Access will require clientele registration, and an introduction to the facility policies, and instruments. This will ensure that the UHN biosafety guidelines are met.
Toronto Western Hospital
Krembil Discovery Tower.
60 Leonard Street.
5th floor, room #443.
The Facility is operated as a Fee for service Facility.
We are open to all UHN Investigators and External Clientele.
Access will require clientele registration, and an introduction to the facility policies, and instruments. This will ensure that the UHN biosafety guidelines are met. New personnel will require training for the instruments they wish to use, and once training has been completed they will be provided security access to the facility, and a login password to access our online booking system. Please see Getting Started-Internal / Getting Started-External.
Facility staff are available between the hours of 10:00 am and 5:00 pm Monday-Friday. Staff will try and accommodate clients outside of these hours where possible, however additional charges will be applied.
Access for Internal users is unlimited.
- Required for all new users.
- Only to be performed by FCF staff.
- Consists of an introduction to: Facility, Policies, Procedures, and the use of Instruments.
- It may be required that you attend several training sessions to acquire the level of knowledge needed to use these instruments. Please plan ahead.
- Once you have shown your proficiency you will be given security access to the facility.
- A password will be provided to access our online booking system for the instrument you have been trained.
- Unassisted operation of analytical cytometers requires this training and sign-off from core staff even if a client has had previous training at another facility.
- To expedite training, once new personnel have attended the initial training they can accompany a trained user to observe.
Before Booking an Instrument please ensure the following:
- You have completed the above Internal User training.
- Your lab has a valid UHN Biosafety Certificate.
- You have completed the UHN Wet Lab Research Safety Training.
- Completed Flow Cytometry Facilities Guidelines Form.
- Completed Sample Registration Form.
- Completed Laboratory/User Registration Form
Please forward the completed Forms, Biosafety Certificate and Wet Lab Safety Training records to Edwin.email@example.com
If you require Wet Lab Research Safety training please contact firstname.lastname@example.org
Please note No radiolabeled samples are permitted on any instrument.
All clients from the University’s affiliated hospitals and research institutions must provide the details of and biosafety information for their projects.
- Obtain a valid UHN Biosafety Certificate.
- Complete Flow Cytometry Facilities Guidelines Form.
- Completed Sample Registration Form.
- Completed Laboratory/User Registration Form.
- Your institutional biosafety officer, and UHN Biosafety officer must review and sign our registration forms indicating that they are aware that you may be travelling off campus with samples. Depending on the nature of your samples and your institutions biosafety procedures, you may be required to complete training for Transportation of Dangerous Goods (Pleases consult your institutional biosafety officer).
- If you wish to use the Facility unassisted you will be required to take our Wet Lab Research Safety Training Course. There is a $300 Fee associated with this course. You will also be required to take our Cytometry Facility training. The fees associated will be user dependant.
Once submitted to the facility, your forms will be processed internally.
The approval process takes approximately 1 – 2 weeks.
We cannot work for you without this approval, but once granted work can commence immediately. We will contact you once everything has been cleared.
All users must read the KDT Flow Cytometry Facility policies below, checking off all points after they have read them, submitting the completed form to the flow facility.
Guidelines for Facilities Use
☐ Only trained users, that have completed the General Research Safety Training, Wet Lab Safety Training, and whose PI possess a valid UHN Research Biosafety Certificate, which must cover the work being conducted in the FCF (Flow Cytometry Facility) are allowed to use these facilities. Please provide documentation. See Getting Started - Internal / Getting Started - External
☐ Initial training must be completed by FCF staff. Other trained users may assist in post training but, must remain with the trainee at all times. An assessment of the user will be determined before they can independently use this facility.
☐ Access is restricted to FCF staff and registered users of the facility who have been issued a security access card. This security access card may not be used by or transferred to anyone other than the person to whom it is issued.
☐ Personal login accounts on analytical instruments must only be used by the person to whom the account belongs.
Using the Facility
☐ You are required to bring your own personal protective equipment such as lab coats if you are located on 5KDT. If you reside on another floor you may bring a clean Lab coat or one will be provided for you
☐ Ensure your samples are clump free, and filtered prior to analysis.
After each use
☐ Clean the analyzer according to the SOP associated with each instrument.
☐Discard the bleach treated waste (allow 30 minutes for decontamination) from the fluid container down the sink, and add bleach to the empty container.
☐ Replenish the sheath fluid container.
☐ Remove tubes, tips and any other materials you have brought into the facility as biohazardous waste bins are not provided.
☐ Clean the work area as discussed during training.
