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Frequently Asked Questions
General | Policies | Equipment Use | Training | Poster Printing | Scheduler | Contract Work | Rates & Billing |
General
Q: Where is BIF located?
Q: What are BIF's hours?
Q: Is BIF open on holidays?
Q: How do I get key access to BIF?
Q: I'm an independent user, how do I get key access?
Q: I don't have a marlok key, where should I get one?
Q: My friend/lab partner and I are both independent users and need key access, can I request this for both of us?
Q: Can I leave my samples in BIF?
Q: I left something in the facility, does BIF have a lost and found?
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BIF Policies
Q: Do users have any requirements?
Q: As a BIF User, what do I assume the responsibility for?
Q: Could I ever lose my privileges in BIF?
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Equipment Use
Q: Do I have to have a reservation to use the equipment?
Q: Do I have to sign in on the paper log sheet?
Q: Can I bring in one of my collaborators/lab members to help me with my research on the equipment?
Q: I've been working with someone who has been trained, and they've showed me how to use the equipment, do I still need to be trained?
Q: The equipment doesn't seem to be working right, what should I do?
Q: I'm using the Leica Confocal System, and I need to use the other scope, how do I change the scan head?
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Training
Q: If I've used a similar piece of equipment in another facility, or have been working with someone else who's shown be how to use the equipment, do I still have to be trained at BIF?
Q: I'd like to be trained, who do I contact?
Q: What if my schedule doesn't work with BIF's training schedule?
Q: I have a unique sample, or need to do a very specific thing with my sample, how do I know which instrument to use?
Q: How long is training and how much does it cost?
Q: I've been trained on other equipment at BIF and have already turned in a Application Form, do I need to complete a new one before being trained on another instrument?
Q: Is there any training outside of BIF that is required?
Q: I've been trained in the past on the Confocal Laser systems, do I need to complete the laser safety training even though I've already finished my training at BIF?
Q: I've finished my training, when am I allowed to use the equipment?
Q: I've finished my training, how long until I become an independent user?
Q: I haven't used the equipment for a while, should I be retrained?
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Poster Printing
Q: I've never printed a poster before, what should I do/bring in?
Q: How long does poster printing take?
Q: When should I bring in my poster to print?
Q: What size can I print my poster?
Q: My poster is smaller than 42" for both the height and width, am I still able to print at this size and is there a way for me to cut the excess paper off?
Q: Can I email my file or just bring it in to have BIF print it and come back later for it?
Q: What program should I use to make my poster?
Q: Do I have to convert my file to .pdf to print?
Q: Can I convert my file to a .pdf on my computer/in my lab before bringing it to BIF?
Q: Can I make a reservation to print a poster?
Q: I need help with my poster design, who should I contact?
Q: My poster is printing with errors, what should I do?
Q: Why do some of my images look grainy or pixilated?
Q: How can I make sure my symbols print correctly?
Q: I created my file on a Mac, can I print it from a PC (or vise versa)?
Q: Why does my file work with one version of the software, but have errors in other versions? Can I prevent this?
Q: Do I need to stay while my poster is printing?
Q: How long should I let my poster dry?
Q: Is there a special way to roll my poster?
Q: Do you provide poster tubes?
Q: How do I pay for my poster?
Q: If I notice errors on my poster after it's already finished printing, and I want to print a new one, do I have to pay for both of them?
Q: Do I need training to print a poster?
Q: Do I need to create an account in the scheduler for poster printing?
Q: I created my poster as a .pptx file, will this work?
Q: If someone's poster is printing, do I have to wait until it is completely done before I can start printing?
Q: Where in BIF can I hang my poster while it finishes drying?
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Scheduler
Q: What is the Scheduler and where can I find it?
Q: How do I get an account?
Q: My PI/Department is missing from the list, what should I do?
Q: Why can't I login to the system?
Q: How do I create a reservation?
Q: How far in advance to I need to cancel my reservations?
Q: How do I cancel a reservation?
Q: How do I know which type of reservation to select?
Q: Is there a limit to the number of hours I am allowed to reserve?
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Contract Work
Q: I have specimen preparation/imaging that I need done, but do not wish to be trained on the equipment, can someone at BIF do this work for me?
Q: I have something I need done today (specimen preparation/imaging), is it possible for BIF staff to do this for me?
Q: How do I request contract services from BIF?
