Usage of Core Facilities Devices - Pharmacy
Device Reservation: To use each device in the unit, the user must register in advance through the computerized reservation system, BookIt.
A user using a device for the first time must undergo training by the device supervisor. Under no circumstances should a device be operated for the first time without proper training. Incorrect device use may result in safety issues and/or damage.
Safety instructions must be followed.
In the event of a malfunction during operation, immediately report to the Core Facilities supervisor.
After use, thoroughly clean the device components and the entire workspace. Do not leave any waste or samples in or around the device.
Information about the BookIt system: The university has chosen this system for managing reservations and charges, but the school cannot manage it individually. Therefore, numerous constraints do not meet our requirements.
It is limited in terms of billing options for usage and sometimes dictates the nature of the charges, which cannot be controlled. Hence, if you notice a specific billing issue, please contact Matan for corrections.
Please note the following points:
Device Reservation and Usage Billing:
As you know, using the Core Facilities devices requires a reservation in the BookIt system, which also determines the billing for the reserved time, since a reservation prevents other groups from using the device during the scheduled time.
If the device is used, the reservation charge is reset, and the billing will be for the actual usage time (provided these two match).
A user who reserves a device but does not use it or cancels the reservation will be charged for the entire reserved time.
Canceling the reservation before it starts resets the charge However, once the reservation time begins, the user cannot cancel it. In this case, the administrator (Ofra Moshel or Matan Goldner) can cancel the reservation if justified.
When reserving a device, users must select the budget number for billing. Please ensure that the selected budget is appropriate for the funding source and researcher considerations and is not arbitrarily chosen. It is also essential to confirm that it includes the "Pharmacy Core Facilities Devices" classification (6013142) and has sufficient remaining balance.
If you wish to add a budget to the BookIt system, please contact Matan Goldner.
Device Usage and Billing Time:
The usage of Core Facilities devices must be conducted per reservation and only after logging into the BookIt system from the computer connected to the device.
Billing for the device usage begins from the original reservation time until the end of the actual use.
For example, if a device is reserved from 12:00 to 13:00 and used from 12:15 to 13:15, billing will be for 1 hour and 15 minutes – 15 minutes of reserved time without use and 1 hour of actual use.
Please ensure that you do not reserve a device for longer than needed.
Billing is applied for the entire time the device is reserved in the system.
To emphasize, if usage ends before the reserved time, the administrator can be requested to cancel the remaining reserved time, and no charge will be applied for the time after the usage ends.
Ending Device Use:
At the end of usage, make sure to log out of the BookIt system.
As long as the user is logged in, the system considers it to have active usage and charges accordingly.
Payment:
The payment is processed monthly for the previous month.
On the 10th of each month, all budgets will be charged without sending a usage report as was done previously.
Therefore, please ensure that your group members know the budget to select and monitor reports before the billing date.
If there is an error in the report, you can contact Matan.
In exceptional cases, payments can be made via internal commitment, even from budgets not listed in the BookIt system. In such cases, contact Matan for complete details and send the commitment to him.
Instructions for generating a Monthly Usage Report can be found here.
We request your cooperation:
To allow all groups to use the devices and avoid unnecessary charges:
Avoid reserving devices unnecessarily, and cancel reservations before the reserved time if you cannot attend.
Ensure that the reserved duration matches your intended use time and does not exceed it, thus helping other groups to use the device.
At the end of usage, follow the supervisor's instructions and log out of the BookIt system.
If there is any remaining reserved time, please contact Ofra or Matan promptly to cancel the excess reserved time.
Feel free to contact Matan for any questions or requests.