Policies

Access to the cryoEM core.   

Before you start working with our core be sure to complete the following checklist: 

1. Have a iLAB account with accurate billing information.  We use iLAB to book equipment and bill customers for services provided.  UNC-CH researchers pay using Chartfield string listed under their iLAB account. External customers can use credit card or a PO.   
2. Have Globus account setup.  We use Globus to transfer data collected at our facility. CryoEM data is stored on the Dogwood/Longleaf HPC for 90 days (about 3 months).  Data can be transferred from the Longleaf HPC using Globus.  
3. View our website to familiarize yourself with our policies and workflows.   
4. Setup a consultation with the core director if you are interested in using our core facility. This can be done via email or on iLAB.
5. Have a cryoEM-specific DMP for your lab or project.  We will not store your data past 90 days.  Most labs will keep a copy of the raw data on NAS or hard drive and make duplicate copies.    
6. Ask the core director to join the Slack Channel and email list to get updates about the core.

Training and Learning CryoEM. 

We offer training in all aspects of cryoEM to include specimen preparation of cryo-grids, operation of the cryoTEM, and image processing and analysis.  Be sure to schedule an in-person or virtual meeting with the core director to discuss an individual training plan.  Wednesdays are the preferred day for meetings between 11AM-6PM EST. If you need help getting started, please refer to our website for resources and protocols. 

Only staff who are currently employed by UNC-CH CryoEM Core can officially train a person to operate equipment at our core facility.  We encourage individuals to help each other, share knowledge openly with one another, and learn from each other when they are working at the core.  This includes watching a person operate the Vitrobot and microscope.  This is most useful for labs that have multiple cryoEM projects.  However, if you want to be able to operate the equipment at our core you must be fully trained by a core staff and have the permission of the core director. 

Cryospecimen preparation using the Vitrobot. 

Other than CryoEM Core Staff, the only individuals who have been fully trained by the core staff can operate the Vitrobot.  Vitrobot is available during normal Core hours M-F 9AM-7PM.  Individuals who have been fully trained to operate the Vitrobot can use it after hours or over the weekend.  The Vitrobot can be booked on iLAB using the Schedule Equipment tab.  Customers are expected to (1) log the number of hours used in the Vitrobot notebook, (2) clean up after they complete an experiment, and (3) tell the core staff if they notice an error or problem with the equipment.  Customers who would like the Core Staff to prepare cryo-grids for them should contact the core director to schedule a freezing session and discuss the experiment.  As a general rule, we do not like to prepare more than 12 cryo-grids per freezing session.  Core users who have been certified to operate the Vitrobot can prepare more than 12 cryo-grids in a session. We expect customers to book the Vitrobot before they use it.  If a person is using the Vitrobot without booking it, please tell the Core Staff.   

Long-term Storage of Cryo-grids at Our Core. 

Customers who are using the cryoEM core to prepare or image grids can store their cryo-grids on site.  Customers pay an annual fee based on the number of pucks they have at our core.  Customers can request multiple pucks.  We recommend using one puck per person and one cane per lab.  Customers are allowed to use grids boxes we keep at our core but are expected to return them once they have completed their experiment.  Individual labs that have purchased their own cane and pucks are expected to use their own grid boxes.   

Operation of the CryoTEM 

CryoEM Core Staff and only individuals who have been fully trained by Core Staff can operate the Talos Artica.  Core Staff can operate the microscope for individuals or can complete an experiment for a customer as a fee-for-service.  If a core staff member operates the Talos Arctica for a customer, they will be billed based on the number of hours the microscope is used, in addition to the time the staff person spends operating the microscope. The total cost of the session will be microscope beam time + labor, additional fees or add-on charges would apply. 

Trained users can operate the microscope, however, some activities are strictly the responsibility of the core staff.  These include loading the cassette into the microscope, troubleshooting errors, contacting TFS or Gatan to service or maintain the microscope, and installing or setting up software.  Customers are welcome to watch and learn, we will teach anyone they are interested, but they are not permitted to do these activities.   

Up to 12 grids can be loaded into the microscope cassette.  Cassette exchanges are done by core staff and not customers. We exchange the cassette at 9AM and a second time at 2PM for the evening.  More than two cassette exchanges per day are possible, but this is an inconvenience for us, and the customer will be billed for staff time. 

Booking and Scheduling the CryoTEM. 

We use a queue for booking the cryoTEM.  Individuals submit cryoTEM requests on iLAB which are reviewed by the cryoEM core each week.  We expect the information in the request to be accurate, and it is the responsibility of the customer to complete the request.  We are happy to help or fill out a request for the customer if requested by the customer. 

Each week, the microscope schedule is prepared by the core director and staff.  Sessions are booked based on the order the requests were received, the priority of the request, and the availability of staff to help if required.  The researcher submitting the request can specify a preferred day and time slot.  We do not normally book the microscope more than 2 weeks in advance.  Customers can cancel their session after contacting the core director. We prefer to know 1 day in advance however, we understand things happen.   If the person does not show up or cancels the day of the session, we consider this an inconvenience and will charge a late fee.  If a customer cancels their session, we consider their request completed, and to book another session that person would need to submit a new request.   

Customers can use the microscope in blocks of time: 9AM-2PM, 2PM-7PM, 2PM-9AM, or all day.  If a customer requests more than 5 hours of beam time, they will be billed a minimum of 12 hours.

We expect the grids listed on the cryoTEM request to be accurate.  Customers can modify the request on iLAB to verify that the information is accurate and the correct grids are listed.  We understand mistakes happen or the project goals of the experiment change.  We do our best to accommodate all our customers by being flexible.  However, we consider loading cryo-grids not listed in the cryoTEM request as an inconvenience to the Core Staff and reserve the right to charge the customer an inconvenience fee when this happens.  

Cancellations in the event of a microscope error.   

In the event of a critical microscope error, any sessions that are canceled will be rescheduled before booking other customers.  If the customer does not want to be rescheduled or prefers a later day, we will book other people who have submitted a request.  The core will postpone making the schedule until the microscope is fully operational.   

Late arrival policy.   

In instances where a customer requests assistance from core staff for an experiment and arrives at the facility late, the Core Director retains the discretion to impose a late fee. This fee may encompass both instrument time and the cost of labor associated with the delayed start.  Furthermore, if a customer reserves equipment and is more than one hour late or fails to appear altogether, the Core Director may cancel the reservation to accommodate other users who require access to the instrument.  We acknowledge that unforeseen circumstances may arise. However, we kindly request that customers promptly notify the Core in the event of any cancellations or significant delays to their scheduled experiments.

Consumables, reagents, and TEM grids.   

The core has its own stock of TEM that they use to prepare specimens for internal and external customers.  Lipids and other chemicals used to prepare affinity grids are consumables for the cryoEM core.  Customers can purchase their own lipids or ask the core director to buy lipids for them.  If the core director purchases lipids for a customer, a 1-hour labor fee will be charged to them.    Monomeric graphene and other chemicals used to fabricate GO TEM grids are consumable for the cryoEM core.  Individuals who would like to fabricate monomeric graphene are welcome to use the lab space to prepare GO TEM grids, but are expected to buy their own reagents, including the graphene.  We expect researchers who are using the Vitrobot as independent users to bring their own TEM grids to complete their own experiments.  Individuals can contact the core director if they need advice or help with the purchase of TEM grids.  The core has grids in stock that can be sold to customers to complete an experiment, but only at the discretion of the core director.