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Rates & Billing
Q: What are the current rates at BIF?
Q: How do I get the NU Affiliate Rates?
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General
Q: Where is BIF located?
A: BIF is located on the 5th floor of Hogan Hall. Offices (Dr. W. Russin
and J. Bufkin), specimen preparation, ultramicrotome,
and poster printing are in 5-150. Offices (C. Wilke),
electron microscopy, confocal laser microscopy, and fluorescence
microscopy are in 5-120. Offices (P. Brannon), Raman-11, JEOL clairscope, and Deltavision are in 5-110. Click here for Maps & Directions.
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Q: What are BIF's hours?
A: BIF is open 24-hours for independent users. Our business hours are 8:00 am to 6:00 pm, Monday through Friday.
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Q: Is BIF open on holidays?
A: No. BIF is closed on all university observed holidays. Independent users with key access may still use the facilities during those times.
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Q: How do I get key access to BIF?
A: Key access is given to users who have shown competency and a desired performance level on the equipment. To obtain key access, users must first complete training at BIF. Key access is given at the discretion of BIF management.
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Q: I'm an independent user, how do I get key access?
A: Independent users wanting key access should see BIF Staff. Be sure to have your Marlok Key number and ID number from your Wildcard.
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Q: I don't have a marlok key, where should I get one?
A: To obtain a marlok key, please talk to the program assistant in your department.
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Q: My friend/lab partner and I are both independent users and need key access, can I request this for both of us?
A: No. Each user should individually request key access. BIF will not request activation unless that individual has asked.
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Q: Can I leave my samples in BIF?
A: Unless you have made arrangements with BIF staff and management, all samples and specimens should not be left in BIF. BIF is not responsible for any items left in the facility.
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Q: I left something in the facility, does BIF have a lost and found?
A: While BIF does not have a formal lost and found, most left personal belongings are generally kept in 5-150. BIF is not responsible for lost, stolen, or forgotten items. Left or lost items will be disposed of after a certain period of time at the discretion of BIF management.
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BIF Policies
Q: Do users have any requirements?
- Attend BIF training sessions before using any BIF instruments
- Inform BIF staff as soon as possible of any changes regarding
contact information and/or chartstrings
- Observe all safety standards and regulations regarding chemicals, lasers, and equipment
- Adhere to all BIF regulations and policies regarding equipment use, reserving and canceling time, and safety procedures
- Sign out any and all instruments, tools, and/or chemicals borrowed from the facility
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Q: As a BIF User, what do I assume the responsibility for?
- Your samples and specimens — these should not be left in BIF without making prior arrangements with BIF staff and management
- Keeping your work area clean and neat
- Returning all items to their original location
- Returning all borrowed items to the facility and signing them back in. (Items not returned will be charged to the user's CUFS account for up to the full value of the item.)
- Any damage to BIF equipment and facilities due to gross and/or repeated negligence (financially and otherwise responsible)
- Archiving/backing-up your data
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Q: Could I ever lose my privileges in BIF?
A: Yes. The following offenses are grounds for termination of BIF privileges: - Repeated failure to sign in
- Unauthorized use of equipment, or allowing unauthorized users to use equipment
- Failure to comply with BIF regulations and policies and safety procedures
- Flagrant or repeated abuse of BIF instruments
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Equipment Use
Q: Do I have to have a reservation to use the equipment?
A: It is highly recommended that you make a reservation for the equipment that you'd like to use. Users with reservations have first priority on the equipment — the exception being for maintenance or service.
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Q: Do I have to sign in on a paper log sheet?
A: If you see a log sheet next to the instrument you are working on (all specimen prep), then you must sign in. For our confocal, widefield and TEM scopes you do not need to fill out a log sheet. Just be sure to log into FOM.
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Q: Can I bring in one of my collaborators/lab members to help me with my research on the equipment?
A: Yes, you can bring your collaborators or lab members to BIF with you, however, only those who have been trained by BIF staff or management should ever use the equipment or software. Anyone who has not been trained by BIF staff or management is not authorized to use the equipment or software. Users who allow unauthorized persons to use BIF equipment are liable for any damages and could lose their privileges in BIF.
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Q: I've been working with someone who has been trained, and they've showed me how to use the equipment, do I still need to be trained?
A: Yes. Users are not to train other users on BIF equipment. All users must be trained by BIF staff or management.
