• LabUpkeep

This is a list of things that need to be done on the regular. Lab members should make every effort to distribute the burden amongst themselves, so that it doesn't all fall to one person.

Routine Lab Upkeep Tasks

Assignments in effect September 2022

Task Summaries and How Tos

Subject Recruitment

• responds to emails from subjects to the general inquiry email
• assigns new subjects to experimenters / studies
• keeps an eye on recruitment, when needed posts flyers, adds, Facebook

Posting Study Flyers

• Task: Print flyers, cut contact strips, post flyers around campus

• Frequency: As needed

• Estimated time: 1-2 hours, depending on how much you run around

• Recommend giving this one to RAs

Petty Cash

• Task: If you see it running low, replenish it.

  • Note from CRM: I usually counted "low" as "$50 left".

• Frequency: As needed, usually once or twice per week

• Estimated time: 15-30 minutes, depending on the line at the Bursar's Office

• See F6-EXAMPLE and Petty Cash Fund Guide for guidance.

Ongoing IRB Compliance

• Is the PI Proxy for the assigned IRB.

• Prepares and submits annual continuing review.

• Routinely audits lab records (RedCap, Binders, etc) for compliance.

• Adds new experimenters and equipment to the IRB as needed. Routinely monitors personal list for IRB.
• Writes and submits amendments to assigned IRB for things impacting the whole group. For amendments specific to a particular study, help the experimenters involved draft and submit an amendment.
• See Click IRB for more details.

IRB Continuing Reviews

see click IRB for deadlines http://rochesterirb.huronresearchsuite.com/

a helpful resource for navigating click IRB website page 21 "Create and Submit a Modification or Continuing Review" http://www.rochester.edu/ohsp/documents/education/pdf/ClickIRB_StudyStaffManual.pdf

• Tasks:

  • Number of new subjects enrolled since last CR
  • Total number of subjects enrolled
  • Number of subjects withdrawn from the study
  • Summary of interim findings
  • Scanned copy of the last signed of each type of consent document (cover up subject's name and signature but not the date)

  • Demographics (might not be needed with the new system!)

  • Publications (might not be needed with the new system!)

Social Media & Website Updates

this includes Twitter, coordinating with Subject-person to share subject flyers on website, and adding new job postings/personnel to website, etc.

Instructions for updating website files

Grant Reporting

Subject Demographics for NIH Progress Reports

• Task: Compile demographics for NIH progress reports

• Frequency: Yearly

• Estimated time: 1-2 hours

How to:

1. (not always applicable) Download the "Participant Level Data Template" CSV file from eRA for the corresponding grant (see eRA Help for details)

2. If you cannot get the CSV file, ask PI for the PDF-verison of the Inclusion Enrollment Report.

3. Download NIHInclusionEnrollmentReport.xlsx. Navigate to the 1st tab named "Previous Year (from eRA)" and input data from previous NIH progress report (from one of the 2 sources above).

4. Log into URMC RedCap

5. Select APLab from Project list

6. Click on Data Exports, Reports, and Stats in the left side bar

7. Select Grant_Review_Subjects

8. Select Edit Report, change date range and grants to get the required data. Typically you want subjects who have been consented in the last year.

9. Click blue "Export Data" button and select "CSV / Microsoft Excel (labels)" (2nd radio button option).

10. Download thisMATLAB function.

11. Run the MATLAB function. Open NIH2Excell in the variable editor. Copy the 8x10 matrix to the clipboard.

12. Return to Excel document from step 3. Navigate to the 2nd tab named "This Year (from RedCap)". Select cells B4 to K11 and paste values from clipboard, i.e. NIH2Excell MATLAB var.

