Usage Rules

Introduction and Purpose

The purpose of these rules is to promote effective investment and fair utilization of research equipment. Management and use of research equipment purchased with CAPEX budget shall follow these guidelines.

Rules for Use of Research Equipment

Equipment Management

  1. Each equipment shall have an Equipment Administrator, who is responsible for providing the following support to manage the equipment:
  1. Developing and enforcing usage rules such as daily maintenance procedures, management of consumables and user responsibilities.
  2. Registering the equipment in the Research Equipment Database.
  3. Setting up the reservation calendar on REServe.
  4. Maintaining an accurate and thorough logbook.
  5. Determining the need for and arranging a maintenance contract. [FY2018 Maintenance Contracts - Policy & Rules]
  6. Arranging the acceptance of new users.
  7. Training new users. Training can be implemented by the unit/section member, or it may be outsourced to the manufacturer. When outsourcing, for Common equipment, fees will be covered by the Host Section. For Shared equipment, fees will be covered by the Host and/or User Unit, and for Dedicated equipment, by the Host Unit.
  8. (For equipment with a maintenance contract or periodic inspections) Scheduling inspections and/or repairs.
  9. (For fixed assets) Administrative tasks relevant to fixed asset management.
  10. Storing relevant records and paperwork, and in case of a change in the Host Unit/Section, handing them over to their successor.
  11. Attending audit inspections.
  1. Equipment Administrator shall be a unit/section member with technical expertise of the equipment. They are the point of contact for all relevant communications, but overall lab and asset management responsibilities shall remain in the hands of the Section Leader or Unit Head.

 

Equipment Classification

  1. Research equipment will be classified as follows:
  1. Common equipment: It is open to all users who have completed any mandatory trainings and/or application process. The Equipment Administrator is a Research Support Technician/Specialist assigned by the relevant RSD section leader.
  2. Shared equipment: It is available for use by User Units permitted by the Equipment Administrator. Equipment Administrator is a member of the Host Unit assigned by the unit head.  
  3. Dedicated equipment: It is used exclusively by the Host Unit. Equipment Administrator is a member of the Host Unit assigned by the unit head. When another unit/section requests temporary access to the equipment, the Host Unit must make best effort to accommodate their request.
  1. The assigned classification should reflect the actual usage and can be modified during the life cycle of the equipment. Recommendation to modify the classification can be made to the Office of the Dean of Research by the Equipment Administrator through their supervisor. If any modifications are deemed necessary, the new classification will be assigned upon approval from the Dean of Research.
  2. The above classification will be applied from FY2018 purchases. Research equipment installed in FY2017 and earlier will be classified after their current usage is reviewed by the relevant RSD section and the Office of the Dean of Research.

 

Research Equipment Database (RED) and Reservation Calendar (REServe)

  1. For effective and fair management of resources, all research equipment – regardless of its classification – must be registered in the Research Equipment Database.
  2. To ensure the information in RED is up-to-date, research equipment shall be added by the Host Unit/Section within one month of its installation. Entries will be monitored by the Office of the Dean of Research. [Link: Research Equipment Database]
  3. Common and Shared equipment calendar should be visible to all registered users. For Dedicated equipment, the unit may choose to restrict access to the calendar.

 

Logbook

  1. Users must record each use in the equipment logbook in legible handwriting, making sure to fill out all mandatory fields. The Host Unit/Section must prepare a logbook for all the research equipment they administer. As part of the responsibilities of using subsidy to purchase equipment, OIST has an obligation to make its usage report available.
  2. The Host Unit/Section shall specify the format, but the following must be recorded in the logbook:
  1. Date of usage (MM/DD/YY, or as otherwise specified by the Host Unit/Section)
  2. Time of usage (From-To)
  3. Full name of user
  4. Unit/section
  1. For the purposes of checking that the equipment is being used effectively and that the assigned classification is appropriate, all logbooks are subject to random checks by the Office of the Dean of Research.