McGill.CA / Facility for Electron Microscopy Research / User Access / Idea Elan Infinity X - Core Facility Management System

Booking Policy

The Facility for Electron Microscopy Research (FEMR) manages access to its shared research infrastructure through a structured reservation system designed to ensure fairness, efficiency, and instrument protection. All users are expected to follow the policies outlined below.

1. Reservation Requirements

  • All users must reserve instruments and equipment in advance through the Infinity system: https://secure.ideaelan.com/MCG/Public/AppLogin.aspx

  • Users may reserve only the time they need. The minimum reservation length for most instruments is 60 minutes.

  • Walk‑in or unreserved use is strictly prohibited. Any use of FEMR infrastructure without a confirmed reservation will:

    • Be billed at the standard hourly rate for the full duration of use

    • Be recorded as a policy violation

    • Result in suspension of access privileges

  • Account sharing is not permitted. Users may reserve time only for themselves. Making reservations on behalf of another person is a violation of FEMR policy and will result in suspension of access.

2. Booking Limits by User Level

To ensure equitable access across the research community, booking limits vary by user level.

Level 1 Users (Independent)

  • May reserve one five‑hour session per week during daytime hours (8:00 a.m.–6:00 p.m., weekdays).

  • May reserve one additional five‑hour session during evenings or weekends.

  • After completing a session, Level 1 users may book another session within the same week.

  • No more than two Level 1 users from the same lab may use the same instrument on the same day.

  • The following instruments cannot be booked by Level 1 users and are operated only by dedicated staff:

    • Titan Krios Cryo‑STEM

    • Helios Nanolab 660 DualBeam

    • Ethos NX5000 FIB‑SEM

Level 2 Users (Supervised – Staff Available)

  • May reserve one five‑hour session per week during staffed hours (9:00 a.m.–5:00 p.m., weekdays).

  • Staff must be available to assist if needed.

Level 3 Users (Supervised – Direct Oversight)

  • May reserve one four‑hour session per week during staffed hours (9:00 a.m.–5:00 p.m., weekdays).

  • All bookings must be made in consultation with the responsible operator.

3. Universal Booking Rules (All User Levels)

These rules apply to all FEMR users:

  • Reservations may not be made more than 30 days in advance.

  • Consecutive reservations on the same instrument are not allowed.

  • Users must arrive on time and be prepared to begin their session promptly.

4. Cancellation and No‑Show Policy

  • Cancellations made at least 24 hours before the reservation start time incur no charge.

  • Cancellations made less than 24 hours before the session will be billed unless another user takes the released time slot.

  • No‑shows are charged the full reservation amount.

Because billing is based on scheduled time, not actual usage, users should avoid overbooking. Reserving unnecessary time prevents others from accessing the instrument.

5. Instrument Downtime and Fault Reporting

  • Users will not be charged if an instrument is marked as down during their reserved time.

  • If equipment is malfunctioning but not marked as down, users may request a billing waiver (see Operational Status policy).

  • Users must report any instrument issues immediately through Infinity and document the problem in the logbook. Failure to report issues promptly may result in charges for the session.

  • The Facility Manager will review reported issues and determine whether usage charges should be adjusted.

 

 

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