Booking Policies & Access

Scheduling & Access Rules

  • New users must request access from BIC staff before using any resource.
  • All BIC equipment must be booked through Agendo. New users must register using their ITQB email account. A valid ITQB-NOVA user account is required to log in. If you encounter any issues, contact BIC staff.
  • Do not use another user’s Agendo account.
  • Training to become an independent user is provided after evaluation by BIC staff.
  • Authorized, trained users can access the facility 24/7.

Training

  • First-time users must complete official training with BIC staff before booking any equipment.
  • Sporadic users are encouraged to review user guides or request support if they have not used equipment for a long time.

Booking Rules

  • Book only the necessary time for your experiments.
  • If you will not use your booked slot:
    • Contact the next user.
    • Inform them they can start earlier.
    • Turn off the system yourself.
  • Check specific equipment pages for stricter rules.

Equipment Usage

  1. Follow turn-on and turn-off procedures for each system.
  2. Check if there is a booked user after your session and follow the proper shutdown procedure.
  3. If cancelling less than 1 hour before a reservation, notify the previous user or shut down the system yourself.
  4. Leave equipment and workspace clean for the next user.
  5. Report negligent use via Agendo, email, or staff. Examples:
  • Samples left in the system.
  • Dirty optics (e.g., dry objectives with immersion oil).
  • Incorrect log-off procedure.
  • Unauthorized changes to system configuration.
  • Installing software without permission.
  • Using facility computers for purposes outside booking, acquisition, or analysis.

Data Handling

  1. Users are responsible for backing up their data.
  2. No backup is provided; the facility is not responsible for data loss.
  3. Data on acquisition and processing PCs is automatically deleted, typically after 1 month (check individual system policies).

External Users

  • External users interested in using BIC equipment must contact BIC staff to discuss reservations and applicable charges. They must submit an application via Euro-Bioimaging. To streamline the process, contact BIC for guidance on the application submission.
  • Users from other PPBI member institutions may be eligible for reduced fees.
  • BIC does not provide image acquisition services; our goal is to train and assist users during their own image acquisition.

Compliance

  • Failure to follow policies will result in a warning.
  • Repeated violations may result in loss of access to BIC resources.