To improve management of research space and optimize space utilization at Institute of Eco-Chongming, based on specific conditions at Institute of Eco-Chongming, this policy has been developed in accordance with Interim Policies for the Construction and Administration of key Laboratories at Institutions of Higher Education, Policies for the Management of Instruments and Equipment at Institutions of Higher Education.
I Guiding Principles
a. Institute of Eco-Chongming implements reservation policy for research space which is accessible to all students, faculty, staff, and the public, and serves to provide resources and services for scientific research, teaching, practices, conferences, the promotion of popular science, etc. Space fees will be charged accordingly. Research space encompasses specific lab space, office space, meeting rooms, outdoor space surrounding the office building of Institute of Eco-Chongming which are all subject to this policy.
b. While scientists and researchers are all encouraged to make full use of lab instruments and equipment at Institute of Eco-Chongming, in general, priority shall be given to full-time and part-time faculty and staff, visiting scholars, scientists and researchers at research centers and the think tank of Institute of Eco-Chongming who participate in projects related to Institute of Eco-Chongming, especially major national projects and applied research projects.
c. In principle, lab instruments and equipment at Institute of Eco-Chongming shall be used only in the laboratory with the exception of field equipment. For the borrowing of lab instruments and equipment, Institute of Eco-Chongming administers the policy of getting approval prior to the borrowing.
d. For anyone who conducts scientific research with lab instruments and equipment at Institute of Eco-Chongming, please list Institute of Eco-Chongming as one of your institutional affiliations in your research outputs (including papers, books, patents, etc.).
II Research Space Reservation
a. Reservations can be made by the following ways:
i. Online reservation on website;
ii. Reservation by email (send Institute of Eco-Chongming Space Reservation Request Form via email);
iii. Reservation by phone.
b. Reservation Procedures
i. Fill out and submit Institute of Eco-Chongming Space Reservation Request Form;
ii. Reservation granted;
iii. Lab keys or keys to desks and lockers at office space issued (keycard access granted);
iv. Sign the Letter of Responsibility;
v. Use of research space (in compliance with relevant rules, regulations, and polices);
vi. Check out, fill out the record sheet of space (equipment) use;
vii. Clean up space and return all the keys;
viii. Termination of space use.
c. Time Management
Users are required to make reservations five working days in advance (in cases in which large-scale precision instruments and equipment are involved, users are required to make reservations ten working days in advance). Research space, instruments, and equipment are available in scheduled hours. For users who need to reschedule, cancel or delay the reservation, please notify laboratory staff two days in advance.
d. Research Space Fees
Fees will be charged for research space use and the borrowing of instruments and equipment based on rental fees of the building, utility fees, property management fees, equipment maintenance fees, and depreciation expense on equipment. For detailed standards and calculation, please refer to Calculation of Space Use Fees at Institute of Eco-Chongming.
e. User Responsibilities
All users are expected to learn Laboratory Safety Rules & Regulations, Laboratory Safety Manual, and participate in training on safety knowledge and safety drills to establish safety awareness. Users must also maintain a thorough understanding of the proper use of instruments and equipment, familiarize with safe operation procedures, and ensure personal safety and that instruments and equipment remain in good condition. Keep research space clean and achieve zero emission of liquid waste, solid waste and gas waste.
III Research Space Management
a. The function of research space is limited to visits, offices, conferences, scientific research and experiments, lectures, seminars, and the promotion of popular science, etc. Use of research space shall not violate relevant policies, rules and regulations of Shanghai Municipal Government, the People's Government of Chongming District, and institutions of higher education.
b. Indoor space such as teacher’s offices, shared space for students, labs and outdoor space surrounding the office building of Institute of Eco-Chongming are available to the general public. Institute of Eco-Chongming implements reservation policy and users are required to make reservations in advance by filling out and submitting Institute of Eco-Chongming Space Reservation Request Form. To make reservations for lab space and office space, please fill out Institute of Eco-Chongming Lab Reservation Request Form. To make reservations for meeting rooms and visits, please fill out Institute of Eco-Chongming Meeting Rooms Reservation Request Form.
c. Please maintain a positive learning environment and take care of facilities at research space. Do not cause any damage or pollution in or around the office building.
d. Keys to research space and keycard access are managed by the administration office. Duplication of keys is prohibited. Shared resources shall not be occupied by anyone for a long period of time. Upon termination of space use, all keys and keycards must be returned. User will be charged for actual expenses incurred by loss of keys or keycards.
e. To conduct activities involving construction, excavation work, electrical wires connection, etc., during the use of space, users are required to submit detailed plans for implementation and the feasibility report, apply to the administration office, and report in advance.
f. Activities that present safety concerns at research space are strictly prohibited.
