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The Notre Dame Integrated Imaging Facility (NDIIF) is a shared instrumentation facility that services over 150 users representing principal investigators from various departments, centers, and institutes across campus. The NDIIF also actively partners with external users both from academia and industry.

The following information provides instructions and guidelines for completing required paperwork and training, scheduling use of the instruments, canceling reservations, billing, and acknowledgments:

Policies

All users of the Notre Dame Integrated Imaging Facility must abide by these policies and procedures, regarding animal use, data storage, payment, and more. 

COVID-19 Protocols

Specific laboratory restrictions have been lifted due to substantial progress made by vaccines and other safety protocols. For more information about University COVID-19 protocols and timely updates on policy changes, visit covid.nd.edu. Any questions may be directed to Sarah Chapman or Bradley Smith. 

Laboratory Policy and Agreement Contract

Prior to using the NDIIF, all users are required to have a signed Laboratory Policy and Agreement Contract on record. Copies of the contract are available in the NDIIF office at 340 McCourtney Hall or a copy may be printed.

Consultation & Training

A consultation with the user and the NDIIF staff will help to identify the complexity of the experiment and services being requested, the previous experience or knowledge from the user in the histological field, as well as the desired outcome of the project. 

Users have the option to receive independent training on any of the instruments or services offered by the NDIIF or the user can rely on the expertise of the NDIIF staff to complete the request for them. Independent use of the instruments is encouraged when possible; however, all unassisted users must be trained. 

Training within each facility is offered in three tiers:

  • New User Training Package - individual with little to no prior imaging experience
  • Experience User Training Package - individual with prior knowledge or training
  • Refresher Training Package

To schedule a training session, researchers should contact Alex Mukasyan for Electron Microscopy Services; Sara Cole for Optical Microscopy Services; and Sarah Chapman for InVivo Imaging and Histology Services. Please bring the completed and signed Laboratory Policy and Agreement Contract to the initial training session. 

Scheduling

After training is completed, users will be able to use the iLab system, which requires a one-time registration (see instructions below). Once registered, users will be able to reserve time on approved instruments (see instructions below). When scheduling time, users should estimate the correct amount of time needed before making a reservation. If users need to use only the instrument software to analyze data, users will not be charged if the instrument is free for use. 

Instruments are scheduled on a first-come, first-served basis and external users are accommodated as time permits. With each instrument, up to thirteen hours per week may be devoted to projects that are funded by industrial customers.

To Register for an iLab Account

  1. Navigate to the core page: Electron Microscopy | Optical Microscopy | InVivo Imaging | Histology
  2. In the upper-right-hand corner of the screen, click ‘Sign In,’ and select to sign in using University of Notre Dame credentials.
  3. You will be directed to an authentication page to enter your Notre Dame credentials.
  4. Once you have entered your credentials, click the ‘Login’ button.
  5. You will be directed to an iLab Registration page where you will select your PI/Lab and verify your contact information.
  6. Once your registration has been submitted, your PI will receive a notification that you have requested membership to their lab in iLab and will need to approve your membership and assign any FOP for your use.

To Create an Equipment Reservation

Once you have been accepted into your PI’s lab and assigned an FOP, you can schedule equipment time.

  1. Navigate to the core page: Electron Microscopy | Optical Microscopy | InVivo Imaging | Histology
  2. In the upper-right-hand corner of the screen click ‘Sign In,’ and select to sign in using University of Notre Dame credentials. 
  3. You will be directed to an authentication page where you will enter your Notre Dame credentials. 
  4. Once you have entered your credentials, click the ‘Login’ button. 
  5. Select the Schedule Equipment tab and click on the ‘View Schedule’ button next to the instrument of interest. Click and drag on the time that you would like to schedule your reservation.
  6. A window will pop up that will allow you to verify your reservation details and provide payment information before saving the reservation.

Using the Kiosk

NDIIF users must use the KIOSK function within iLabs. You must use the Kiosk interface each time you use an NDIIF instrument to track your time for billing purposes.

To start your session with an already existing reservation:

  1. Navigate to the Kiosk Interface: Electron Microscopy Kiosk | Optical Microscopy Kiosk | InVivo Imaging Kiosk
  2. Log into the Kiosk interface.
  3. Once logged in, you will see a list of your pre-scheduled reservations in 'My Kiosk Sessions' (If you have multiple sessions, there is a search box to help guide you to the correct one you wish to start)
  4. Find your session, and to the right, you should have a green 'Start' button. Once you click start, you will see the details of your reservation as well as a timer in the upper right-hand corner.
  5. To navigate back to your list of sessions, click in the drop-down menu where you see your name. Click 'My Reservations.'
  6. You may log out while your session is in process. To log out, click the upper right-hand side menu and select "Log out". On the log-out screen, you will see your list of active sessions.

Canceling Reservations

Users who have a reservation and no longer need to use the instruments should cancel their reservation in the iLab system. Users who have reserved more than 4 hours and no longer need to use the instrument must notify the NDIIF staff as soon as possible. If users fail to properly cancel their reservations, FOPs on record will be charged for the amount of time reserved.

Billing

First-time users must provide NDIIF staff with the Fund-Organization-Program (FOP) to be charged for use of the NDIIF instruments. Users should verify the FOP with their supervisors before scheduling time. Any changes in the FOP must be reported in a timely manner.

Users must utilize the KIOSK within iLabs. In most cases, charges will be calculated based on the actual time the instrument is being used, as noted in the Kiosk.

If users fail to indicate the start and stop time in the Kiosk, charges will be calculated based on the iLab reservation. Additionally, if users use the instrument software to analyze data during a reserved time, the FOP on record will be charged for the analysis and measurement. Users who are one hour late for their reservation may have their appointment canceled by the program director, and FOPs on record will be charged for the one hour.

Acknowledgment

Users are requested to acknowledge the NDIIF in all publications and proposals whenever facility equipment or instrumentation is used and/or assistance is provided by facility staff. Publications are a key indicator of the usefulness and impact of the NDIIF and are reported annually by NDIIF leadership to the Vice President for Research. Please use the following standard statement when acknowledging the NDIIF:  

“... was carried out in part in the Notre Dame Integrated Imaging Facility, University of Notre Dame using (list specific instrumentation details). We thank [insert staff name] for the knowledge and expertise as well as time towards this research"

Please also send a copy of the publication (email or hard copy), or the publication information (citation, DOI, or conference name, and paper/poster title) to imaging@nd.edu. We would like the opportunity to promote your successes!

The staff of the NDIIF frequently make major contributions to the research carried out by our users. They can have an important scientific role through the planning and realization of experiments, through the analysis and interpretation of data, or through a full collaboration in the research. When this occurs, the staff person should be included as a co-author on papers.