13. Cumulative results are now on the 3rd tab, "Cumulative (for Report)"

Ordering Supplies & Keeping Track of Account Numbers

• Website for ordering supplies: https://app.quartzy.com/groups/220851/requests?limit=50&sort=-status_changed_at&status[]=APPROVED (ask Yue to add you to the group if you don't have an account)

• Steps for ordering supplies (for all lab members):
  1. Add request
  2. Skip lookup

  3. Type in all relevant information including which grant

  4. It will automatically approved if under $200
• Tasks for the person in charge of ordering
  1. export the csv file of the ordering list
  2. send the list to Michele Schultz
  3. pick up the packages when they arrive (either at Todd Union or Meliora 358)
  4. If something is out and it's urgent, it's okay to pick up from the store and get reimbursed.
• Replenishing Lab Supplies

• Grants information: https://wiki.bcs.rochester.edu/ApLab/Grants

Lab Meeting Scheduling and Agenda

Generally facilitates lab meeting times and agendas. Specific tasks:

• Determine if we need to change lab meeting times with each new semester, polls group to find times.
• Anticipate when we will need to skip or change lab meetings due to holidays, conferences, department talks, etc. 

• Anticipate when lab members will need to give practice talks for seminars & conferences

• Make sure we have a science speaker, assign speakers/projects based on who hasn't presented recently and attempting to alternate speakers/projects based on the PI 
• Try to keep track of things that come up during the week that we will want to talk about in the technical meeting, note these on the wiki. 
• Schedule monthly updates with DDPI test results
• Facilitate meetings and share notes
• Schedule lab task reassignments and check-in meetings throughout the year

Access & On-Boarding

access -> GitHub, opus, wiki, listserv, redcap, door, IRB, calendars; onboarding, off boarding , auditing

Adaptive Optics Maintenance - Monthly

• TBD (Aug 16, 2022)

(d)DPI Eye Tracker Maintenance - Monthly

• Check the space on the hard drive [clear docker storage if necessary: system_prune?]
• Static and Dynamic Artificial Eye Tests
• Data collection and reports (monthly)
• Updates analysis code and method agreement across eye trackers
• Responsible for coordinating with engineers and techs if any major issues arise
• Grease and Reassemble Pinholes
• Check bitebar stability, handle placement
• Aug 16: to be combined with monthly

Experiment PC Maintenance - Weekly

Maintenance tasks for PCs used for data collection.

• Refill consumable supplies (tissues, etc.)
• Ordering broken/replacing equipment
• Clean dichro/clean mirror
• Confirm properly backing-up
• Check windows updates, malware protection, etc.
• Power up and update clone, test if needed
• Responsible for checking log and following up on any issues

Lab Space Maintenance - Weekly

• Clean
• Check consumable supplies, refill as needed
• Return tools and loose equipment
• Etc.

Shop Space Maintenance - Weekly

• Clean
• Return tools and loose equipment
• Organize material.

Facilities Requests

• Task: Put requests for work or estimates into the facilities system

  • Go to Service Requests

  • Call, use the on-line work request system, or email with the details of the request

• Frequency: As needed

• Estimated time: 10-15 minutes

• For requesting new cleaning over the phone: call Twonda McCaw (ext.#65983). The current cleaning schedule is Bi-Monthly (as of 02/07/2019).

Subject and Guest Parking

The lab has an access code for the Library Lot. When visitors or subjects use the code, the lab is invoiced.

Current code: 105587#

• Code as of Sept 30, 2020: 320009#
• Code as of July 1, 2020: 113747#

Code renewal happens in May of each year. Michele Schultz can submit the linked form. As of 2019, parking is charged to MR's startup account. Access code request form

Ideas for tasks that need to be added, removed or revised

Put notes here throuought the year so we remember them when we reassign tasks Tentatively planned August of each year, i.e. after the IRB continuing reviews and when we know who will be joining the lab
Ideas for how tasks might change:

• cleaning supplies, other post-covid stuff
• combining IRB-related jobs, or splitting
• making a novice and and expert do the ddpi testing
• adding backups to the list
• getting points / credit for major technical development
• independently, making expertise groups for the various equipment in the lab (DDPIs, DPIs, Phase Space, SMI, Coil, EEG)

Archive

Implemented 10/15/2021 Archived on Aug 16, 2022

Engineering team will handle non-standard PC ordering, shop maintenance, and ordering for their own projects.<br/> Website related upkeep will be discussed in a future meeting.<br/> Those assigned to eye tracker maintenance will re-vamp the to do lists below and update the group.

Archived on 10/15/2021

Implemented 11/22/2019

total points = 72
points per full-time scientific staff (8ppl) = 9

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