Dear Users,

We have noticed that in the last months a lot of bookings were cancelled without any message sent, or cancelled after the start or even several days after.

Not only is this behaviour against the facility rules, but it affects everyone because it blocks other users from booking the microscope and will drive up the cost for everyone (rates are set as a function of usage – unused time = higher rates).

I have copied below the rules on booking that you all have agreed to follow in the registration document.

Please read them carefully as we will (and have) charge the full amount of the original booking if a message is not sent.

In particular:

· Please remember to cancel before the start of the booking and send a message to the respective microscope users using the Sharepoint Discussion board.

· If you cancel after the start of the session, you can only cancel up to the time when the email was sent (it is really equivalent to shortening a session).

· If you are the last user and are cancelling a session on the day, it is your responsibility to make sure the system is switched off (email previous user, or us or go to switch it off yourself).

If you have any questions, please don’t hesitate to contact us.

In the meantime, happy imaging!

Best wishes,

Debbi

Booking

The Sharepoint booking system is also used for recharging, therefore users must make sure the booking reflects the actual usage. The running of the facility is very expensive, to keep usage charges affordable, it is essential that users are cooperative and disciplined with bookings. In detail, the following rules apply:

 every usage must be booked in advance online

 the booking time must correspond to the actual usage time, i.e. if usage is longer than expected, the booking must be updated accordingly

 whenever a change to the booking is needed, please do so as soon as possible to allow other people to use the equipment

 bookings can be changed before the start of the booking, but any short-term changes (within two days of the booking) must be communicated to other users through the respective microscope’s online message system (see below)

 if an experiment fails for unpredictable reasons, out of the user’s control, a booking can be aborted, but the earlier availability also has to be communicated to other users via the MESSAGES system immediately (otherwise the original booking will be charged)

· if you change your booking, go to the on the Sharepoint booking website and use the “DISCUSSIONS / <microscope> MESSAGES” to notify other users of the new availability as soon as possible; if you fail to do so, you will be charged for the full original booking time

 if booked long hours, any break within that time must be at least 2 hours and reflected in the booking; any other gap will be fully charged (because nobody else could possibly use the microscope)

 any instrument can only be booked maximally 2 weeks in advance (day on day); longer advance bookings are only possible through facility staff

 if you don’t show up at your booked time, the whole booking gets invalid after 30 min from start, so any other user can use your whole time slot

 for links to registration & booking are see FILM website / Facility Guidelines / Booking

Charging

o the current charging rates for Imperial College internal users are published on the FILM website / Facility Guidelines / Charges, external users please inquire

o a maximum of 8 hours per 24 hours of continuous usage is charged for each single user (starting at 13.00h each day, to promote unattended long-term experiments to be performed overnight)

 If over-running the booking time, the Sharepoint booking must be updated to exactly reflect the real time on the microscope!