University of Virginia Health System

Instructions for making reservations

IMPORTANT: If you schedule time and do not use it you will be charged unless you give required notice: at least 48 hours notice for sorting and Cyan use, 24 hours notice for all other applications.

• You must fill out the Request for FACS access form at http://www.healthsystem.virginia.edu/internet/cytometry/forms.cfm
• You must complete Biosafety Forms at http://www.healthsystem.virginia.edu/internet/cytometry/forms.cfm
• Within a few days of completing these first two steps you will receive a user id for "Calendars for the Web" (CW)
• To make reservations:
  Go to http://uvaflowcore.calendarhost.com
  Open the drop-down menu for the instrument you would like to schedule

Log in: 

• Go to http://uvaflowcore.calendarhost.com and click the 'Login' button
• enter your username (your uva computing ID)
• enter your password
• click "Submit"

General Orientation 

SORTER RESERVATIONS: (It is highly recomended that you schedule a sort consultation with Joanne Lannigan prior to scheduling your sort! You should also read through the FAQs on sorting)

STEP 1:
From the drop-down menu in the top-right of the screen, choose the calendar you would like to view or schedule.  If this is a calendar you access often, you can add it to your web-browser's favorite list by clicking on the *** icon.

your favorites drop-down menu select "Joanne Lannigan (jl7fj) or Michael Solga (mds4z)" and click GO.
If you don't click "Go" you will enter the reservation on your OWN calendar, your slot will not be saved!
View both calendars for availability for the time and date you wish to perform your sort. If either individual is available for that time slot you may proceed to Step 2. If neither is available please choose another date or time.

STEP 2:
From your favorites drop-down menu, select "MICRO-FACSCore Vantage-Sorter" and click Go.  
If you don't click "Go" you will enter the reservation on your OWN calendar, your slot will not be saved!

• Click the "create a meeting" icon 
• Type your name under Title
• Enter the Date
• Enter the Time (check am/pm)
• Enter the Duration (length of time needed may not exceed 4 hours)
• You MUSTenter your experiment (sort) description (cell type, fluorochromes, etc.) under Details
• If there are no conflicts, Click Create (you may need to scroll down)

Both calendars must be available for sorting! If there is a conflict on either calendar you must choose another date/time.

You MUST LOG OFF    when you are FINISHED with ORACLE CALENDAR

You will receive an e-mail either confirming or denying your request. If you do not receive an e-mail back then we have not received your request! A completed Project Biosafety Form must be on file for your sorting experiment prior to your sort. A Sort Sample Biosafety Form for each sample to be sorted, signed by the Principle Investigator (originals only), must accompany the samples to be sorted. Failure to do so will result in the sample(s) not being sorted.

ASSISTED OR UNASSISTED CALIBUR RESERVATIONS:

There are three FACSCalibur instruments available for use in the FACS Core facility. Two have two lasers (blue-488nm & red-635nm) and are capable of up to four-color analyses (FACSCalibur B or FACSCalibur C) and the other has two lasers (blue-488nm & red-637nm) and is capable of up to five-color analyses (FACSCalibur A) . If your experiment requires the use of the FL5 channel (e.g. using fluorochromes such as APC-CY7, APC-CY5.5, APC-Alexa750, etc excited by the red laser) then you MUST schedule FACSCalibur A.

If you require assistance in running your samples you MUST indicate this in the details section. You should check either Michael Solga or Joanne Lannigan's calendar for availability for assistance. If neither are available for the date/time requesting you must choose another date/time.

 From your favorites drop-down menu, select the appropriate FACSCalibur (A,B or C) required for your experiment and click Go.  If you are not sure which instrument to book please contact the lab at 243-2711 for help. If you book the wrong instrument you may not be able to get your samples run! ”

Use the   view change icons to see a single day, week, or month.   

Click the "create a meeting" icon

• Type your name under Title
• Enter the Date
• Enter the Time (check am/pm)
• Enter the Duration (length of time needed may not exceed 4 hours)
• Enter cell type, fluorochromes, or Assitance Required, etc. under Details
• Click Create (you may need to scroll down)

You will receive an e-mail either confirming or denying your request. If you do not receive an e-mail back then we have not received your request!

You MUST LOG OFF   when you are FINISHED with ORACLE CALENDAR

SCHEDULING THE IMAGESTREAM 100 OR LUMINEX 100 INSTRUMENTS:

From your favorites drop-down menu, select the appropriate IMAGESTREAM OR LUMINEX required for your experiment and click Go.

Use the   view change icons to see a single day, week, or month.   

Click the "create a meeting" icon

• Type your name under Title
• Enter the Date
• Enter the Time (check am/pm)
• Enter the Duration (length of time needed may not exceed 4 hours)
• Enter cell type, fluorochromes, or Assitance Required, etc. under Details
• Click Create (you may need to scroll down)

You will receive an e-mail either confirming or denying your request. If you do not receive an e-mail back then we have not received your request!

You MUST LOG OFF   when you are FINISHED with ORACLE CALENDAR

SCHEDULING THE G5 OR PC WORKSTATIONS:

From your favorites drop-down menu, select the appropriate WORKSTATION (G5, G5(2), OR PC) required for your DATA ANALYSIS and click Go.

Use the   view change icons to see a single day, week, or month.   

Click the "create a meeting" icon

• Type your name under Title
• Enter the Date
• Enter the Time (check am/pm)
• Enter the Duration (length of time needed may not exceed 4 hours)
• Enter Assistance Required (if needed), under Details
• Click Create (you may need to scroll down)

You will receive an e-mail either confirming or denying your request. If you do not receive an e-mail back then we have not received your request!

You MUST LOG OFF   when you are FINISHED with ORACLE CALENDAR

IMPORTANT: If you schedule time and do not use it you will be charged unless you give at least one working day's notice, except for the FACSVantage sorter which requires two working day's notice.

From you favorites drop-down menu, select the INSTRUMENT ON WHICH YOU HAVE BOOKED TIME and click Go.

Delete:

• Click on the "meeting" to be deleted
• Click on the Delete button on the top right hand side of your entry.

Modify:

• Click on the "meeting" to be modified
• Change the time or date and click Update.

YOU MUST EMAIL Paul Brewer , Joanne Lannigan or Mike Solga to notify the facility of the change/deletion. If you do not send a notification you will be charged as if you did not cancel your appointment!

You MUST LOG OFF  when you are FINISHED with ORACLE CALENDAR