Getting Started and Policies

Getting Started

We are looking forward to working with you! Please follow the steps below to get started using our services:

  1. Fill out the new user access form. Please make sure to send us the number on the back of your Columbia ID so that we can grant you room access.
    New User Access Form
  2. Make sure you have an iLab account and that your PI has assigned you a chartstring. You will not be able to book instrument time or request training without a chartstring.
    1. First, to create an account, sign in to iLab with your UNI and UNI password. An account will automatically be created for you.
       
      Sign in to iLab
    2. Have your PI or lab's financial manager assign you a chartstring. You can find more information about this process here.
  3. Schedule a time to meet with the core facility staff for an initial consultation by reaching out to mdk2108@cumc.columbia.edu. During this meeting, we will discuss your flow cytometry experiments in more depth to ensure that all of your needs are met.

Policies

Hours and Location

Hours of Operation

The core facility is staffed Monday - Friday, 9AM-6PM.

The core is accessible to trained users 24/7, including holidays.

Location

The main core space is located in Room 11511 on the 11th Floor of Vagelos Physicians and Surgeons (VP&S) Building with other equipment housed in Rooms 1119 and 1116 of the William Black Building.

A map of our location can be found below.

Access and Usage

Services offered by CSCI Flow Cytometry are available to the entire Columbia University across all campuses as well as to external users at higher rate.

The core facility permits both assisted and independent usage of the analyzers, cell sorters, and other equipment. Users who are fully trained have unrestricted (24/7) access to the machines.

Independent Usage

Users who wish to operate the instruments independently must participate in CSCI Flow Cytometry's comprehensive hands-on training program. Independent users are expected to comply with all policies and procedures that have been established to ensure that instruments are maintained properly and downtime due to damage or neglect is minimized. CSCI Flow Cytometry reserves the right to revoke access of users whose lack of regard for the instrumentation and failure to adhere to standard operating procedures.  Users who have been trained at other institutions must either attend refresher training or demonstrate skill level through an assessment.

Hours for Independent Usage

Note that instruments will be set up for users during staffed hours - Monday-Friday, 9AM-6PM. Users who wish to use the instrument before 9AM on weekdays, on weekends, or on other unstaffed days are expected to startup and QC the instrument independently. The startup and QC processes are covered during instrument training.

Assisted Usage

Researchers are encouraged to take advantage of the option to operate the instruments independently whenever possible. However, the core facility offers assistance operating the instrument for users whose needs do not require extensive access to the cytometers. Assisted use sessions do not require any training.

Please note the following points about assisted usage:

  • A consultation is required before users begin to utilize the instrument's staff assistance to ensure that all experimental needs are met.
  • Assisted use sessions are available only during staffed hours - Monday-Friday, 9AM-6PM.
  • Users are responsible for bringing to their sessions all required controls, tubes, filters, buffers and any other component required for experimental success. Our Cell Sorting Reference FAQ provides guidance for all aspects of a successful sort. Please refer to this guide before your sort.

The process for scheduling assisted sessions is outlined below:

  1. User creates reservation in iLab.
    1. Navigate to the instrument calendar.
    2. Initiate creation of a reservation.
    3. Fill out form and choose the Assisted Use option.
    4. Make sure to fill out the assisted use form. Reservations with incomplete forms may not be honored.
    5. Save reservation.
  2. The booking will be added to the calendar pending approval. The reservation is held for the user until staff approves.
  3. If staff is available, the booking will be approved. If not, staff will contact the user to schedule an alternate time.

Please note that accommodation of assisted use requests is dependent on staff availability. We will work with you to be best of our ability to ensure that we can accommodate your experiment, but we cannot guarantee your requested time slot. It is best to book assisted use at least one week in advance to ensure you get the time slot you need.

Billing

Billing is performed on a monhtly basis through iLab. Invoices are automatically generated by iLab and sent to the lab-designated contact (PI or financial manager). Lab contacts are designtated by the Principal Investigator.

Columbia Labs (internal)

For Columbia University labs, no action needs to be taken to process an invoice. Payment will be debited directly from the chartstring chosen by the user when the booking or service was created in iLab. Please contact the core facility if an incorrect chartstring was billed.

Non-Columbia labs, including NYSPI and Barnard College

An invoice will be generated by iLab and sent to the lab-designated contact (PI or financial manager).

Payment is not automatic and needs to be processed by check, wire transfer, or credit card. The payment method is chosen by the user at the time that the booking is created in iLab.

Cancellations

CSCI Member and Affiliate labs will be charged a cancellation fee if they cancel within 4 hours of their start time.

Non-CSCI labs will be charged a cancellation fee cancel within 24 hours of their start time.

Data Management

CSCI Flow Cytometry provides temporary data storage for transfer from the instrument computer to users' own computers for analysis. A folder is set up for each lab and can be accessed remotely. CSCI Flow Cytometry staff will provide each user with access to this folder once the user has gained access to the facility and completed required training.

Data well never be deleted from the cytometer computers without ample notice from the core facility.

Users are responsible for long-term storage of their data. While we make all efforts to back up cytometer data, we ultimately cannot be held responsible for data lost due to computer malfunction.