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Policies and Procedures


Facility Use

  • Users without a key fob are required to sign in at the front desk.
  • Users with key fobs are not permitted to allow access for others in the facility.
  • Users must not leave doors open for any reason.
  • Food and drinks without lids are not permitted in the instrument rooms.
  • Please help us maintain a clean and efficent environment.

Equipment Scheduling

  • Equipment reservations are booked using the Facility Online Manager (FOM).
  • Users may only use the instrument during their permitted time. 
    • Daytime access: Monday-Friday, 8:00am - 5:00pm
    • Anytime access: Any day and time
  • Users must reserve instrument time on the FOM scheduler prior to using the instrument.
  • Users must log off their reservation on FOM when their usage is complete. A forget log off fee will be charged if a user fails to log off. 
  • Users may only reserve time for themselves; booking on behalf of other users is not permitted.

Equipment Training

  • Training is required before users can use the equipment at CEMAS. Training must be requested through FOM.
  • Training is subject to usage and labor rates.

Equipment Use

  • All users must have funding available to cover the fees for use of CEMAS equipment.
  • Training from an instrument manager is required in order to be qualified to use the instrument(s).

Safety Training

  • This training is mandatory, even for personnel who do not work in a laboratory or handle hazardous materials, and should be completed as soon as possible.
  • Visit ehs.osu.edu, click the link to "Safety Training Programs,” and log in with your Ohio State credentials to access the online safety programs. 
  • The following EHS online courses are required for all CEMAS users:
    • Lab Standard Training
    • Chemical Safety
    • Fume Hood Safety
    • Personal Protective Equipment
    • Cryogenic Materials Training
    • Biological Safety Training for BSL2
    • Hazard Communication (required of ALL Ohio State employees)
    • Globally Harmonized System (GHS)  (required of ALL Ohio State employees)
    • Building Emergency Action Plan (BEAP)

Sample Preparation

  • All users are expected to follow basic lab safety procedures.
  • All solvents are to be kept and used in the hood.
  • Waste solvents are to be placed in the solvent waste container in the prep room. Do not put electrolytes or acid containing material in this can.
  • All samples must be properly prepared to maintain the integrity of the instruments.
  • Samples to be examined in electron microscopes must be completely cleaned and thereafter handled only while wearing gloves. They must be stable in the high vacuum of a microscope sample chamber.
  • Volatile samples can only be examined after consultation with the equipment managers when a protocol for doing so has been established.

Tools and Supplies

  • Tools for manipulating samples, sample holders and gloves are provided in each instrument room. They may not be transferred to another instrument without permission from an Instrument Manager.
  • Please leave them in a tidy and orderly fashion for the next user.

Computers

  • No software is to be run or installed without proper approval.
  • Software that may be run on instrument computers is limited to that which is the user interface (instrument control) and supplemental software such as is used for x-ray analysis and orientation imaging.
  • Browser use is limited to access of the FOM website for reserving and logging out of sessions.
  • Flash drives (memory sticks) are not to be used with instrument computers.
  • Computers in microscope rooms are for exclusive and sole purpose of microscopy – no web browsing, email access or other use permitted.

Data Storage

  • The CEMAS instrument file server is intended for short-term storage  only. It is expected that users will retrieve their data immediately  following their instrument session. Data will be erased from the file  server on a routine basis to ensure ample storage capacity for all users.
  • Data is to be stored on the CEMAS file server and accessed remotely or from the data downloading stations provided in Rm126.
  • Acquired images and data must be transferred to the central CEMAS file server. Instrument PCs are for temporary image storage and files left on them will be deleted periodically without warning.
  • CEMAS is not responsible for maintenance or retention of research data.
  • Images should be stored in an uncompressed format. (e.g. “.TIF” and not “.JPG”)

Data Retrieval

  • All CEMAS instrument users may retrieve their instrument data by visiting the website data.cemas.us. This site provides a user-friendly web-interface for accessing and downloading instrument data and is accessible from any modern web-browser both inside and outside of CEMAS.
  • However, users are strongly encouraged to first retrieve their data by using either one of the Data Download Stations (DDS1 or DDS2) in room 126 of CEMAS. Given the sensitivity and value of instrument data, using the Data Download Stations ensures that users come into permanent possession of their data immediately following their  instrument session, thus preventing any data loss that may occur in  the extended time span between the instrument session and website  retrieval.
  • Instructions for accessing data.cemas.us may be found here.

Images

  • Digital Imaging Ethics:
    • Images are data and must be treated carefully.  It is expected that all CEMAS users will abide by ethical guidelines in the handling of images and other data. 
    • Manipulation of images should always be done on a copy of the unprocessed image data file.
    • If you have any questions on dealing with an image, ask a CEMAS instrument manager. 
    • Images must be saved in a lossless format (NOT .JPG). Use .TIF, .DM3, or TIA formats, preferably as 16 bit images.
    • As long as intensities are not critical, adjusting the displayed image with brightness, contrast, and gamma is acceptable without annotation. All other image processing steps should be documented.
  • Published data should include an acknowledgement to CEMAS such as: “Electron microscopy was performed at the Center for Electron Microscopy and Analysis (CEMAS) at The Ohio State University.”