{"id":3065,"date":"2023-08-14T11:21:42","date_gmt":"2023-08-14T15:21:42","guid":{"rendered":"https:\/\/www.med.unc.edu\/cryo-em\/?page_id=3065"},"modified":"2026-02-22T11:10:37","modified_gmt":"2026-02-22T16:10:37","slug":"policies","status":"publish","type":"page","link":"https:\/\/www.med.unc.edu\/cryo-em\/policies\/","title":{"rendered":"Policies"},"content":{"rendered":"

Access to the cryoEM core.<\/span><\/b>\u00a0\u00a0<\/span>\u00a0<\/span><\/h4>\n

Before you start working with our core be sure to complete the following checklist:<\/span>\u00a0<\/span><\/p>\n

    \n
  1. Have a iLAB account with accurate billing information<\/strong>.\u00a0 We use iLAB to book equipment and bill customers for services provided.\u00a0 UNC-CH researchers pay using Chartfield string listed under their iLAB account. External customers can use credit card or a PO.\u00a0 <\/span>\u00a0<\/span><\/li>\n
  2. Have Globus account<\/strong> setup<\/strong>.\u00a0 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).\u00a0 Data can be transferred from the Longleaf HPC using Globus. <\/span>\u00a0<\/span><\/li>\n
  3. View our website to familiarize yourself with our policies<\/strong> and workflows.\u00a0\u00a0<\/span>\u00a0<\/span><\/li>\n
  4. Setup a consultation with the core director<\/strong> if you are interested in using our core facility.<\/span> This can be done via email or on iLAB.<\/span><\/li>\n
  5. Have a cryoEM-specific<\/strong> DMP for your lab or project<\/strong>.\u00a0 We will not store your data past 90 days.\u00a0 Most labs will keep a copy of the raw data on NAS or hard drive and make duplicate copies.\u00a0\u00a0 <\/span>\u00a0<\/span><\/li>\n
  6. Ask the core director to join the Slack Channel<\/strong> and email list<\/strong> to get updates about the core.<\/li>\n<\/ol>\n

     <\/p>\n

    Collaboration or Fee-for-Service<\/strong><\/h4>\n

    We consider the following as routine fee-for-service (1) Cryo-grid specimen preparation, (2) CryoEM screening and data collection, (3) pre-processing of data, (4) fabrication of support films for TEM grids, and (4) training customers. \u00a0We follow the guidelines as described by the UNC CH Research Code of Conduct and National Institutes of Health (NIH) General Guidelines for Authorship Contributions.<\/strong>\u00a0If a staff member significantly contributes to the conceptualization, design, interpretation of the research project, they will be deemed a collaborator. \u00a0This policy extends to encompass non-routine activities, such as the fabrication of novel TEM grids, the development of novel workflows or methods, sample purification, image processing and data analysis. In such instances, the staff member must be acknowledged as a collaborator in all ensuing publications or presentations<\/p>\n

    \u00a0<\/span><\/p>\n

    Training.<\/span><\/b>\u00a0<\/span><\/h4>\n

    We offer training in all aspects of cryoEM to include specimen preparation of cryo-grids, operation of the cryoTEM, and image processing and analysis.\u00a0 Be sure to schedule an in-person or virtual meeting with the core director to discuss an individual training plan.\u00a0 Wednesdays are the<\/span> preferred day for meetings between 11AM-6PM EST. If you need help getting started, please refer to our website for resources and protocols.<\/span>\u00a0<\/span><\/p>\n

    Only staff who are currently employed by UNC-CH CryoEM Core can officially train a person to operate equipment at our core facility.\u00a0 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.\u00a0 This includes watching a person operate the Vitrobot and microscope.\u00a0 This is most useful for labs that have multiple cryoEM projects.\u00a0 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.<\/span>\u00a0<\/span><\/p>\n

     <\/p>\n

    Cryospecimen preparation using the Vitrobot.<\/span><\/b>\u00a0<\/span><\/h4>\n

    Other than CryoEM Core Staff, the only individuals who have been fully trained by the core staff can operate the Vitrobot.\u00a0 Vitrobot is available during normal Core hours M-F 9AM-7PM.\u00a0 Individuals who have been fully trained to operate the Vitrobot can use it after hours or over the weekend.\u00a0 The Vitrobot can be booked on iLAB using the Schedule Equipment tab.\u00a0 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. \u00a0<\/span>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. \u00a0As a general rule, we do not like to prepare more than 12 cryo-grids per freezing session. \u00a0Core 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.\u00a0 If a person is using the Vitrobot without booking it, please tell the Core Staff. \u00a0\u00a0<\/span><\/p>\n

     <\/p>\n

    Long-term storage of cryo-grids at our core.<\/span><\/b>\u00a0<\/span><\/h4>\n

    Customers who are using the cryoEM core to prepare or image grids can store their<\/span> cryo-grids on site.\u00a0 Customers pay an annual fee based on the number of pucks they have at our core.\u00a0 Customers can request multiple pucks.\u00a0 We recommend using one puck per person and one cane per lab.\u00a0 Customers are allowed to use grids boxes we keep at our core but are expected to return them once they have completed their experiment.\u00a0 Individual labs that have purchased their own cane and pucks are expected to use their own grid boxes.\u00a0 <\/span>\u00a0<\/span><\/p>\n

     <\/p>\n

    Operation of the CryoTEM<\/span><\/b>\u00a0<\/span><\/h4>\n

    CryoEM Core Staff and only individuals who have been fully trained by Core Staff can operate the Talos Artica. \u00a0Core Staff can operate the microscope for individuals or can complete an experiment for a customer as a fee-for-service. \u00a0If 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.<\/span>\u00a0<\/span><\/p>\n

