Department of Biology and Chemistry

Department of Biology and Chemistry Guidelines for the Confocal Laser Scanning Microscopes The Department of Biology and Chemistry (BCH) has two confocal laser scanning microscopes (confocal microscope) for imaging uses: 1. Leica SP5 Confocal Laser Scanning Microscope 2. Leica SPE Confocal Laser Scanning Microscope The following guidelines summarize the procedures and regulations for using the confocal microscopes. The confocal microscope Technical Officer In Charge (TO I C), Mr. Chiang W L Michael, is responsible for equipment maintenance, user training, and booking moderation of the confocal microscopes. The confocal microscope Staff In Charge, Dr. Lo P K Peggy and Dr. Sun H Y, will respond if complex matter arises. This set of guidelines is subject to periodic review. Users 1 st Priority: BCH Faculty, research students and staff 2 nd Priority: Non BCH Users have collaboration with BCH Faculty (Collaborators) (Fill in and submit Collaboration Memo in Appendix 1 and CSE Equipment Use Form in Appendix 2 to Ms. Ng K Y Helen) 3 rd Priority: Non BCH Users under the CSE Equipment & Facility Sharing System (Fill in and submit CSE Equipment Use Form in Appendix 2 to Ms. Ng K Y Helen) Training Training is required regardless of any previous experience gained in confocal microscopy elsewhere; New user has to complete BCH safety training and submit: (1) Risk Assessment Form; (2) Collaboration Memo (for 2 nd Priority users); (3) CSE Equipment Sharing Form (for 2 nd and 3 rd Priority users) before contacting TO I C for equipment training; Regarded as Authorized Users after training; a Login Account for accessing the microscope computer will be granted. Submit Registration Form for BCH Smartlock and On line Equipment Booking System in Appendix 3 to Mr. Lam K F to register Online Equipment Booking and/or Smartlock System. Authorized User Privileges Users Access Online Equipment Booking System Access Smartlock System of Rooms B1620 & B1623 Access Microscope Computer 1 st Priority 2 nd Priority via TO I C, BCH Host, Faculty & Academic Staff 3 rd Priority via TO I C, Faculty & Academic Staff Last Updated: 18 September 2014 Page 1

Booking Booking before use is MANDATORY; Advanced booking: 24 hours 7 days via online Equipment Booking System (http://www6.cityu.edu.hk/bhdbapp/deptweb/research/fac2.html); Booking Hours: o Peak Hours: 0900 1900 Mon Sat (excluding public holidays); o Non Peak Hours: 1900 0900 Mon Sat; Sun & public holidays Maximum Booking Hours for each confocal imaging system (SP5 or SPE): Users Daily Maximum Booking Hours per User Weekly Usage Quota per Research Group Peak Hours Non Peak Hours Peak Hours Non Peak Hours 1 st Priority 3 hrs 2 nd Priority 3 hrs No limit * 12 hrs (1 st priority + 0.5 2 nd priority) No limit * 3 rd Priority 2 hrs (Restricted to 1700 1900) 8 hrs Remark: * Except for long term time lapse experiment of more than 4 hrs, user should get prior approval from supervisor and Confocal Microscope Staff in Charge by submitting the Application for Long term Time lapse experiment using Confocal Microscope (Appendix 4) 3 days in advance. Long term time lapse microscopy experiment: o Should be restricted to non peak hours; o For booking more than 4 hrs during non peak hours, user should get prior approval from supervisor and Confocal Microscope Staff in Charge by submitting the Application for Longterm Time lapse experiment using Confocal Microscope (Appendix 4) 3 days in advance and make booking via TO I C. User can only make one appointment per Application Form. Vacant time slots of peak hours on the current day (available for ALL users): o Walk in and first come first served; o Make booking (mandatory) via TO I C; o Usage will NOT be counted into weekly booking quota even booking hours reached to maximum. TO I C has the priority to pre book time slots for service and maintenance. Cancellation Cancel at first instance if you no longer need the booked time slot; Penalty imposes for not cancel unused time slots repeatedly: o 1 st time: User receives warning o 2 nd time: User receives warning and user s supervisor is informed; All reserved but unused time slots will be counted into the weekly quota if applicable. o 3 rd time or above: User receives warning and user s supervisor is informed; All reserved but unused time slots will be counted into the weekly quota if applicable; Forfeit the user s remaining reservations on the current week; Suspend booking for 3 days; 2 nd & 3 rd priority users: they will be charged for full amount of scheduled time. Last Updated: 18 September 2014 Page 2

