unlike the CT systems, there are no specific user categories for all other MIF resources; however, all users of MIF resources must be pursuing research in collaboration with the museum and/or studying museum specimens. All users follow the same scheduling protocol.  

Users may not schedule time on the SEMs, laser confocal, Stereoscope, and computer workstations more than 2 months ahead of intended use and no more than two days (17 hours) may be booked in any 14-day period. For the computer workstations, scheduling rules apply separately for each type of workstation. For instance, two days may be booked within a 14-day period on both the post-processing PC and the secondary post-processing PC. Also, the two Reconstruction PCs may be scheduled three months in advance instead of two months in advance due to their associated use with the two CT machines.

Additional time outside of normally allotted can be booked 48 hours in advance. Users who require exceptionally long contiguous blocks of time for their work will be reviewed on a case-by-case basis. If your project is time-sensitive, contact MIF staff.  

During periods of high demand, the number of time slots available to any one investigator may be restricted or already approved time (if in excess of normal use) may be reallocated to another user. Extra time is available for trained users in the evenings and on the weekends. Trained users are encouraged to schedule time after-hours or on the weekends whenever possible.  

Please follow the same guidelines as above for the Critical Point Drier, Sputter Coater, and Specimen Preparation Facilities 

Printing Facilities  

Printing facilities are available only to Scientific Staff for AMNH research purposes. 

• Laser printer: black and white only. Available on a first come, first serve basis. Please email [email protected]if you need this service. 
• Large Format Printer: users must make an appointment at least 2 days in advance to use the poster printer. Posters do not need to be complete at the time of booking. We highly recommend scheduling well in advance of conferences and/or any travel plans in case there are any issues. Email posters (.Tiff recommended, .pdf ok) to [email protected] 

The policy is one poster per person, per booking. Please create multiple bookings for multiple posters. During times of high demand (e.g., before highly attended conferences), we may not be able to accommodate all requests and may require the researcher to seek poster printing alternatives. The maximum dimensions of all posters are 44"x 65". Reprints of posters will only be done if there are printing issues. We do not offer reprinting if an edit needs to be made to the poster. Please make sure there are no errors when sending the poster. 

Loss of Scheduled Time 

When a user’s scheduled time is lost due to equipment malfunction or other unforeseeable circumstances, the MIF will actively work with affected users in an effort to maintain the continuity of their research. MIF staff will coordinate with users to reschedule their lost time in order by date. CT user category rules and the scheduling rules as stated above still apply. Regular scheduling will resume once the instrument is repaired. 

Cancellation policy for Laboratory use 

If you are running late or need to cancel, notify MIF staff as soon as possible. Failure to do so by noon on your reserved day will result in cancellation without warning and the open time will be used by another investigator at the discretion of MIF staff. 

Modification of future bookings may be done by individual investigators via Calpendo. If it is a CT booking, please reach out to MIF staff. For more information, please see the CT section.  

Before scheduling, reach out to MIF staff if you have any questions about the process including sample preparation, lab access, data management, etc. For instance, sample preparation commonly includes coating, critical point drying, mounting, sample borrowing, specimen preservation, and safe transportation. If any of these processes are new or unfamiliar, MIF staff are happy to work with you and your samples to ensure they are well prepared for your upcoming session. 

Please note: As of January 2017, all Paleontology specimens must go through that department's collections staff first. Once the loan is approved, specimens will be packed according to Paleontology guidelines, and individual scans will be recorded through an online form. 

Users are required to be supervised by MIF staff until proficiency and skill has been adequately demonstrated. Users will be granted weekend and after-hours privileges by MIF Staff on a case-by-case basis. Users may not be accompanied by any other visitors or researchers unless approved by MIF staff. Weekend and after-hours access should be treated as a privilege and is for users demonstrating trustworthiness. All access may be revoked either temporarily or permanently if it has been determined that lab equipment has been used inappropriately, or uninvited guests have been allowed into the lab.  

After-hours and weekend use of equipment is only granted to trained users and must be approved by MIF staff. Those interested in training should reach out to MIF Staff. Training by other users is NOT accepted. The training process and time commitment varies based on the hardware and software involved. Reach out to a member of MIF staff for additional information. 

• It is the responsibility of all users to ensure that the equipment they use is left ready for the next user at the end of their session. Rooms and equipment must be left clean, tidy, and operational. 
• In the case of equipment malfunction on a weekend or after-hours, users must contact one of the MIF staff immediately. A list of phone numbers is located on whiteboards around the facility. [email protected] will also reach all staff. 
• In case of damage caused by negligent use or unapproved use, the cost of the repair will be charged to the department of the individual who caused the damage. Weekend and after-hours access and all future use by that individual will be supervised (weekdays during business hours only). 

Keys 

Keys are available for pre-approved users for weekend and after-hours access to the MIF. Please arrange to check out a key from MIF staff the day before the weekend or after-hours work will occur. Keys must be returned as soon as access is no longer needed. For weekend access, the next business day. For after-hours access, the following morning. For holiday access, keys may only be signed out in the afternoon of the last business day and must be returned in the morning of the next business day.  

Keys must never be passed to a third party. If a key is ever lost, notify MIF Staff immediately. 

Users may be granted badge access to the MIF’s elevator if there is frequent use of the lab on weekends and after-hours. The MIF uses the section 20 freight elevator and is located on floor 5R.    

Security After Hours 

AMNH Policy is that doors remain closed after hours. Please only open the door you need and close it when you leave the lab (for any reason). Coordination with another person for lab access on the weekend or after-hours is not permitted unless MIF staff have approved it. If you are the last person to leave the MIF, please ensure:  

• all the lights are turned off 
• the door to the computer workstation room and the main entrances are closed 
• instruments are placed in the appropriate standby state 
• gas cylinders are turned off (if applicable) 

It is expected that users acknowledge the MIF and any MIF staff who provided assistance in any and all publications resulting from that usage. Reprints of publications should be provided to the MIF. Publication acknowledgment guidelines are also available on the Calpendo site. 

Users are expected to prepare, properly label, and otherwise safeguard their own samples in an appropriate manner. The safekeeping and storage of samples is the sole responsibility of users. All samples must be promptly removed from the laboratory. The MIF is not equipped or secured for long term specimen storage as there is very limited space. 
 
The MIF has resources available for packing specimens for CT scanning including plastic containers, foam, bubble wrap, tape, etc. 

Users are invited to utilize our facilities for sample preparation prior to scheduled sessions. For hazardous chemicals and hood use, reach out to MIF staff in advance to ensure sufficient stock is in place, and that your work can be safely completed, stored and disposed of. All hazardous chemical work taking place within the lab should be done with the guidance of MIF staff. 

Since digital imaging often creates large amounts of data, users should be prepared to manage it. The MIF has limited storage space, so any data stored on computer hard drives and servers is routinely erased. Every user is responsible for saving and retrieving their own data generated using MIF equipment. Users are also responsible for the security of their own data. Data may be retrieved from MIF computers and servers through user-supplied external hard drives or by uploading to non-MIF servers.  
 
Please be advised that not all instruments have an internet connection, so uploading to cloud storage may not always be possible. 

CT data are stored on Globus. CT users can back up their data via an external drive by using one of the MIF reconstruction computers or create a Globus Personal Connect account and install the app on their operating system. Notify MIF staff once you create an account so you can be provided access to your data collection.  
 
All raw and reconstructed CT scan data will initially be stored on Globus but will eventually be removed to make room for new data. A copy of the reconstructed data will be stored on our long-term storage server. Once the data has been transferred to long-term storage, it is not easily retrievable so make a copy of your data as soon as possible.