    Trained users can operate the microscope, however, some activities are strictly the responsibility of the core staff.\u00a0 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.\u00a0 Customers are welcome to watch and learn, we will teach anyone they are interested, but they are not permitted to do these activities.\u00a0 <\/span>\u00a0<\/span><\/p>\n

    Up to 12 grids can be loaded into the microscope cassette. \u00a0Cassette exchanges are done by core staff and not customers. We exchange the cassette at 9AM and a second time at 2PM for the evening.\u00a0 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.<\/span>\u00a0<\/span><\/p>\n

     <\/p>\n

    Booking the CryoTEM.<\/span><\/b>\u00a0<\/span><\/h4>\n

    We use a queue for booking the cryoTEM.\u00a0 Individuals submit cryoTEM requests on iLAB which are reviewed by the cryoEM core each week.\u00a0 We expect the information in the request to be accurate, and it is the responsibility of the customer to complete the request.\u00a0 We are happy to help or fill out a request for the customer if requested by the customer.<\/span>\u00a0<\/span><\/p>\n

    Each week, the microscope schedule is prepared by the core director and staff.\u00a0 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. \u00a0The researcher submitting the request can specify a preferred day and time slot.\u00a0 We do not normally book the microscope more than 2 weeks in advance.\u00a0 Customers can cancel their session after contacting the core director. We prefer to know 1 day in advance however, we understand things happen.\u00a0\u00a0 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.\u00a0 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.\u00a0 <\/span>\u00a0<\/span><\/p>\n

    Customers can use the microscope in blocks of time: 9AM-2PM, 2PM-7PM, 2PM-9AM, or all day. \u00a0If a customer requests more than 5 hours of beam time, they will be billed a minimum of 12 hours.<\/span><\/p>\n

    We expect the grids listed on the cryoTEM request to be accurate.\u00a0 Customers can modify the request on iLAB to verify that the information is accurate and the correct grids are listed.\u00a0 We understand mistakes happen or the project goals of the experiment change.\u00a0 We do our best to accommodate all our customers by being flexible.\u00a0 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. <\/span>\u00a0<\/span><\/p>\n

     <\/p>\n

    Cancellations in the event of a microscope error.<\/span><\/b>\u00a0\u00a0<\/span>\u00a0<\/span><\/h4>\n

    In the event of a critical microscope error, any sessions that are canceled will be rescheduled before booking other customers.\u00a0 If the customer does not want to be rescheduled or prefers a later day, we will book other people who have submitted a request.\u00a0 The core will postpone making the schedule until the microscope is fully operational.\u00a0 <\/span>\u00a0<\/span><\/p>\n

     <\/p>\n

    Late arrival policy.<\/span><\/b>\u00a0\u00a0<\/span>\u00a0<\/span><\/h4>\n

    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. \u00a0Furthermore, 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. \u00a0We 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.<\/p>\n

    \n

    Image processing<\/strong><\/h4>\n

    Pre-processing of single-particle cryoEM data, including motion correction and CTF estimation using Warp or CryoSPARC Live, is not considered “image processing” and is typically included in the data collection. \u00a0Anything beyond this is considered image processing, including 2D classification and EM map generation. \u00a0Having the ability to process data on the fly is incredibly useful, and we routinely will generate 2D class averages and 3D models to determine the structure of the target complex as it is being collected. \u00a0If you need assistance with this, we are happy to help, we only ask that you acknowledge the CryoEM Core Staff that process the data. \u00a0Image processing can be done during data collection and typically takes a few hours to complete.<\/p>\n

     <\/p>\n

    Data management<\/strong><\/h4>\n

    Each core user is responsible for the long-term storage of their data.\u00a0 Data collected from the Gatan K3 camera is stored in the Dogwood\/Longleaf research computing cluster, where it can be accessed via Globus. \u00a0We do not offer long-term storage (> 3 months) for data collected on the Talos Arctica TEM. \u00a0Additional information about the Dogwood and Longleaf computer clusters are on the UNC Research Computing website https:\/\/its.unc.edu\/research-computing\/techdocs\/longleaf-frequently-asked-questions-faqs\/<\/a><\/p>\n

     <\/p>\n

    Consumables, reagents, and TEM grids.<\/span><\/b>\u00a0\u00a0<\/span>\u00a0<\/span><\/h4>\n

    The core has its own stock of TEM that they use to prepare specimens for internal and external customers. \u00a0Lipids and other chemicals used to prepare affinity grids are <\/span>consumables<\/span> for the <\/span>cryoEM<\/span> core<\/span>.\u00a0 <\/span>Customers can <\/span>purchase<\/span> their own<\/span> lipids or ask the core director to <\/span>buy<\/span> lipids for them<\/span>.\u00a0 <\/span>If the core director <\/span>purchases<\/span> lipids for a <\/span>customer,<\/span> a <\/span>1-hour <\/span>labor fee will be charged to them<\/span>. \u00a0 \u00a0Monomeric graphene and other chemicals used to fabricate GO TEM grids are consumable for the cryoEM core. \u00a0Individuals 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. \u00a0We expect researchers who are using the Vitrobot as independent users to bring their own TEM grids to complete their own experiments. \u00a0Individuals can contact the core director if they need advice or help with the purchase of TEM grids. \u00a0The core has grids in stock that can be sold to customers to complete an experiment, but only at the discretion of the core director.\u00a0 <\/span>\u00a0<\/span><\/span><\/p>\n

     <\/p>\n","protected":false},"excerpt":{"rendered":"

    Access to the cryoEM core.\u00a0\u00a0\u00a0 Before you start working with our core be sure to complete the following checklist:\u00a0 Have a iLAB account with accurate billing information.\u00a0 We use iLAB to book equipment and bill customers for services provided.\u00a0 UNC-CH researchers pay using Chartfield string listed under their iLAB account. 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