Early finish: cancel the rest of your session via TO I C (count the unused time slots into weekly quota if not cancel). Late Coming / No Show Leave a note on the microscope stating the time you will start using the microscope if you are late due to unforeseeable reason; Consider as No Show if microscope is not being used and no note is found after 15 minutes of the beginning of the time reserved; Other users can contact TO I C and use the microscope in that time slot; Penalty for repeatedly No Show is the same as that for without cancellation. Users Responsibilities Under no circumstances may a user book for time using another person s name, except PI/supervisor; Sign the Log Book before and after use; NEVER, under any circumstances, write irrelevant information on and remove paper from the Log Book; Clean any oil/water objectives you used and remove your own material. Leave the microscope and room clean after each session for next user; Recommend to check the online booking calendar at the end of your session; contact the next user if possible, leaving the system on if he/she is coming, otherwise turn it off. It is not permitted to bring any unauthorized visitors to the Confocal Room; Do NOT lend your CityU ID card to any unauthorized user to enter the Confocal Room; Users are not allowed to install any software to computers of the microscope; Report equipment failure or mishaps immediately to TO I C; Users should back up their own data immediately. Data Storage The Laboratory does not make backups of user data. The local hard disk of the microscope system will be regularly cleaned up in the first Friday of every even month (postpone to the next working day if it is a public holiday) and only files saved on the previous week of the scheduled cleanup day will be retained; ONLY use CD R/RW or DVD R/RW to copy data from local computer of the microscope system; If USB devices (e.g. USB flash drive, portable hard disk) are used to back up data, you have to transfer data to the network attached storage server for copying and refer to procedure posted in the Confocal Microscope Room for details; Files left on the Desktop or without clearly defined owners will be wiped without notice. Laboratory Safety and Emergency Response Familiarize yourself with the closest fire escape route, laboratory safety and emergency instructions posted in the Confocal Room; Last Updated: 18 September 2014 Page 3

Users who need to work after 23:00 or overnight in the Confocal Room have to apply and inform CDFO in advance, please reference Standing circular BCH Cir015 Late Stay in Offices for details; Users should carefully read the Risk Assessment Report attached in the Equipment Log Book of particular confocal imaging system and fully understand the potential hazards of using the Laser equipment; Inform TO I C if you encounter any enquiry, problem or emergency. Should you have any queries, please contact the Staff in charge or Technical Offer in charge: Staff In Charge: Dr. Peggy LO Dr. H Y SUN Office: G6637 Office: B6716 Tel: 3442 7840 Tel: 3442 9537 E mail: peggylo@cityu.edu.hk E mail: hongysun@cityu.edu.hk Technical Officer in Charge: Mr. Michael CHIANG Office: G1617 Tel: 2194 2775 E mail: bhchiang@cityu.edu.hk REPLY SLIP I,, fully understand and agree to follow all the conditions and safety requirement as specified above. I will adhere to the above at all times when performing experiments. Signed (user) Date Signed (supervisor) Date Last Updated: 18 September 2014 Page 4

Appendix 1 Internal memorandum From, BCH To Ms. Helen K Y Ng, BCH Our reference Copies to Prof. Horváth, Head, BCH Telephone Your reference Date Dated I would like to confirm that I have a joint project collaborated with Prof. /Dr., Department of. Project Title: Project Number: His/her RA/RS/RF Mr./Miss/Ms./Dr. needs to access following equipment from (MM/YY) to (MM/YY). 1. 2. 3. 4. Thank you for your attention. (Prof./Dr., BCH) (Prof./Dr., )

Appendix 2 DEPARTMENT OF BIOLOGY AND CHEMISTRY Guidelines of Equipment Sharing by Colleagues within the CSE The following guidelines summarized the procedures for using the equipment in the Department of Biology and Chemistry (BCH) by colleagues within the College of Science and Engineering (CSE). User completes the Equipment Use by Colleagues within the CSE form and submits to BCH contact person Ms Helen Ng. BCH technical officers (STO/ TO) will discuss with user to understand his/ her background and see whether the sample can be analysis by BCH equipment. User has to provide a CSE web based safety training report to Helen and attend BCH safety briefing. BCH technical officer will provide equipment training to the user. *Charges begin when training starts. BCH will register the faculty into BCH equipment booking system. Faculty can book equipment as BCH equipment users. Booking request will be sent to user s supervisor for approval with charges information and email copy to Helen and technical officer equipment in charge. User starts using BCH equipment.

