Laboratory and equipment allocation policy

Governance of physical resources

BRAMS laboratories are a shared resource available to all members of the BRAMS community for collaborative research projects. The core research laboratories have no default users, and are available to all members of BRAMS. Some laboratories are however under the responsibility of researchers, and prior authorization should be granted to book the lab, as specified below:

• Anechoic room – Marc Schoenwiesner
• Bösendorfer recording studio – Douglas Eck
• EEG & TMS – Isabelle Peretz
• Eye-tracker – Sylvie Hébert
• Infant lab – Sandra Trehub  
• Motion Capture – Marcelo Wanderley or Caroline Palmer

BRAMS laboratories are allocated on a per-experiment basis for a maximum of two months per booking. Bookings of the laboratories are moderated by the Executive Committee (or delegates), whose goal is to implement an equitable use of the space. User fees may be applicable for EEG, TMS and BIOPAC experiments, for instance. 

Laboratory equipment

The Centre’s research equipment is divided into two categories: Default laboratory equipment and On-site loan pool equipment.

Default laboratory equipment

Access to equipment that is part of the default configuration of the Centre’s centrally-located laboratories and control stations (1420 Mont Royal) is allocated according to the Centre’s lab booking schedule. Users of default laboratory equipment are subject to the regulations outlined below:

• Equipment is not to be modified, reconfigured or removed from the laboratories and control stations by members at any time without the prior documented consent of the Centre’s Technical Manager (or delegate).  
• Centre equipment that is not part of the default lab configuration is available for on-site loan to members for use during lab bookings. Equipment loans for use outside the Centre are not possible without written consent of the BRAMS Executive Committee (or BRAMS co-directors). 
• Software may not be installed or removed from the laboratory computers by users. 
• Each user will be allocated a login and drive space on the BRAMS main server, for the period of their stay / research project at BRAMS. Users will be offered space on the main server for storing project information. Backups of server data will be made on a short-term basis. For security reasons no information is to be stored on local computer devices. Local computer disks may be reformatted at any time.
•  It is the responsibility of the users to handle equipment according to the specification of the Centre’s technical team. Training sessions will be provided on a regular basis and are compulsory to be authorised to use lab equipment. Members are asked to report any malfunctions to the technical staff as soon as possible.  
• Equipment brought from outside BRAMS for use in the labs remains the responsibility of the designated users for the duration of the lab booking. In cases where outside equipment is installed in the Centre’s labs, the technical staff will ensure that no members outside the designated project team are allocated lab access over the booking period without prior documented consent of the responsible person.

Food and drink are welcome in the kitchen and meeting room.  All work areas, including desks, are to be kept clean at all times. In order to protect the research equipment, absolutely no food or drink is to be consumed in research areas.

Training session

They are established by BRAMS’s technical team and regularly offered to all members to provide them with the knowledge needed to operate the Centre’s equipment in a safe and responsible manner. Access to BRAMS Laboratories shall only be granted to members (students, research staff, associate or full members) who followed a relevant training session, or who can demonstrate adequate working knowledge of the equipment and related Centre procedures prior to using the Centre’s equipment.

On-Site loan pool equipment

Centre equipment that is not part of the default lab configurations is available for temporary on-site loan to members for research. 

• On-site loans include equipment borrowed from the loan pool for use in the central BRAMS laboratories. Members must have an active laboratory booking for the duration of the equipment loan. It is the responsibility of the BRAMS Technical Manager (or delegate) to install and remove loan pool equipment from the laboratories at the times confirmed in the booking. 
• Off-site loan of equipment or software is not possible, unless required for the research project and formally authorized by the Executive Committee (or BRAMS co-directors). Request for off-site loan equipment can be made to the Executive Committee if testing within BRAMS premises is not possible. The following details must be provided:
• Name of the person responsible for the material and affiliation
• Address of destination
• Name of research project for which material is requested
• Reason why the testing / research project has to be conducted outside BRAMS premises
• Expected duration of off-site loan (maximum two months - renewable)
• Address where the material will be kept while on loan 
• Equipment loan agreement forms must be signed by the BRAMS Technical Manager (or delegate) and the borrower before the equipment is released. The signing member is responsible for equipment loss or damage and for payment of all ensuing costs (including Université de Montréal’s insurance deductible).

Technical support

Technical support for BRAMS equipment is available to members during normal office hours (9am to 5pm). After-hours technical support for BRAMS activities will only be considered under exceptional circumstances.

Non-compliance with regulations concerning BRAMS equipment and lab use will be assessed by the Centre's Executive Committee or delegates and, in cases of property damage, loss, theft, or repeat offense, may lead to replacement charges for the full cost of damaged / lost goods and a termination of the user's membership by the Executive Committee.

Acknowledgment

It is expected that when BRAMS labs are used in a research project, BRAMS will be listed as part of the institutional affiliation in any publication. Example: “BRAMS, Department X, University Y.” As this is not possible for certain journals, which only list the university, use of BRAMS labs should be recognized in the acknowledgements section.