Reservations

After training, users are given an account on the Agendo booking system that will allow them to reserve time on the microscopes or analysis computers. Please see the Agendo Quick Start Guide for information on how to start using the booking system. New users are also added to the lmcb-lm-users@ucl.ac.uk mailing list.

If you delete or modify a booking you must always alert other users in case someone else wants to use that time. There are two ways you can do this:

• Send an email to lmcb-lm-users@ucl.ac.uk. This will alert everybody on the mailing list
• Use the built-in mailing list in Agendo, which can be used to alert users of particular machines (see Agendo Quick Start)

In addition you can add yourself to the Waiting List for a particular slot in Agendo. You will then receive notification when that slot becomes free. It is also possible to receive alerts whenever a slot is deleted or modified in My resource permissions.

The General Booking Rules apply to all microscopes. For microscopes with their own booking rules (e.g. the Vox) the relevant microscope specific rules will override the general rules.

General Booking Rules

• All microscopes MUST be booked before use; even if this means booking immediately before use. The Agendo system can be accessed from the confocal microscopes computers, so a reservation can be made from the microscope system before the start of a session if necessary.
• The system will not allow you to reserve an appointment if the start time has already passed. If you cannot reserve time because of this, reserve whatever time you subsequently require for the current session.
• If you have reserved time on a microscope, but you know you will not be able use it, you MUST delete the reservation from the booking system before the start of the reserved time.
• If you cancel your slot less than 2 hours before it is due to begin you MUST alert whoever is using the machine before you. You can do this by sending an email to lmcb-lm-users@ucl.ac.uk, or by directly contacting the person involved. This is to prevent the machine being left on by users who still think you are going to use it. An email to lmcb-lm-users@ucl.ac.uk will also alert potential users to the free slot.
• Whenever you finish or cancel your session you must find out if anyone has reserved a slot after you. You may have received an email with this information, but you must still check the booking system. This must be done at the end of the time you reserved, if possible.
• If more than three hours will elapse between the end of your reserved time and the beginning of the next reserved slot you must shut the machine down, even if it is early in the day. This should be done after you use your slot or, if you do not want to use the slot, immediately after you cancel it.
• If you want to cancel your reservation after the start of your time slot, or if you finish more than an hour early, you should send an email to lmcb-lm-users@ucl.ac.uk alert others. You are responsible for shutting the machine down if there are no users booked after you for three hours. Note that the booking system does not allow you to delete slots that have already begun.

The above rules are designed to preserve the life of the confocal systems; particularly the lasers. Failure to observe the rules will result in a warning email. If a user continues to leave the machines on, the user will be sin binned and booking privileges will be removed; initially for one week but increasing to two weeks, three weeks etc. if the problem continues. Warnings and sin binnings will elapse after six months if there have been no more infringements.

Alerting users when you have deleted or modified a booking

If you delete or modify a booking you must always alert other users in case someone else wants to use that time. There are two ways you can do this:

• Send an email to lmcb-lm-users@ucl.ac.uk. This will alert everybody on the mailing list
• Use the built-in mailing list in Agendo, which can be used to alert users of particular machines (see Agendo Quick Start)

In addition you can add yourself to the Waiting List for a particular slot in Agendo. You will then receive notification when that slot becomes free. It is also possible to receive alerts whenever a slot is deleted or modified in My resource permissions.

Additional Microscope Specific Booking Rules

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