Lab Space and Equipment Sharing Policy

Author: Adithya Pediredla
Prepared: August 1st, 2025

1. Purpose

This policy establishes expectations for respectful, responsible, and efficient use of shared laboratory resources. It aims to balance individual productivity with the collective interests of the lab, ensuring that all members can conduct their work safely, efficiently, and cooperatively. In spirit, all lab members are expected to act with goodwill, fostering an environment aimed at collective well-being and never engaging in conduct that is harmful, malicious, or undermining to others.

2. General Principles

1. Respect for People and Resources: All lab members must treat shared equipment, shared spaces, and colleagues’ time with professionalism and respect.
2. Transparency and Predictability: Communicate your plans clearly. Predictable scheduling minimizes conflict.
3. Fairness and Equity: All lab members—regardless of role or seniority—should have reasonable access to shared equipment.
4. Collective Benefit: Decisions should prioritize the long-term productivity and reputation of the lab as a whole.

3. Equipment Scheduling & Usage

1. Purchase

• If you buy anything more than $500, enter it in excel sheet (expensive and borrowing sheets).

2. Booking Required

• Use excel sheet: equipment booking sheet to book the system and tentative time (up to 2 months for large ticket items). You can extend as needed but reflect the same.
• Record realistic time blocks, including setup and cleanup but do not over-hog resources.

3. Cancellations

• Cancel reservations as soon as possible if you no longer need them and when you return them.
• Habitual no-shows will be addressed by the PI.

4. High-Priority Situations

• Experiments that are time-sensitive (e.g., paper or thesis deadline or unique access reasons) may receive temporary priority.
• Priority decisions should be communicated openly (slack) and ideally approved by the PI to avoid misunderstandings.

5. Sharing optical table

• Establish the boundaries of usage with others using the same optical table.
• Inform the concerned parties if you want to go beyond the allocated boundary.
• If someone accidentally moves to your boundary, respectfully let them know not to do that and move their setup.
• If you have an experiment (priority or not) planned and that requires you to remove the equipment/setup of the encroached party, you may do so but be careful not to damage the hardware. If you are not aware of how to properly move the equipment, do not move it and approach others in the lab who know how to move the equipment safely. If not, approach PI. You can never handle equipment that you do not know how to safely handle.

4. Borrowing Equipment That Is Currently In Use

1. Do Not Interrupt Active Experiments

• Never pressure or rush someone who is actively using equipment.
• Ask politely about the expected end time and plan accordingly.

2. Short-Term Borrowing

• If you only need a small component or shared consumable, ask if taking it will not disrupt the ongoing experiment. Respect “no” without argument.

3. Emergency Needs

• If an urgent need arises, explain the situation clearly.
• The current user may accommodate if feasible, but is not obliged to adjust their protocol if doing so compromises their work.

5. Responsibilities When Using Shared Equipment

1. Proper Handling: Use instruments only if you are trained and authorized.
2. Turn off after use: Turn off the hardware (signal generators, oscilloscopes) after you use them (at least before you leave for the day).
3. Cleaning & Resetting:
   • Clean equipment and surrounding work areas after use.
   • Reset settings to standard defaults unless otherwise specified.
4. Reporting Problems
   • Report malfunctions or damage immediately to the PI and also mark on the excel sheet.
   • Do not attempt unauthorized repairs (Eg. simple things like changing the fuse is okay but not opening up a laser diode mount or something that might violate the warranty).
5. Consumption of Shared Supplies
   • Replace items you deplete or order them (Eg. Q-tips, gloves, wires, etc — Small ticket items).
   • Avoid “last-item” usage without informing others.

6. Conduct & Collaborative Behavior

1. Professional Courtesy: Minimize noise, clutter, and unnecessary disruptions.
2. Communication
   • Talk to colleagues directly before escalating scheduling conflicts.
   • Provide clear updates for delays, cancellations, and changes of plans.
3. Respect Intellectual and Physical Space
   • Do not touch others’ materials, samples, or data without explicit permission.
   • Respect benches, drawers, and equipment assigned to specific individuals.
4. Support a Cooperative Environment
   • Offer help when appropriate.
   • Share expertise rather than gatekeeping knowledge.
5. Things not on optical bench
   • These things do move due to general movement. Please post notes and tape the area if needed.

7. Expectations for Acting in the Best Interests of the Lab

1. Think Beyond Immediate Convenience: Avoid selfish behaviors that impede others, such as hogging equipment or leaving workspaces dirty.
2. Conserve Lab Resources: Use consumables responsibly; avoid unnecessary waste.
3. Maintain a Safe and Productive Environment: Follow safety protocols, report hazards, and correct issues where appropriate.
4. Contribute to Shared Responsibilities: Participate in lab clean-ups, inventory checks, equipment maintenance schedules, and general lab upkeep.

8. Accountability

1. Violations may lead to restricted equipment access, retraining requirements, or discussion with the PI.
2. Repeated or serious issues (e.g., damage due to negligence, chronic violations, or disrespectful behavior) will be addressed formally by PI and can lead to separation from the lab.

9. Culture of Mutual Respect

The lab is a collective endeavor. Professionalism, empathy, and mutual respect are essential for everyone’s success. These guidelines aim to ensure that all members have the resources, support, and environment they need to thrive scientifically and professionally.