Research Facility User Account, Training, and Operational Policy

Research Facility User Account, Training, and Operational Policy

1. Purpose

This policy defines the required procedures for creating a Facility Online Manager (FOM) account, requesting training, completing safety requirements, and operating shared research equipment. Compliance with this policy is mandatory for all users.

2. FOM Account Creation and Activation

All users must create and activate a FOM account before requesting training or accessing any facility equipment.

2.1 Account Creation

  1. Navigate to https://fom.rice.edu/fom.
  2. Begin creating your account.
  3. Enter valid financial information (Fund # – Organization #). Account activation will not proceed without this information.
  4. Ensure accurate financial information before starting.

2.2 Required Forms and SEA Authorization

  1. Complete all required forms located at the bottom of the FOM information page.
  2. Email completed forms to sharedequipauth@rice.edu.
  3. Return to FOM and complete any remaining steps.

2.3 Account Activation

A FOM account will be activated only after:

  • Financial information has been entered correctly.
  • All required forms have been submitted and approved by SEA.

Users cannot request training or access equipment until activation is complete.

3. Training Requests

3.1 Requesting Training in FOM

  1. Log in to FOM and navigate to your User Home page.
  2. Select the desired instrument.
  3. Indicate availability for training.
  4. Submit the request (automatic notification is sent to the instrument manager).

The instrument manager will contact you to schedule training.

3.2 Training Eligibility

  • Activated FOM account required.
  • SEA authorization paperwork approved for requested equipment.

4. Safety Training Requirements

4.1 Mandatory EHS Training

All users must complete required Environmental Health and Safety (EHS) laboratory safety training prior to equipment use.

EHS Training Policy: https://safety.rice.edu/training

4.2 Training Schedule and Registration

EHS Training Schedule and Registration: https://safety.rice.edu/training/schedule-and-registration

5. Equipment Operation and Responsibilities

5.1 Standard Operating Procedures

  • Follow approved SOPs for each instrument at all times.
  • Deviations are prohibited unless authorized by facility staff.

5.2 Equipment Issues and Incident Reporting

  1. Stop working immediately.
  2. Do not attempt to troubleshoot or repair equipment.
  3. Report the problem to SEA staff with detailed information.
  4. Call or text staff if immediate attention is required.

6. Additional Training Requirements

  • Facility staff may require additional or refresher training.
  • Access may be restricted or suspended for unsafe or improper use.

7. Enforcement

  • Delayed account activation or training
  • Temporary or permanent loss of access
  • Mandatory retraining

8. Acknowledgement

“This work conducted in part using resources of the Shared Equipment Authority at Rice University.”

This acknowledgement supports grant success and research activity tracking.

Research Facility Training and Access Policy

1. Purpose

This policy defines the training structure, scheduling, and participation requirements to ensure safe operation and equitable access.

2. Regular Training and Access Schedule

  • Mondays: 8:30 AM – 1:00 PM
  • Wednesdays: 8:30 AM – 1:00 PM
  • Thursdays: 8:30 AM – 1:00 PM
  • Fridays: 8:30 AM – 1:00 PM

Please use the reservation calendar to book your training spot.

3. Training Program Structure

Session 1 – Fundamentals and Safety

  • Instrument fundamentals
  • Sample preparation
  • Safety procedures and emergency protocols

Classroom-based. One session per week per instrument. Maximum 6 attendees.

Session 2 – Software and Methods

  • Instrument software and interface
  • Method development
  • Basic data acquisition and analysis

Session 3 – Practical Operation

  • 1–3 supervised hands-on sessions
  • Independent operation and troubleshooting
  • Workflow optimization

4. Training Completion Requirements

All sessions must be completed within six (6) weeks of the first session. Otherwise, training is cancelled and must be restarted.

5. Prerequisites for Training

  • Appropriate samples prepared in advance
  • Training questionnaire completed and submitted

6. Group Size and Capacity Limits

Training capacity depends on instrument availability and safety considerations. When demand exceeds capacity, slots are allocated first-come, first-served or per facility prioritization rules.

7. Enforcement and Exceptions

  • Training schedules may be modified
  • Access may be limited or revoked for noncompliance
  • Exceptions require documented approval