Frequently Asked Questions

Please EMCore@utsouthwestern.edu us to discuss how the EMCF may be able to help you.

In your browser, navigate to the entry portal for EMCF on the PPMS system. Follow the instructions in the EMCF Quick Start Guide.

PPMS is a core facility management software provided by Stratacore. The EMCF uses it for scheduling, billing and project management. Navigate to the EMCF entry portal.

Once you have made a user account, you can log on to the PPMS system. From your home page, click the Request tab and fill out the EMCF Project Request form. PPMS will notify EMCF staff by email and you will be contacted by someone to discuss and schedule your project. Please review carefully the policies regarding EMCF usage.

Fees for EMCF services and for microscope use are posted here. The EMCF is an institutionally supported recharge facility. As such, we are required to recover a significant portion of our operating costs.The costs of doing EM include consumables and labor charges, as well as maintenance and service on our instruments. At current rates, the minimum charge for processing two pieces of tissue (one experiment with one control) from fixation, through processing, embedding, sectioning and assisted imaging is about $650. Users wishing to reduce costs may be trained to process their own samples and/or operate the electron microscope themselves.

The EMCF bills monthly. For UT Southwestern investigators, a valid PeopleSoft Chart of Accounts # is required to access EMCF services through PPMS. Invoices are payable by electronic IDR. External users should provide detailed billing information in their account profiles.

1. Registered user logs on and makes project request through PPMS and Schedule a meeting to discuss your project

2. EMCF staff review project request and gather missing information

3. EMCF staff accept the project and schedule sample submission with the user

4. EMCF staff provides freshly prepared fixative to the user

5. User fixes tissue and cuts it into pieces NO LARGER than 2 mm on a side

6. User places cut up tissue into clearly marked vial identifying the sample

7. A completed sample manifest must be received by email before samples are submitted

8. EMCF staff assign unique EMCF sample numbers to each sample in the manifest

9. User brings fixed samples to EMCF for processing

10. EMCF will process, section and stain samples, communicating with user as necessary

11. EMCF will notify user by email when sample processing is complete

All samples submitted to the EMCF must be accompanied by an approved project request and an electronic version of a completed sample manifest. Once your project request has been approved by EMCF staff, you may contact the EMCF staff to schedule submission of your samples. Typically, samples should be submitted in fixative in well marked vials with labels that match the sample manifest.

For fastest service: notify us at least one week before you intend to submit the samples. Plan to submit the samples from Monday to early Wednesday. Samples submitted late Wednesday, Thursday or Friday will not be processed until the following week. Samples submitted at the last minute (i.e. without prior notification) may not be processed until the following week depending on how busy we are. For best results, view detailed instructions for submitting samples.

The turn around time for your samples will be determined by the number of samples and the workload of the facility, as well as any special requirements you have (such as precise sample orientation or non-standard protocols). Our average turn around time currently is 6-8 weeks. To minimize your turn around time, you should notify us at least 3 days before you submit your samples. Samples submitted from Monday to early Wednesday will be processed within the same week. Samples submitted after Wednesday will be processed in the following week

Under certain circumstances, we will accept rush orders at 2X the published rates. We reserve the right to refuse rush orders if we cannot meet your deadline.;

From your the Request tab on your PPMS home page, select EMCF Training Request. Fill out the form and click Submit. EMCF staff will contact you to arrange a time for training. A single training session costs $152.15 per person. 

When you fill out your project request form, check the box indicating you want to be trained to process your own samples. User processing for TEM is $44.18 per sample (compared with $92.85 if we do it). EMCF staff will contact you to arrange a time for training. Training for TEM processing costs $79.38 per person.

Reservations are assigned to individual users and are not transferable. The person who makes the reservation must be the person who uses the equipment during that session. Users must log in using only their own authorized account and credentials. Usernames, passwords, and instrument access credentials may not be shared or used by another laboratory member. Reservations must be cancelled at least 24 hours before the scheduled start time. Late cancellations and no-shows are subject to the applicable cancellation charge. Briefly logging into an instrument without conducting the reserved session does not count as use and does not waive the late-cancellation or no-show charge. These requirements help ensure fair access to heavily used equipment and maintain accurate records for scheduling, billing, reporting, equipment accountability, and user traceability. Please see the Sign-up and Cancellation Policy for complete details..

Non-UT Southwestern investigators may use the EMCF. According to UT Southwestern policy on core facilities, users from other academic institutions outside the UT System, will be billed at 2X the in-house rates. Commercial users will be billed at 3X the in-house rates.