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Policy on Sharing Research Equipment and Resource

1. DEFINITIONS

1.1 The University or XJTLU is Xi’an Jiaotong-Liverpool University

1.2 A Head of Department is a head of department, school, office or teaching centre.

2. PURPOSE

2.1 This policy aims to provide an environment which encourages and facilitates research collaboration and which ensures the efficient and effective use of resource.

3. SCOPE

3.1 This policy applies to all research equipment with a value of more than 200000 RMB purchased by any member of staff employed by the University, or any research equipment that is recommended by its ‘owning’ department or cluster for sharing. Resource purchased using external funding by a member of staff is considered to be University property and therefore is subject to the terms of this policy.

4. EQUIPMENT SHARING

4.1 Funder guidelines on acknowledgement or reporting of resource-sharing must be followed.

4.2 All equipment should be made available for sharing.

4.3 If for good reason equipment-sharing is not possible, then a justification must be made.

4.4 Circumstances in which an exception might be made include but are not limited to:

a) The equipment is fully used;
b) The cost and/or time involved in setting up the equipment makes regular use impractical;
c) Potential users cannot demonstrate appropriate training, and expertise cannot be sourced elsewhere;
d) Expertise not currently available;
e) Equipment is governed by terms which restrict its use;
f) The equipment is deemed to be sensitive or confidential, or is housed in an area of restricted access.

5. SHARING EQUIPMENT WITHIN THE UNIVERSITY

5.1 Before any resource is shared with XJTLU staffs, the following steps must be taken:

a) a risk assessment must be carried out;
b) ethical considerations must be taken into account;
c) training must be arranged for all users, where appropriate;
d) appropriate costs for equipment use must be determined.

5.2 XJTLU staff should not be charged for the use of XJTLU resource. However they are expected to contribute to the costs of consumables, maintenance, and set-up, and to any labour costs that are incurred (e.g. technician time).

5.3 Where staff have insufficient funds, the contribution may be waived, with the agreement of the Head of the ‘owning’ department and the approval of the Dean of Research.

6. SHARING EQUIPMENT OUTSIDE THE UNIVERSITY

6.1 Before any resource is shared with an external user, the following steps must be taken:

a) a risk assessment must be carried out;
b) ethical considerations must be taken into account;
c) training must be arranged for all users, where appropriate;
d) appropriate charges for equipment use must be determined and;
e) appropriate contracts/written agreements must be put in place.

7. ACKNOWLEDGEMENT

7.1 Where XJTLU resource has been used by external users in research which results in publication, it is expected that XJTLU will be acknowledged appropriately.

7.2 Standard wording would be:

'The authors acknowledge the use of [insert equipment name, and funder ref (if appropriate)] provided by Xi’an Jiaotong-Liverpool University and the support of [Insert name or Research Group] in this research.’

8. FUNDING FOR NEW EQUIPMENT

8.1 Where A member of staff wishes to request equipment as part of a research grant application, they should first consider options for sharing existing equipment.

8.2 Where the University is required to make a contribution to the cost of equipment, a business justification must be prepared and approved.

(Take effect from: Nov-2019)

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