October 14, 2013

Guidelines for users of the DKFZ NMR facility

The NMR Spectroscopy Analysis Unit of DKFZ (hereafter, “NMR facility”) is overseen by the research group Cancer Drug Development (G404) headed by Dr. Aubry Miller and Dr. Nikolas Gunkel and consists of two NMRs, a 600 MHz BrukerAvance II instrument and a 400 MHz BrukerAvance III instrument. The NMR personnel of the NMR facility consists of Dr. Aubry Miller, Dr. KarelKlika (Head of NMR), and Ms. Gabi Schwebel (NMR technician). The NMR Analytics Laboratory is located in Room H2.02.035 (ext. 4544); the office is located in Room H2.02.079 (ext. 4515).It is an open access facility in that there are users of the NMR facility who directly acquire their own data on the instruments (hereafter, “users”). However, suchusers must first be trained and their level of competency evaluated by the Head of NMR before permission is granted to access and use the instruments. Furthermore, users must agree to abide by the following guidelines and must not exceed their allotted privileges as determined on an individual basis by the Head of NMR (e.g. with respect to types of experiments conducted, hardware adjustments, modification of experimental parameters and/or pulse sequences, time of access to the instruments, etc.).

1)Users should extend appropriate courtesy and consideration to other users and to the NMR personnel of the NMR facility. Users should appreciate the fact that the computer room and preparation areas (and particularly the computer not running an instrument and the immediate space around it in addition to various drawers and shelves) are the personal workspaces of the NMR personnel and should be respected. Disturbance of their work also needs to be minimised (bearing in mind,of course, that consultation on NMR matters is not considered disturbance). Once a user’s work is finished, or prior to starting, though users are not mandated to vacate the NMR Analytics Laboratory, they should be mindful of whether their continuing presence is disruptive or not to the NMR personnel as they do need to attend to their allotted tasks.(This also applies during the course of acquiring experimental data.)

2)Currently there is not a booking system in place for the instruments and users should consult with the Head of NMR as to when they can use the instruments. Users are not permitted access to the instruments unless they have been given prior permission for specific times. Collection/transfer of data and other files is best done during the time of instrument use but with the understanding that for long accumulations (e.g. overnight or over weekend acquisitions) that data collection/transfer will be done at an appropriate time. It is preferred that on other occasions, users, for example, re-copying old data or checking some experimental aspect (i.e. accessing the computer or opening the program but not actually using the instrument per se) do so only during office hours and when a member of the NMR personnel is around. Attention to starting time promptness/finishing time tardiness needs to be considered with respect to current instrument demand; when demand is low, this is unimportant but thereafter rises accordingly. Users need only exercise sensible judgement in this respect.

3)All work spaces/areas that were used should be left clean and tidy after use, this includes the bench space/fume hood where sample preparation was conducted as well as the computer room.

4)The storage of samples can be addressed case-by-case on a needs basis. Sufficient space is available in both cupboards and fridges/freezers but it is best for users to ask for some directive first from the NMR personnel. Appropriate labelling of samples is, of course, mandated: a name, if not on the sample(s) itself, then at least on the container/rack holding it is the minimum requirement. Abandoned or unlabelled samples will be disposed of so due care should be taken that nothing precious is lost in this manner.

5)Users should refrain from installing programs on the computers without the express permission of the Head of NMR. Users are welcome to access the internet and their email during the waiting times in the course of their work. Phone calls are also permitted, but it is polite to ask beforehand (if no one is around, please just call).

6)Books from the shelves are available for loan. Pleasenotify the NMR personnel before taking.

7)All training and evaluation of competency (at the end of training or of prior experience) of users will be conducted by the Head of NMR. Exceptions to training (i.e. users training other users) can be exempted by the Head of NMR but permission must be sought and granted prior to any such training event.

8)Users should not exceed their level of experimental competence and must get the approval of the Head of NMR before doing anything they haven’t explicitly been given permission to do on the instruments(e.g. with respect to types of experiments conducted, hardware adjustments, parameterisation, pulse sequence modification, etc.). Users should seek the guidance, or request appropriate training, from the Head of NMRwhen there is a need to go beyond what they have previously been checked out to do.

9)Finally, if in any doubt about anything, particularly with respect to potential risks to hardware (e.g.during variable temperature runs, hardware adjustments, applied power levels, etc.), please direct queries to the NMR personnel.Users must report any breakages or problems IMMEDIATELY to the NMR personnel. Do not try to fix it yourself! Please note, it is not an imposition to contact the Head of NMR outside of hours or during vacation time, these calls are perfectly understandable and are accepted willingly. It is preferable that users contact the Head of NMR rather than to risk damage to the instruments no matter how inconvenient the timing might seem. Contact information will be provided to users as appropriate.

I, ...... , (print name) hereby agree to abide by the above guidelines and agree to accede to all directives of the NMR personnel. I acknowledge that the NMR instruments are highly sensitive and expensive instruments that must be treated with the utmost care, and that I will take personal responsibility to treat them in accordance with these guidelines and training given by the Head of NMR. I also agree not to exceed my allotted privileges as determined on an individual basis by the Head of NMR (e.g. with respect to types of experiments conducted, hardware adjustments, modification of experimental parameters and/or pulse sequences, time of access to the instruments, etc.).

...... (date) ...... (signature).