User Regulations of the Electron Microscopy Centre (EMZ)

These User Regulations apply to all persons and institutions cooperating with the EMZ and use equipment and services of the EMZ

1. The Electron Microscopy Centre (EMZ) is a central institution of the University Hospital Jena. It offers all facilities of the UKJ cooperation and usage with regard to electron microscopic issues. In addition, all members of the Curatorship for Electron Microscopy Jena can cooperate with the EMZ.

2. A consultation with EMZ staff must be held prior to cooperation with the EMZ. In this conversation, the scientific question, the type of desired service (EM method), the type of cooperation, (e. g. external or internal use of equipment, knowledge, cooperation with co-authorship), the time frame, the number of samples and, if necessary, the financing of the services will be discussed and explained. In the case of cell and tissue samples, the first fixation (inactivation) of the samples has to be performed by the user before handover to the EMZ. This is also explained and discussed in the consultation. The protocol for fixing is explained and dangers arising from fixatives are pointed out. The necessary active chemicals (Glutaraldehyde, Formaldehyde) and buffers (Cacodylate buffer) can be obtained from the EMZ. The user regulations of the EMZ must be recognised. The management of the EMZ may require a written application for the cooperation or a regulation in a cooperation agreement.

3. Users of the EMZ may not bring unfixed biological samples or materials into the laboratories of the EMZ which may pose a hazard (e. g. infectious or radioactive material). When samples are handed over to the EMZ, an entry note is made in a sample entry book in presence of a staff member of the EMZ, in which the fixation and safety with regard to the health hazard must be confirmed by signature. The EMZ may reject samples if there is reasonable doubt as to the hazard to personnel and equipment. Samples that are delivered without fixation or a clear labelling and sample protocol are also rejected.

4. The processing of samples from the facilities of the University Hospital Jena has priority in any case. Samples are processed according to their date of receipt and depending on the available resources (personnel, equipment). Appointments for using the devices are distributed evenly among all users. The EMZ reserves the right to weight the allocation of dates if certain conditions are met (e. g. revision dates of manuscripts).

5. Users of EMZ equipment will be instructed in the applicable occupational safety regulations before starting work. The devices can be used only after instruction by the EMZ staff. The acknowledgement of the work safety regulations and operating instructions must be confirmed by the user with a signature. It is not possible to use the equipment and laboratories of the EMZ outside the working hours of EMZ employees.

6. The use of the computer systems is possible after consultation with EMZ staff. External storage media must not be used on the computers. The transfer of image data is usually carried out via the file upload server of the University Hospital Jena and mail sending of the download links. Local users acknowledge the EDP user and operating regulations for the MTI network of the University Hospital of the FSU Jena (http://www.mti.uniklinikum-jena.de/Institute/Nutzerordnung.html). No patient data are accessible via computers at the EMZ (MTI network).

7. The scientific use of results (image data) is carried out in accordance with the agreements made in point 2 and the DFG's recommendations for the publication of scientific data (good scientific practice, DFG, 1998). In any case, the use of results generated together with the EMZ requires the approval of the EMZ. Material produced at the EMZ may be used by the EMZ for the purpose of teaching, while citing the source, as far as the users do not expressly prohibit this. If the results of the work are not jointly published because, for example, the performance of EMZ employees does not justify participation in a scientific publication, however, the use of the EMZ's services should at least be adequately quoted and the use should be reported to the EMZ.