SAFE Labs

OttLab_2025: We use our shared Google calendar to schedule shared equipment. Challenges with using and sharing our equipment are regularly discussed at lab meeting and re-organizing equipment is a regular item at our annual retreat. In addition, feel free to bring up any issues regarding equipment use and scheduling with your PI. Remember that you are responsible to leave equipment clean and functional after use. Immediately bring up equipment issues with the team.

ReinhardLab_2025: It is important to us that all team members have access to the lab resources they need. Essential courses (animal licenses) and essential equipment (e.g. a powerful data processing computer) are guaranteed and paid for by the school/lab. Fair does not always mean equal since team members might have different contracts, personal resources, responsibilities and work-related needs. Lab and school resources (equipment, consumables) are accessible to everyone and will be allocated based on project needs without favoritism. Expenses, including for conferences and courses, are documented and visible to all lab members. We do not strive to guarantee the same amount of money to every member since certain events are much more costly than others, but to guarantee equal access to opportunities that are relevant to each member. Members with external funding (travel grants, bench fees from personal grants) may be able to attend more events, have more independence in their decision of which events to attend and/or might have exclusive access to equipment they bought with their grants. If a lab member feels unfairly treated, please raise the issue promptly as described in the section “Lab and inter-personal issues”. As a rule of thumb, the following applies:

• PhD candidates:

Conferences/workshops: Every PhD candidate that is hired by the school has access to ~700 Euro/year to be used for conferences, summer schools etc. In their first year, students are encouraged to focus on lectures and getting to know the lab, their project and relevant techniques. They might use this money to attend technical workshops or online data analysis courses. In their 2nd-4th year, they are encouraged to attend one conference per year. The PI will do her best to complement these resources if necessary with lab funds. PhD candidates are requested to apply for travel grants whenever possible and adequate.

Personal laptop: All heavy computing (data processing, analysis etc.) can be done on lab servers that include the necessary software licenses. For writing, smaller analysis tasks, and presentation preparation, PhD students can request 400 Euro from the school towards buying a computer/laptop. Furthermore, everyone can get access to a school-owned desktop computer. Students are encouraged to acquire a laptop through this channel since the computer then belongs to them. If this is not an option, buying a laptop from school funds can be discussed with the PI, but will belong to the school.

• Postdocs:

Conferences/workshops: Postdocs will in most cases be hired either on a lab grant (e.g. ERC) or a personal fellowship (MSCA etc.). In either case, these grants normally include a budget for conference attendances. In general, the PI will do her best to guarantee attendance of at least 1 conference or summer school per year. Postdocs are requested to apply for travel grants whenever possible and adequate.

Personal laptop: All heavy computing (data processing, analysis etc.) can be done on lab servers that include the necessary software licenses. For writing, smaller analysis tasks, and presentation preparation, everyone can get access to a school-owned desktop computer. Buying a laptop from school funds can be discussed with the PI but will belong to the school.

• Technicians:

Conferences/workshops: Technicians will generally not attend conferences, but might want to attend technical workshops. Technicians will in most cases be hired on a lab grant (e.g. ERC) where a budget is allocated for workshops. In general, the PI will do her best to guarantee attendance of relevant workshops.

Personal laptop: Same rules as for postdocs apply.

_CoenLab_2025:_In our lab “resources” comprise two main areas: financial resources (e.g. ordering the equipment you need for your project) and access resources (e.g. access to experimental rigs). If you feel that either of these are not being distributed fairly, please raise the issue in your 1-on-1 meeting with Pip, or use the button below.

Financial resources

Pip makes every effort to maximise the financial resources available to the lab, and discusses these at regular [Lab Updates link]. However, irrespective of lab finances, we strive to run the lab responsibly and spend money in accordance with the needs of each project. For more details: [Ordering Link]

Internal Rig Access

Each experimental rig has a dedicated lab outlook calendar, where you can book time on that rig by creating an event. All lab members have access to all calendars. Only book rigs if you intend to use them, and please alert the lab (via Slack) if you’re unable to use a previously booked slot.

Rig use varies with experimental need, and sometimes slots need to be booked well in advance. However, it’s important that these resources aren’t monopolized by any individual for extended periods. At the time of writing, this hasn’t been an issue, but please discuss conflicts with Pip as soon as they arise*—ideally before they arise!* When someone has invested significant time building a new rig, they’ll receive some priority in using it, but as a collaborative lab, no rig should be used exclusively by one person (if others have an interest in using it).

Shared-Rig Access

We share communal surgical and histology equipment with other labs in our immediate vicinity (at the time of writing, the O’Keefe, Barry, Linden, Wills, and Burgess Labs). These resources have their own dedicated calendar booking system. With two full surgical suites, there should be sufficient equipment to comfortably support everyone’s needs. However, if you believe a group is unfairly monopolizing equipment or facilities, please raise the issue with Pip, who will discuss it with the head of the respective group. Please also do this if someone is not treating the equipment or facilities appropriately and it is impacting your work.

AeryJonesLab_2026: Everyone contributes equally to keeping the lab running.

• All tools, equipment, consumables, and lab spaces are shared, except for desks. Sign up for shared rooms and equipment in timely manner on the “rooms and equipment” calendar. Reset the space when you’re done or label as a work in progress.
• We collectively keep the inventory up-to-date to prevent duplicates. Order replacement inventory at least before we reach 2 week’s supply, to allow for shipping time.
• We have an annual lab clean-up in December that everyone is expected to participate in. We use this time to reorganize shared inventory, toss or rehome items no longer in use, and agree on where things should live.