DEPARTMENT OF BIOLOGY AND CHEMISTRY Equipment Use by Colleagues within the CSE Information of User Department Department: Name of Supervisor: Email: Name of User: Email: Position: Telephone: Position: Telephone Information of Using BCH Equipment Name of Equipment: Period/ Times/ Date of using: Estimated Charges of Equipment: Project No. and Chop: Remarks: 1. User should follow all the safety regulations of BCH; 2. User will be responsible for repairs or replacement for any damaged equipment and facilities; and 3. Violation of the above rules will result in restricting user access to BCH laboratories. Signature of User Date Signature of User s Supervisor Date Departmental Safety Training Date completed: Time & Venue: Verified by: (CTO/ STO) Date: Equipment Training Date completed: Time & Venue: Verified by: (TO) Date:

Appendix 3 Registration Form for BCH Smartlock and On-line Equipment Booking System (Mar. 13) Name of Applicant: 1 Status: Department: in block letter for Non-BCH applicant User Type: BCH User Non-BCH User (Collaborator) Non-BCH User (CSE Equipment and Facilities Sharing System) CityU ID Card No.: ( ) 2 Valid Period (contract or studentship duration): CityU EID: Email Address: Lab Contact No.: for On-line Booking only Safety Training Date: Web-base finished on: BCH Safety finished on: Risk Assessment Form Submission Date: Applicant Signed: Date: Supervisor Approval: Prof./Dr. ( ) Name (in block letter) Signature BCH Host Approval: Prof./Dr. ( ) for collaborator only Name (in block letter) Signature Room no. 3 Equipment name for on-line booking (if appropriate) Endorsed by room/equipment-in-charge (please turn over for details) Notes: All BCH laboratory users are auto-registered for main entrance, side entrance (to technical staff office), balance room and Milli-Q water/autoclave room. 1 Accessible time slot: Research staff or student: 0700 to 2300 MSc/FYP/helper: 0900 to 1730 (undergraduate/msc is only allowed to work in lab. in the presence of a qualified staff) 2 Format of CityU ID card no.: ID card no. + card issued no. in brackets, e.g., 00123456(3) Staff ID Student ID CityU ID card no. Card issued no. (please fill in 0 in the brackets if there is no 3 On-line Equipment Booking System registrations are ONLY available for BCH Users, Faculty and Academic staff.