IV Management of Instruments and Equipment
a. The Placement of Instruments and Equipment
All lab instruments and equipment are managed by Institute of Eco-Chongming and placed at reasonable locations based on experimental requirements at the office building of Institute of Eco-Chongming where protective measures are taken to prevent theft, fire, moisture, corrosion, and reduce earthquake damage.
b. Instruments and Equipment Use
i. Lab instruments and equipment are managed by professional staff who will be in charge of procurement, placement, maintenance, reservation, practical training, information gathering and reporting, disposal of instruments and equipment, etc. to ensure safe operations and efficient utilization.
ii. General ledger accounts for the management of instruments and equipment are set up, including but not limited to equipment information cards, documentation of responsible person, standard operating procedures and guidelines, lab record sheets, maintenance record sheets, fixed asset inventory record sheets, etc.
iii. Users must maintain a thorough understanding of the performance of instruments and equipment, familiarize with the operating procedures, follow operating instructions strictly to ensure personal safety and the proper use of instruments and equipment. Anyone who fails to operate instruments and equipment as required and causes malfunction or damage to instruments and equipment shall take corresponding responsibilities. In the event of malfunction and potential safety hazards in the use of instruments and equipment, please report to the laboratory staff immediately so that instruments and equipment will be repaired timely and be available for use.
iv. Removal, transfer, disassembly, replacement, personal use or borrowing of instruments and equipment without permission are prohibited.
v. Job responsibilities and requirements for the management of instruments and equipment are specified, and full-time or part-time technical staff will be assigned to supervise. For large-scale precision instruments and equipment, professional staff will be assigned to specific posts to supervise. In the event of changes in the management staff and technical staff, handover procedures shall be completed in time.
vi. External personnel who wishes to place his or her own instruments and equipment at the office building of Institute of Eco-Chongming is required to report to the administration office in advance and schedule the location of placement. Random placement of instruments and equipment without permission is prohibited.
c. Reservations for Instruments and Equipment
Instruments and equipment are available by reservation. Users are required to make reservations in advance by filling out and submitting Institute of Eco-Chongming Space Reservation Request Form. Upon approval, users will have access to instruments and equipment.
d. The Borrowing of Instruments and Equipment
i. In general, lab instruments and equipment are used only in the office building of Institute of Eco-Chongming. Taking instruments and equipment out of the office building without permission is strictly prohibited. However, in case there is indeed the necessity to use instruments and equipment outside the office building due to project and actual experimental requirements, the borrower should fill out and submit Institute of Eco-Chongming Lab Items Request Form in which the location and time limit of the borrowing shall be scheduled. The form should be signed by the borrower with official seal on it. The original copy will be submitted to the administration office to be reviewed. Upon approval, the borrower will sign Instruments and Equipment Use Agreement and then start the handover procedures.
ii. The borrower must follow operating instructions strictly in the use of instruments and equipment, keep lab records, and make sure that all instruments and equipment must be returned in the same condition as when they are checked out. In the event of instruments and equipment being damaged or lost, the borrower will be charged for the replacement or repair cost of instruments and equipment.
iii. The borrower must not engage in illegal activities with the borrowed instruments and equipment. Consequences caused by illegal operations shall be borne by the borrower.
iv. Generally, the time limit for the borrowing of instruments and equipment shall not exceed three months. The borrower is required to return instruments and equipment to the office building within the period scheduled and complete the handover procedures in time. If there is indeed the necessity to extend the time limit, please fill out the request form and submit it again. Failure to return instruments and equipment on time will incur a fee for delay.
v. Institute of Eco-Chongming reserves the right to recall any borrowed instruments and equipment in advance under certain circumstances during its loan period. It is the obligation of the borrower to cooperate in returning instruments and equipment in time.
e. Instruments and Equipment Inventory, Information Gathering and Reporting
i. Inventories of all instruments and equipment will be conducted on a regular basis. Inventory frequency shall not be less than once a year and not less than twice a year for large-scale precision instruments and equipment. Inventory ledger will also be maintained.
ii. Institute of Eco-Chongming shall designate professional staff to be responsible for the collection, classification and reporting of relevant information, including but not limited to the following information:
1) basic information on lab staff;
2) basic information on the changes in instruments and equipment for teaching and scientific research;
3) basic information on the use of precision and valuable instruments and equipment for teaching and scientific research;
4) basic information on the use of computers;
5) basic information on the changes of lab rooms, lab maintenance and reconstruction;
6) other valuable information related to teaching and scientific research such as information on research projects, experimental and technology research, and results.
V Research space and related matters that are not covered in the above provisions shall be implemented in accordance with national laws, rules, and regulations at institutions of higher education.
VI Institute of Eco-Chongming is responsible for the final interpretation regarding this policy.