RRC-RHTIC: Policies and Procedures

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Contents

Policy on Access to Equipment

In order to request use of any RHTIC equipment or services all users must have a valid RRC Account Number before any work can be carried out. Most services are provided as drop off services however training is available on many RHTIC instruments for users that have large, long term needs.

Training Policy

All users new to the facility that wish to use RHTIC equipment must be trained before they are allowed to schedule time on the instruments. The specific training needed, charges and time requirements vary by the instrument and are described below. RHTIC staff will determine if at the end of training sessions users are ready to use equipment on their own.

Paraffin Microtome

For training on the microtome, users need to contact Patty Mavrogianis at 312-996-7772 or pam@uic.edu. Training to use the paraffin microtome usually takes 1 hour to complete. Users need to bring the following materials: pen and paper for note taking, low profile microtome blades, paraffin blocks to section, positively charged slides and slide boxes. This material can be provided by the RHTIC at a charge.

Vacutome Cryostat

For training on the cryostat, users need to contact Patty Mavrogianis at 312-996-7772 or pam@uic.edu. Training to use the vacutome cryostat usually takes 1 hour to complete. Users need to bring the following materials: pen and paper for note taking, low profile microtome blades, OCT embedded tissues to section, positively charged slides and slide boxes. This material can be provided by the RHTIC at a charge.

Epi-fluorescence Microscope

For training on the epi-fluorescence microscope, users need to contact Patty Mavrogianis at 312-996-7772 or pam@uic.edu. Training to use the epi-fluorescence microscope usually takes 1 hour to complete. Users need to bring their own fluorescent slides and digital media for storing any desired images.

AMG Evos FL

For training on the AMG Evos FL microscope, users need to contact Ryan Deaton at rdeaton@uic.edu or 312-355-4338. Users should plan for the training session to take 30 minutes. Please bring a slide and USB media to store images to the training.

Laser Capture Microdissection

For training on the LCM, users need to contact Dr. Virgilia Macias at vmacias@uic.edu. Training usually takes 2-4 hours and requires sections on membrane slides stained with toluidine blue.

Aperio

For training on the Aperio, users need to contact Ryan Deaton at 312-355-4338 or rdeaton@uic.edu. Training to use the Aperio Image Analysis System involves multiple courses, depending on the work being done. Aperio training progresses in a series where knowledge gained in earlier sessions is necessary in later sessions. In all situations, under no circumstances is any Protected Health Information (PHI) allowed to be scanned on the Aperio scanner. This means that all clinical accession numbers must either be covered or the scanning of the label must be turned off. For details regarding Aperio training please go here.

PerkinElmer Vectra

Training is available for the Vectra. For more details go here.

Leica Laser Capture Microdissection

For training on the LCM, users need to contact Virgilia Macias, MD at 312-996-7559.

Scheduling Policy

In order to schedule time on RHTIC equipment, users must create an account in the RHTIC instance of the RRC PHPScheduleIT scheduler. You can access this system by clicking here. After you create an account, we will receive notification and upon completion of training we will grant you access to the scheduling system. The maximum and minimum time that you can schedule depends on the instrument. Please avoid signing up for all available time on an instrument for multiple days in a row. If you have such a need please consult with RHTIC staff to ensure that your use does not negatively impact other users.


Minimum and Maximum Reservation Time
Instrument Minimum Reservation Time Maximum Reservation Time
Aperio Scanner 30 mins 8 hrs
Aperio Scoring Workstation 15 mins 8 hrs
Laser Capture Microdissection 1 hr 12 hrs
Microm Cryostat 1 hr 2 hrs
Microm Microtome 1 hr 2 hrs
Nikon Eclipse E400 15 mins 4 hrs
AMG Evos FL 15 mins 2 hrs
Vectra Scanner 1 hr 12 hrs
Vectra Scoring Workstation 1 hr 12 hrs


Cancellation:

If you wish to cancel a reservation you need to do so a minimum of 24 hours in advance in order to allow others time to use the instrument. If you fail to cancel a reservation you will be charged the full rate for the time you reserved.

Off Hours Use:

Off hour use of some instruments is available for expert users. This is determined on a case by case basis. All instrument time is charged at the full rate.

Computer Use and Data Storage Policy

RHTIC computers are for research purposes only. You may not install any software on RHTIC computers. Checking email and web surfing are prohibited.
In general, data storage is the responsibility of the user in all cases except when you have purchased Aperio Storage, Aperio Web Service or Aperio TMA Service. These services provide RAID 5 storage space on a per slide, per month basis. This information is also backed up via ACCC ADSM and to a separate external storage device. If you scan slides on the Aperio ScanScope but are not using the Spectrum server, it is expected that you will remove your images from the scanner the same day.

Aperio Drop-off Services

When the RHTIC is conducting an Aperio drop off service for you, we will keep the images on the server for 30 days after providing the data to you. After this time, raw images will be deleted from the server. It is required that you bring portable hard drives or make other arrangements to move your images to long term storage. Before we delete your images we will send the service requestor an email notifying them that the images are to be deleted. Seven days after sending this message the images will be deleted.
For Aperio slides referenced in Spectrum, markup images are not stored with the raw image file but are instead kept in a separate file that is not easily retrieved. The RHTIC will keep these layers and markup images created indefinitely. If a reanalysis is needed you can bring your portable media with the raw images back to the facility. The raw images can be reloaded to the server and used just as before with all of the layers and markup images intact.

Vectra

The RHTIC retains no Vectra files for the long term. Data will be removed from RHTIC servers 30 days after results have been provided to the investigator. Prior to this time it is the investigator’s responsibility to move their files to other storage via portable hard drives or other media of appropriate size. RHTIC staff will assist you in identifying the files that need to be saved. Written notice of scheduled deletion will be sent via email to the person requesting the service before images are deleted. Seven days after this email has been sent the images will be deleted.

Nikon Eclipse E400

There is no data storage offered for the Nikon Eclipse E400. It is expected that you will remove your images from the computer the same day you use the scope.

AMG Evos FL

Users should bring portable USB media to their image capture sessions. You have the option of directly capturing to your device or using our image server for capture and downloading your images using a workstation to your portable device.

Acknowledgement in Publications

All facility users are required to acknowledge the use of the facility in all published articles that utilize material created in the facility. An example of an appropriate acknowledgement may be: “Histology/LCM/Tissue micro-array/Imaging services were provided by the Research Resources Center - Research Histology and Tissue Imaging Core at the University of Illinois at Chicago established with the support of the Vice Chancellor of Research.” If a staff member contributed significantly to the publication appropriate authorship should be designated.
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