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Q: The equipment doesn't seem to be working right, what should I do?
A: Notify BIF staff immediately. Please make a record of the issue in the logbook as well.
Q: I'm using the Leica Confocal System, and I need to use the other scope, how do I change the scan head?
A: Users should not change the scan head. Please have BIF staff change this for you.
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Training
Q: If I've used a similar piece of equipment in another facility, or have been working with someone else who's shown be how to use the equipment, do I still have to be trained at BIF?
A: Yes. All users must be trained by BIF staff or management before using the equipment. This insures that you have a working understanding of BIF policy, procedures, and safety regulations.
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Q: I'd like to be trained, who do I contact?
A: Before requesting training, please be sure to read all the information regarding training at BIF and our equipment. (Training information can be found here.) After deciding which instrument will work best for you, please contact BIF staff.
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Q: What if my schedule doesn't work with BIF's training schedule?
A: BIF does not make custom training schedules for individuals, however we understand the busy schedules at the university and will try to work with you to find a time that works.
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Q: I have a unique sample, or need to do a very specific thing with my sample, how do I know which instrument to use?
A: Please consult our information regarding our instruments and check our Methods sections first. If you are still uncertain, fill out the form on the Contact page.
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Q: How long is training and how much does it cost?
A: This depends on which instrument you would like to be trained on. Please check our training page for current rates.
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Q: I've been trained on other equipment at BIF and have already turned in a Application Form, do I need to complete a new one before being trained on another instrument?
A: Yes. Please complete a new User Project Application for each new project you are working on in BIF or for each new training session. Information regarding Applications can be found here.
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Q: Is there any training outside of BIF that is required?
A: Yes. Users wishing to use our confocal laser systems must complete
the Office of Research Safety's Basic
Laser Safety Awareness Training (online) prior to using the
equipment.
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Q: I've been trained in the past on the
confocal laser systems, do I need to complete the laser safety
training even though I've already finished my training at
BIF?
A: Yes. All users wishing to use the confocal laser systems (the
Leica or the Zeiss) must complete this training.
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Q: I've finished my training, when am I allowed to use the equipment?
A: It is our preference that until users are considered independent, that they schedule their time during BIF business hours. (For more information about hours, click here.) This insures that BIF staff or management is available to assist you with any needs.
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Q: I've finished my training, how long until I become an independent user?
A: There is no set time or other requirement to becoming an independent user other than displaying competency and a desired performance level on the equipment. This is decided at the discretion of BIF management. Independent users will receive key access.
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Q: I haven't used the equipment for a while, should I be retrained?
A: That's up to you. If you feel you would like to be retrained, then we'll be happy to retrain you on the equipment. If you are unsure, then be sure to schedule your time during business hours and inform BIF staff that you may be needing help. Giving us advance notice will allow us to be available to assist you.
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Poster Printing
Q: I've never printed a poster before, what should I do/bring in?
A: You should bring your poster in it's original form (either an .indd or .ppt file) on some form of portable media storage device (a flash drive, CD or DVD, iPod, external hard drive, et cetera). You will also need to bring either a Chart String number or a check to pay for your poster. Click here for more information about poster printing.
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Q: How long does poster printing take?
A: We recommend keeping at least an hour in your schedule free for poster printing.
Converting your file will take about 5-15 minutes, while printing (depending on file size and poster complexity) can take up to 15-20 minutes. Your poster will take 15 minutes to dry after printing.
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Q: When should I bring in my poster to print?
A: We recommend coming in at least one day before you need to travel or present your poster. This will allow some time in case of technical difficulties.
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Q: What size can I print my poster?
A: Posters are printed on glossy, photographic stock paper on a roll with a 42" width (3 ½ feet). This means that one of the dimensions of your poster must be 42" or less (either the height or the width).
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Q: My poster is smaller than 42" for both the height and width, am I still able to print at this size and is there a way for me to cut the excess paper off?
A: Yes, you can print posters that have dimensions less than 42". We do not have a paper cutter large enough for posters, but we can provide you with a cutting surface, straight edge (a large ruler), and a knife so that you can remove any excess paper.
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Q: Can I email my file or just bring it in to have BIF print it and come back later for it?
A: A per poster charge will be applied to users wishing to have BIF staff print their posters in their absence. The preferred method is for the user to come to BIF and print. Posters printed by BIF staff will be printed as-is. BIF staff is not responsible for correcting any misspellings, image placement/resolution issues, or any other errors other than printer or conversion errors.
