Policies

If you cannot attend a scheduled session, cancel the reservation in PPMS at least 12 hours before the scheduled start time. If you cannot access PPMS or are already within the 12-hour cancellation window, please qlmc@utsouthwestern.edu, and we will cancel the reservation for you - no problem!

How instrument usage is invoiced

QLMC systems track actual usage time, defined as the time the user is logged into the instrument computer. Except for a no-show, charges are based on actual usage rather than the reserved time. Starting early, finishing early, or continuing beyond the original reservation is totally permitted as long as it doesn't conflict with another user's reservation.

Do not make a reservation for another user. Cross-booking can generate two charges: an actual-usage charge for the person who operated the system and a no-show charge for the person whose account was used to make the reservation.

Invoices are generated monthly and issued through an Interdepartmental Requisition (IDR). The IDR lists the sessions, systems, users, usage times, and charges accrued by the laboratory and is available to the laboratory manager.

To maintain sufficient space for new acquisitions, the QLMC reserves the right to delete older data from its computers and servers without prior notice. This happens on an "as-needed" basis and depends on system usage.

Accessing your data remotely

User data folders on QLMC computers can be accessed through the campus network or through an off-campus VPN connection. For large data transfers, use a wired Ethernet connection rather than Wi-Fi.

Locate the imaging system's IP address at the top of its PPMS booking page:

When prompted, use the credentials provided during QLMC training—not your UT Southwestern credentials.

Users must inform the QLMC of publications containing images, quantitative results, or other data acquired using QLMC instruments or staff assistance. Acknowledgments are a critical measure of the Core's scientific impact and are considered by funding agencies when evaluating support for new instrumentation.

Required QLMC acknowledgment

Please include the following language in applicable publications:

Required NIH Shared Instrumentation Award acknowledgments

If data were acquired using one of the systems below, the corresponding NIH award number must also be included. Compliance is important to the QLMC's eligibility for future NIH Shared Instrumentation Awards.

Thank you for acknowledging the resources and support that contributed to your work.

Imaging-facility acknowledgment guidelines

The Royal Microscopical Society guidelines below provide additional guidance for appropriately recognizing imaging facilities and staff contributions.

Rates for UT Southwestern investigators

Current cost-recovery rates in UT Southwestern core laboratories are established by the Dean's Office at approximately 60%. These rates do not recover the costs associated with purchasing new equipment. Charges to UT Southwestern investigators are based on the actual costs of services and supplies after adjustment for fractional cost recovery.

Actual costs do not include institutional overhead expenses such as space, utilities, or administrative support, which are borne by UT Southwestern. Published campus rates are fixed and cannot be negotiated by individual users. Quantity discounts may be available only when the quantity of use reduces the actual cost of providing the service.

Rates for off-campus users