☐ If you encounter any problems: clogs, error messages please report this to a FCF staff member
☐ The transportation of all primary samples (tubes) must be sealed (capped, and no open tubes in racks). In addition, all sealed primary containers must be transported to the facility in a secondary, sealed, leak-proof container. The leak-proof secondary container (e.g. ‘Tupperware’-type containers with a tight fitting lid) must be compliant with the Transportation of Dangerous Goods Act
☐ I have read and understand all the statements, policies and procedures above and presented to me, and will abide by the KDT-UHN Flow Facility and UHN Policies and Procedures.
|Name of Employee/Student(print):|
|Name of Principal Investigator:|
Once completed, Sign and Forward to Edwin.Speck@uhnresearch.ca
Please note that actual instrument usage is logged for each client and reconciled with calendar reservations. Charges will apply to the higher of the two. Instruments use without reservation may be charged at 1.5X normal rate ̶ discretion of the core.
Billing Period-Usage is billed monthly, directly to your cost center.
There are also Fees associated with late cancellations or no shows. Please see the Cancellation Policies.
Scheduling New Reservations for Analytical Cytometers:
- Access to our online booking calendar requires a password and your login name. This will be provided by Flow Facility once you have completed the training requirements.
- Once you have logged into the online booking calendar please select which instrument you would like to book (You will only have access to the instrument for which you were trained) Within this instrument page, you will see the instruments booking schedule.
- To select the time, you wish to book, double-click when the pointer is over your desired start time in that instrument's row. Confirm your start and end time. Also enter your name, lab, and contact number.
Please Note our cancellation policies to avoid unnecessary charges.
REMINDER: You must include a minimum of 15 minutes of set-up time plus 15 minutes of cleaning for each booking.
Contact FCF staff directly to book an operated assisted acquisition, training or sorting appointment.
Important general booking policies:
- Appointments can be booked no more than four weeks in advance and up to one minute in advance of the start time
- Use without a previous booking online will result in an administration fee of $100. Repeat offenders may have their user privileges suspended.
- Fees will be determined by the booked time as well as any additional time used according to the instrument log. It is very important to choose “Log off,” rather than simply quitting or closing Diva, at the end of your appointment. If you forget to log off, you will be charged for the extra time.
- Exceeding your booked time is allowed if the instrument has not been booked by someone else, but will be charged the normal rate for the extra time used.
- A "grace period" of 15 minutes is allowed for users who are late. Users who are more than 15 minutes late may have their appointments cancelled or given to another user without notification unless they call FCF staff to inform them when they will arrive. Latecomers’ appointments will end promptly at the scheduled time if there is an appointment booked after them.
- A reservation time may be switched to another user but, you MUST change the reservation in the online booking system. If you wish to make this change after the cancellation deadline has passed, you MUST inform the FCF manager by email otherwise both users will be charged for the same reservation time.
- Shifting your appointment to an available earlier or later time on the same day. If you make this change after the cancellation deadline has passed, you must make the new booking online FIRST and then inform the FCF manager by email that you shifted your appointment so he can cancel the old booking. Otherwise you will be charged for both bookings. You must record your name on the printed schedule for the instrument for the new appointment and cross your name out and write "cancelled" next to your old appointment. The daily schedule for each analyzer is printed at 10 a.m. This will ensure that the instrument does not get left on unnecessarily and allows other users to use the instrument.
- Same day booking appointments must be booked online FIRST, then write your name on the schedule after it has been printed. The schedule is printed daily at 10 a.m.
Users may log on to the instrument computers for up to 10 minutes without being charged for the purpose of transferring data only. Instrument computers should NOT be used for off-line data analysis. For this purpose, the FCF has a data analysis computer that can be reserved in the online reservation system (FlowJo).
Cancellation Policy for Operator Assisted Analytical Flow instruments:
- Appointments may be cancelled by email 24 hours or more working hours in advance without penalty. This does not include weekends and holidays.
- Users cancelling appointments less than 24 hours in advance will be billed for their appointments.
- In addition, you must cross out your name and write "cancelled" on the printed daily schedule located beside the instrument. This will ensure that the instrument does not get left on and allows other users to use the cancelled time. Failure to do this may result in an administrative charge.
Scheduling new reservations for the Aria III Cell Sorter:
- Sort appointments must be booked with the sort operator directly, and no more than four weeks in advance. When booking appointments less than 24 hours in advance you must confirm directly with the operator.
- Clients will have access to the facility calendar to view availability. Reservations can then be made by request.
- Cell sorting appointments may be a minimum of one hour and a maximum of seven hours in length and must include a minimum of 15 minutes of set-up time plus 15 minutes of cleaning. Sorts requiring special set-up conditions (e.g. changing laser wavelength or several compensations) may require longer minimum booking times. This can be arranged at the discretion of the operator.