We cannot guarantee same-day printing for those who submit files to print due to the availability of BIF staff. However, most people who come into BIF to print posters have their completed poster in about an hour or less. BIF staff is on hand to assist those who print their posters at BIF.
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Q: What program should I use to make my poster?
A: We recommend using Adobe InDesign for poster construction. Many people do create their posters in Microsoft PowerPoint, however this application is not intended for poster design. InDesign is specifically for print documents and works well with combining text and images and forming layouts. Please see our Print page for tips and guidelines for poster construction and printing.
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Q: Do I have to convert my file to .pdf to print?
A: Technically, no. However, people generally experience fewer errors and the printing time is greatly reduced by printing from a .pdf file. We recommend always printing from a .pdf file unless absolutely necessary.
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Q: Can I convert my file to a .pdf on my computer/in my lab before bringing it to BIF?
A: We recommend converting your file here in BIF to insure that your poster's colors and size have converted correctly. Also, this allows for BIF staff to be on hand if there are any issues. Bringing the original file allows BIF staff to better correct any issues that may arise.
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Q: Can I make a reservation to print a poster?
A: BIF does not currently take reservations for poster printing — first come, first served. However, during peak times there may be a waiting list.
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Q: I need help with my poster design, who should I contact?
A: BIF staff offers technical support on resolution and layout issues to all printer users, and is available at an hourly rate for more in depth technical support and design assistance. Contact BIF Staff (847-467-0374) for more information and rates.
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Q: My poster is printing with errors, what should I do?
A: Cancel the print job immediately on the printer. Please let BIF staff know and inform them of the issue(s). BIF staff offers technical support for resolution and layout issues as well as helping to correct printing or conversion errors.
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Q: Why do some of my images look grainy or pixelated?
A: When creating your poster, be sure to use high resolution images. This will make the file size large, however, high resolution images look the best at a large scale.
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Q: How can I make sure my symbols print correctly?
A: Unfortunately, Powerpoint and Adobe software do not always read or convert symbols correctly (such as µ, α, β, et cetera). One solution is to insert these symbols as image files (such as .jpg or .gif). If you are concerned about losing you symbols, speak with BIF staff so they can assist you in this matter. This is a software problem that is relatively easy to fix.
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Q: I created my file on a Mac, can I print it from a PC (or vise versa)?
A: Yes. Generally you can cross platforms with InDesign and PowerPoint files — .pdf files should work on any computer regardless of platform. The only issue could be with the version of the software used. Occasionally, switching software versions corrects most conversion errors.
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Q: Why does my file work with one version of the software, but have errors in other versions? Can I prevent this?
A: Unfortunately Adobe does not have any reasoning why some files will print better in one version versus another. If switching versions of the software does not work, then try switching platforms or computers. Because Adobe does not have any reasoning for these occurrences, we cannot take preventative measures against these errors at this time.
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Q: Do I need to stay while my poster is printing?
A: You are not required to stay in BIF while your poster is printing, however, we recommend waiting until the poster has finished printing and hanging it up to dry before you leave the facility for any period of time. BIF staff is not responsible for monitoring your poster to check for any resolution errors or misspellings.
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Q: How long should I let my poster dry?
A: You should allow your poster to dry for at least 15 minutes.
Our printer is set to let it dry for 5 minutes before cutting
it free. BIF uses High Quality Photo Gloss paper, which requires
at least 5 minutes for the ink to set securely. Please be aware
that like anything printed on photographic paper, your poster
will be affected my moisture and humidity.
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Q: Is there a special way to roll my poster?
A: We recommend rolling the poster with the picture/print on the
inside. This will help protect it while you transport it. The
easiest way to roll your poster is to do so while it is still
hanging on the whiteboard, or while it is on the cutting table.
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Q: Do you provide poster tubes?
A: Yes, we do have cardboard kaleidoscopic poster tubes available for $5 each. Please let BIF staff know if you are interested in a poster tube.
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Q: How do I pay for my poster?
A: You can pay for your poster with a Chart String or with a check. We do not accept credit cards or cash. Located between the two computers is a clipboard with a form that you should fill out before you leave. Be sure to fill this form out accurately. If you need help, please ask BIF staff.