BCH Smartlock room information with staff/tech-in-charge Room No. Room Name Endorsed by Staff/Tech-In-Charge Equipment/Functional Room 1 Animal Holding Room/ Mice Holding Room Helen MOK 2 Greenhouse 1 (1/F) Raymond CHAN 3 Greenhouse 2 (2/F) Raymond CHAN 4 P2480 GH Control Environmental Room Raymond CHAN 5 P2481-3 GH Preparation Room Raymond CHAN 6 P2482-4 Greenhouse 2A Raymond CHAN 7 P2485 Greenhouse 2B Raymond CHAN 8 B1620 College Laboratory Eric SHUM 9 B1621 XRF/XRD Room Ken YIU 10 B1623 LSM/AFM Room Michael CHIANG / Connie YEUNG 11 B1626 NMR room (400MHz) John LAI 12 G1517 Tissue Culture Room 5 Kenneth LAU 13 G1616 HPLC Room John LAI 14 G1617 Microscopy Imaging Centre Michael CHIANG 15 G1619 Electron Microscope Room Michael CHIANG 16 G2405 Gas Chromatography Laboratory Benz CHAN 17 P1703-04 Aquatic Science Laboratory Amy CHONG 18 P2404 Equipment Room Raymond CHAN 19 P2411 Tissue Culture Room 1 Kenneth LAU 20 P2413 Inoculation Room Mandy MAK 21 P2430 Pathogen Laboratory Dr. Richard KONG 22 P2417 Autoclave Room Raymond CHAN 23 P2418 Equipment Room Mandy MAK 24 P2420 Radioisotope Laboratory Dr. Richard KONG 25 P2423 Tissue Culture Room 3 Kenneth LAU 26 P2424 Raman Spectroscopy Room C L LAU (Chi) 27 P2426 Laser Room C L LAU (Chi) 28 P2427 Tissue Culture Room 4 Kenneth LAU 29 P2503 Equipment Room & Dark Rroom Kenneth LAU 30 P2611 IR Room C L LAU (Chi) 31 P2612 SFM, UV/VIS Spec. Laboratory John LAI 32 P2613 Balance Room Connie YEUNG 33 P2614 NMR Laboratory (M300Hz) John LAI 34 P2621/ P2623 AA, ICP Laboratory H H CHAN / Kenneth LAU / Mandy MAK 35 MMW 1438 Student common room Eric SHUM Research Laboratory 36 G1418 Research Laboratory Prof. CHENG S H 37 G1612 Research Laboratory Prof. YANG M S Michael 38 G1612 Research Laboratory Dr. AU W T Doris 39 G1516 &G1518 Research Laboratory Dr. LAU K C / Dr. SIU C K Andy 40 G1701 Research Laboratory Dr. LAM Y W / Dr. MURPHY M / Dr. MA C H Eddie 41 G2408 Research Laboratory Prof. CHENG S H 42 G2409 Research Laboratory Dr. KO C C Vincent / Prof. LI Ying / Dr. LO P K Peggy 43 G2411 Research Laboratory Prof. HORVÁTH T István 44 G2440 Research Laboratory Prof. LI Ying 45 P2401 Research Laboratory Dr. WONG C Y Alex 46 P2402 Research Laboratory Prof. TAM F Y Nora 47 P2405 Research Laboratory Dr. CHEUNG S G / Dr. SHIN K S Paul 48 P2406 Research Laboratory Dr. KONG Y C Richard 49 P2407 Research Laboratory Dr. CHEUNG H Y 50 P2408 Research Laboratory Dr. CHIU S K David / Dr. CHEUNG H Y 51 P2409 Research Laboratory Prof. VRIJMOED L P Lillian/ Dr. LAU C K Terence 52 P2419 Research Laboratory Prof. LI Ying 53 P2425 Research Laboratory Dr. ZHU G Y 54 P2501 Research Laboratory Mr. CHAN Benz 55 P2601 Research Laboratory Prof. LAU T C / Dr. XU Z/ Dr. CHAN C W Michael / Dr. SUN H Y 56 P2602 Research Laboratory Dr. XU Z 57 P2603 Research Laboratory Prof. LO K W Kenneth 58 P2604 Research Laboratory Dr. CHAN C W Michael 59 P2606 Research Laboratory Prof. KWONG H L 60 P2607 Research Laboratory Prof. LAU T C 61 P2618 Research Laboratory Dr. SUN H Y 62 P2619 Research Laboratory Prof. LAM H W Michael

Appendix 4 Application for Long-term Time-lapse Experiment using Confocal Microscope Name of Applicant: in block letter Department: for Non-BCH applicant User Type: BCH User Non-BCH User (Collaborator) Non-BCH User (CSE Equipment and Facilities Sharing System) CityU ID Card No.: ( ) Email Address: Applicant Signed: Lab Contact No.: Date: Experiment Period: Start am / pm Date Time End Date Time am / pm Microscope: Leica SP5 Confocal Laser Scanning Microscope Leica SPE Confocal Laser Scanning Microscope (Please tick as appropriate) Laser to be used: (Please tick as appropriate) Argon 458 405 Argon 476 488 Argon 488 532 Argon 514 635 HeNe 543 HeNe 633 Multiphoton Supervisor Approval: Prof./Dr. ( ) Name (in block letter) Signature Date BCH Host Approval: Prof./Dr. ( ) for collaborator only Name (in block letter) Signature Date Confocal Microscope Staff-in-Charge Approval: Prof./Dr. ( ) Name (in block letter) Signature Date