- Users are billed minimally for the time booked online and any additional time used. Users may be permitted to exceed their scheduled appointment time if the instrument has not been booked by someone else, but will be charged the normal rate for the extra time used.
- After-hours cell sorting, Is dependent on operator availability. Examples of an emergency scenario include samples that have to be processed immediately (e.g. patient samples, samples from moribund animals) and for which advanced booking is not feasible. A higher fee will be charged for these appointments.
Emergency appointments can be booked no more than 48 hours in advance and will generally be booked Monday to Thursday from 5:30 to 7:30 p.m. (earlier starts are possible where scheduling permits). To book an emergency cell sorting appointment please contact FCF manager Ed Speck 416-684-5742
Cancelling a Cell Sorting Appointment
- Cell sorting appointments may be cancelled no less than 48 hours in advance (excluding weekends/holidays) without penalty, and can be done so by contacting Ed Speck. To allow others users an opportunity to sort cells.
- Users who wish to cancel their appointments booked from less than 48 hours to more than 24 hours in advance, must send an email. Users will be billed for any time that is not taken by another user.
- Users cancelling sorting appointments less than 24 hours in advance (excluding weekends/holidays), as well as no shows, will be billed for their appointments.
- Users who need to cancel the day of their appointment are required to inform the operator directly.
- All clients from the University’s affiliated hospitals and research institutions must provide the details of, and biosafety information for their projects.
- Once submitted to the facility, your forms will be processed internally. The approval process takes approximately 1 – 2 weeks. We cannot work for you without this approval, but once granted work can commence immediately. We will contact you once everything has been cleared.
- Your institutional biosafety officer must review and sign our registration forms indicating that they are aware that you may be travelling off campus with samples. Depending on the nature of your samples and your institutions biosafety procedures, you may be required to complete training for Transportation of Dangerous Goods (Pleases consult your institutional biosafety officer).
- You will also be required to attend our Wet Lab Research Safety Training Course if you will be using the facility unassisted. There is a fee associated with this course.
To begin this process please download and complete the external registration forms and submit scanned PDFs to the facility by email.
Your lab has a valid UHN Biosafety Certificate.
Please forward the completed Forms to Edwin.email@example.com
If you require training please contact firstname.lastname@example.org
NOTE: If more than one member of your lab wish to register with the facility, separate forms detailing each project must be submitted. If lab members will be collaborating on the same project, please add their names to the application.
*Access to UHN personnel is 24 hours. For external users to the KDT FCF this access may be restricted. Contact flow facility personnel.
- Before using the Facility, you will be asked to fill out a Guideline/Policy Form with training to follow.
- A sample registration Form must be completed initially, and for all new sample types that are brought into the facility. This is to inform the operator of biohazard risks associated with these samples.
- Therefore, any samples not previously registered must be accompanied by a sample registration form.
- Unassisted operation of analytical instruments requires training and sign-off from core staff even if a client has had previous training at another facility. See Getting Started-Internal / Getting Started-External
- No Risk Group Level-3 samples are allowed in the Facility.
The transportation of samples (tubes) must be sealed. In addition, all sealed (tubes) samples must be transported to the facility in a secondary, sealed, leak-proof container. The leak-proof secondary container (e.g. ‘Tupperware’-type containers with a tight fitting lid) must be compliant with the Transportation of Dangerous Goods Act
Your institutional biosafety officer, and UHN Biosafety officer must review and sign our registration forms indicating that they are aware that you may be travelling off campus with samples. Depending on the nature of your samples and your institutions biosafety procedures, you may be required to complete training for Transportation of Dangerous Goods (Pleases consult your institutional biosafety officer).
You will also be required to attend our Wet Lab Research SafetyTraining Course if you will be using the facility unassisted.
Classification of Biohazardous samples
An extensive list of Biological agents and their Risk group classification can be found at Public Health Agency of Canada.
In practice unfixed human specimens such as human blood and primary cell lines must be treated as potentially carrying blood-borne pathogens.
This also applies to established human cell lines as per ATCC (American Type Tissue Collection) recommendation as well cell lines that are in-vitro or animal-passaged human explanted tissues transformed by spontaneous mutation or laboratory infection with immortalization reagent e.g. Epstein Barr virus.
Only rigorously characterized human cell lines tested in a battery of tests and proved to be devoid of blood-borne pathogens may be excluded. This rarely the case, hence all human cell lines are treated as potentially having blood borne pathogens.
Even samples that are fixed should be treated cautiously since there is some question about the effectiveness of fixation in samples with high titres of known virus or unknown infectious agents possibly resilient to inactivation.
No radiolabeled samples are permitted on any instrument.
Krembil Research Institute
Krembil Discovery Tower, 5KD443
60 Leonard Avenue Toronto, Ontario, M5T 2S8