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Q: If I notice errors on my poster after it's already finished printing, and I want to print a new one, do I have to pay for both of them?
A: Yes. If you poster has printed completely, you will have to pay for both that poster and the second. Any exception will be made at the discretion of BIF management.
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Q: Do I need training to print a poster?
A: No. Training is not required for poster printing. BIF provides illustrated instructions for converting and printing your poster, and BIF staff is on hand to assist you as needed.
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Q: Do I need to create an account in the online scheduling system to print a poster?
A: No. Please do not create an account in our scheduling software if you are only going to print a poster. We do not take reservations for poster printing so this is completely unnecessary.
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Q: I created my poster as a .pptx file, will this work?
A: Yes! Our Intel iMac has Office 2008 installed on it, so a .pptx file will work on it.
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Q: If someone's poster is printing, do I have to wait until it is completely done before I can start printing?
A: Once a poster is sent to print, the next user can begin to convert their poster for printing. The HP 5500PS printer is like a normal office printer, it can queue print jobs. If a poster is in the process of printing, you can go ahead and send your poster to print. It will begin to print after the previous poster has cut free.
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Q: Where in BIF can I hang my poster while it finishes drying?
A: We have a whiteboard right outside of BIF (Hogan 5-150), as
well as a cutting table and racks that can be used if necessary.
We also have additional whiteboards in Hogan 5-120 that can be
used if necessary.
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Scheduler
Q: What is FOM and where can I find it?
A: Facilities Online Management (FOM) is our online scheduling
system. It can be found at: https://www.fom.northwestern.edu or
at the top of the page on the right side of the menu. The scheduler
is used to make reservations for all BIF equipment with the exception
of the poster printer.
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Q: How do I get an account?
A: Only users who have signed up for or completed training in BIF should create an account. To create an account, go to the Scheduler home page and click the link to request an account. Fill out the information correctly and BIF staff will approve of your account once your training is complete.
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Q: My PI/Department is missing from the list, what should I do?
A: Notify the BIF Program Assistant with the correct information.
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Q: Why can't I login to the system?
A: Use your NU netID and password to login to the system. If you are not on a NU networked computer (i.e. if you are off campus), you must have the Virtual Private Network (VPN) activated.
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Q: How do I create a reservation?
A: Login to the FOM system and choose the instrument you have access
to. On the calendar, select the date you wish to create a reservation
for (click on the actual number). Complete the form accurately
selecting the type, start and end times, and making sure the
date is correct. Once you have completed this, click save. If
your reservation was successful, then you will see your reservation appear on the instrument calendar.
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Q: How far in advance to I need to cancel my reservations?
A: Ideally, you should cancel your reservations as soon as possible. However, you have up until your reservation to cancel. There are no penalties or fines for canceling your reservation.
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Q: How do I cancel a reservation?
A: Log into FOM and choose the instrument you have access to. On the calendar, find the reservation you wish to cancel. Select that reservation and click "Cancel Reservation". You will be asked to confirm the cancellation. If you are having difficulties canceling, please notify BIF Staff immediately (847-467-0374).
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Q: Is there a limit to the number of hours I am allowed to reserve?
A: Yes. Certain instruments have limited hours for reservations. Contact BIF staff for further information.
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Contract Work
Q: I have specimen preparation/imaging that I need done, but do not wish to be trained on the equipment, can someone at BIF do this work for me?
A: Contract work is taken at the discretion of BIF staff and management. You should contact BIF staff and discuss the work you would like done. Standard equipment rates will be applied as well as additional charges for BIF staff or management time.
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Q: I have something I need done today (specimen preparation/imaging), is it possible for BIF staff to do this for me?
A: Advance notice is necessary for all contract work.
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Q: How do I request contract services from BIF?
A: To coordinate contract services, please contact BIF personnel via email (or through our Contact page). Before any contracted work can begin, a meeting between the interested parties and BIF management and staff must occur. In this meeting, terms of the contract will be discussed, as well as deadlines and rates.
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Rates & Billing
Q: What are the current rates at BIF?
A: Current rates can be found on our Rates Information page. If you need to know specific information that is not listed, please contact BIF staff.
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Q: How do I get the NU Affiliate Rates?
A: All NU faculty, staff, and students receive the NU Affiliated rates. All external users wishing to receive the NU Affiliated rate must have an appointment letter from the Dean, unless other arrangements have been made with BIF management.
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