Bauer Core Policies

Every researcher must use his/her own account both for instrument use/scheduling and for submissions/reagent requests. Do not share accounts, share your password, or log in for others. Unless instructed otherwise, please log out when you are finished using an instrument. If you don't already have a Research Computing account, you can request one here. If you don't have a minilims account, you can request one here.

1. SPINAL billing: Some instruments in SPINAL require a billing code.To add one, click on the "expense code needed" link and use the drop down menu to select your lab's financial administrator. Use the system to send a request to your administrator to add a code. For more information, see the SPINAL help pages.
2. Minilims billing: Provide your 33-digit account code in the submission form when you make your sequencing, training, service, or reagent request.
3. Manual billing forms: Rarely, work requires a billing form which must be completed by your lab's financial administrator. If requested, return the document to the staff member who will be providing your training/service. 

To submit a valid Purchase Order (PO):

• The PO must be in PDF format and include the company's logo, company name, and all relevant PO details
• Specify vendor name and address:
  • Harvard University
    Central Accounts Receivable
    P.O. Box 4999
    Boston, MA 02212-4999 USA
• There are multiple Harvard University vendor accounts, make sure to select the correct one listed above
• Screenshots or other documents are not accepted in place of a PDF
• A valid PO must be uploaded to the system before any work can begin at our facilities.
• Failure to add the PDF of a valid PO will cause delays to your services
• The core is not responsible for any delays due to billing issues and will not begin work until they are resolved 

1. SPINAL billing: You may charge work reserved in SPINAL to a PO. To do so, provide your PO to Maria Lopez-Siegel
2. Minilims billing: To charge Illumina sequencing, training, service, or reagent purchases to a PO, upload a PDF copy of your PO to the sample submission or reagent request form in minilims.
3. Manual billing Forms: Rarely, work requires a billing form. If requested, complete the PO billing form and return it along with a PDF copy of your PO to the staff member who will perform your training/service. 

We request that you acknowledge the Core when publishing work done with our support. Please refer to us as "The Bauer Core Facility at Harvard University."

Data storage on local hard drives is prohibited, and any files found on the hard drives may be deleted without warning.

• Users with lab folders on the Research Computing network storage space can connect directly to their folders on RC file systems (\\rcfs1, \\rcfs2, \\rcfs3, etc...) and should use these servers to store their data. There are no time limits for these servers as they belong to the individual labs.
   
• Users without lab folders can temporarily store data generated on the center’s instruments in a folder on \\rcstore02.rc.fas.harvard.edu\data (if you don’t have a lab folder, this will be mapped as your Z: drive in Windows Explorer). Within this area, users can create folders and store up to 2.5 GB of data. These data will be accessible to download remotely for 90 days by either HTTPS or SFTP. You will need to authenticate with your Active Directory (RC) username and password.
   
• HTTPS:
  • Point your web browser to: https://data .rc.fas.harvard.edu
  • Log in using your Research Computing username and your password.
  • Open your subfolder and click on files to open or save them.
  • Note: This will only allow you to open/save a single file at a time.
• SFTP:

  • Follow the instructions at:

    https://rc.fas.harvard.edu/resources/access-and-login/#Odyssey_access_requires_the_OpenAuth_tool_for_two_factor_authentication to establish your OpenAuth two-factor authentication tool.

  • Use an FTP client such as Filezilla (freeware).
  • Under Site Manager, create a new site (Host: data.rc.fas.harvard.edu)
  • Protocol: SFTP            Logon Type: Interactive
  • Under Advanced, Default remote directory: /data
  • Under Transfer Settings, check the box for “Limit number of simultaneous connections” and set the maximum number of connections to 1.

  • See the following page for more details: 

    https://rc.fas.harvard.edu/resources/documentation/transferring-data/sftp-file-transfer/

  • Browse for your data in the folder in the lower right field.
  • Browse for the desired destination in the lower left field.
  • Drag files from the right hand field to the left hand field to copy them from the data folder to your computer.

Researchers must receive training from a Core staff member before using any core instrumentation. Please use our Training Request Form to schedule your training(s). Training colleagues on the Core’s instrumentation is prohibited. See here for our latest comprehensive instrumentation list. 

Researchers must reserve their use of Core equipment using SPINAL. Reservations may be canceled up to two hours before the start time.

Please use this guide and check with your institution to make sure you comply with their policies.

If your project involves independent use of core equipment, please sign our Memorandum Of Understanding and complete this non-Harvard registration and billing form. If the project involves staff-run service, please sign our Core Facility Lab Services Agreement. Follow the instructions above for payment by purchase order.

Many instruments have bench space close by that can be used for setting up experiments. You are welcome to use this space and the pipettors near each instrument while you are here. If you need long-term access to bench space or sample storage, please speak to Claire Hartmann.