University Policy

Research Laboratory Space Allocation Policy

Principle

Overview

Research space (i.e., laboratories) is a valuable institutional resource utilized to support the research mission of the FoM. It is important to balance efficiency, fairness and transparency in allocating and managing laboratory space with the research needs and standards.

Purpose

To ensure PIs are equipped with adequate space that meets their research and inventory needs for sample and equipment storage. To provide guidelines for those responsible for allocating and managing research space while providing PIs with an understanding of the criteria used to determine research space allocation.

Scope

This policy covers all research laboratory space in the FoM under the purview of the Division of BioMedical Sciences including allocation, requests for additional laboratory space, shared laboratory space, decommissioning and renovations to existing research laboratory facilities.

Definitions

Containment Zone: Wet and Dray Laboratory Space — Containment zones refers to any areas encompassing a biohazard and/or radioactive research space, and is a physical area that meets the requirements for a specified containment level.

A “wet” laboratory is a space that handles chemicals and other “open source” hazards (ie. biohazards, experimental subjects, open source radiation, etc.). These are defined, knowing that there is a potential to spill the hazard.

A “dry” laboratory is a research space that is meant for applied health or computational mathematical analyses for a wide array of applications. Such spaces usually are equipped and/or occupied with electronics, large instruments or dry materials that need to be stored.

Decommissioning — The formal process through which an existing research laboratory space is decontaminated and any hazardous material (such as sharps and radioactive, chemical, and/or biological materials) removed prior to vacating the laboratory to assure the health and safety for further cleaning, renovation or future occupants. This latter process also applies for any equipment used for research.

Primary Investigator (PI) — A faculty member who has consented, alone or with another faculty member(s), to assume primary responsibilities for the design, conduct and supervision of a research project.

Renovation — The altering of the present configuration or layout of allocated space in preparation for research purposes and commissioning.

Research — Any disciplined enquiry or systematic investigation or process to establish facts, principles, or generalizable knowledge.

Space Committee — A committee established by the Dean of Medicine to be responsible for all matters related to space management and the establishment of priorities for space assignment within the Faculty of Medicine (FoM).

Policy

1.0 Research Laboratory Space Allocation

1.1. Laboratory space assignments, and equipment in the space, are not permanent and are subject to review.

1.2. Laboratory space is assigned to the research activity not individual researchers. Space may be reassigned or shared as activities change or in extenuating or emergency situations to accommodate active research programs. Previous access to space does not establish an entitlement to future access to that space.

1.3. All research laboratory space allocation is approved by the Associate Dean, BioMedical Sciences and the Vice Dean, Research and Graduate Studies. Research laboratory space requests will be prioritized based on a combination of the following factors:

Scientific or scholarly merit as validated by external or internal peer review;
Number of students, trainees, research assistants, staff and collaborative PIs participating in the research;
Space requirements for access to major equipment needed by the participating PIs to carry out research activities;
Determination of research funding as either growing, steady, declining or absent;
Proportion of the research activity supported by external awards; and /or
Cross-faculty or interdisciplinary collaborations.

2.0 A commitment for wet or dry research space for new faculty will be communicated in writing by the Associate Dean, BioMedical Sciences. Requirements for specific equipment should be identified in this process. Any renovations deemed necessary by the Associate Dean BioMedical Sciences after discussion with the PI to prepare research space for new faculty will be prioritized through the Associate Dean, Facilities management, the Dean of Medicine’s Office and the Chief Executive Officer of Eastern Health.

3.0 PIs will receive a letter outlining their research space allocation. Once the allocated space is renovated as necessary, the researcher assumes responsibility for laboratory commissioning and meeting all other Environmental Health and Safety (EHS) requirements needed for a functional space.

4.0 Retired faculty may be provided with research space, if available, only if the individual remains actively engaged in research. When a researcher plans to retire, six months advance notice is required and the laboratory space will be decommissioned prior to their retirement or once research is discontinued after retirement.

5.0 Revoking Laboratory Space

5.1. Wet-laboratory space can be revoked in any case where the scope of the research changes and research programme requirements change.

5.2. If the research process requiring wet lab space is discontinued, but scholarship remains active, the PI office will be moved from inside the laboratory containment zone if wet lab space is needed.

6.0 In cases where the Associate Dean, BioMedical Sciences has deemed a space to be underutilized with no written indication of intent to increase utilization, justification for the research laboratory space should be provided to the Administrative Head.

7.0 Research laboratory space must be related to, and aligned with, the scope of research as determined by the Administrative Head in consultation with the PI.

8.0 PIs are responsible for decommissioning their assigned research laboratory space in line with Environmental Health and Safety procedures and the FoM Laboratory Decommissioning Procedure.

9.0 When requesting current or former BioMedical Sciences wet laboratory space, Division Heads or Discipline Chairs (outside of the Division of BioMedical Sciences), shall consult the Associate Dean, BioMedical Sciences and if necessary, the Manager of Medical Labs and the Vice-Dean Research and Graduate Studies for a needs assessment prior to consideration.

10.0 Food or drink cannot be stored or consumed in laboratory space. Any activity that does not require a laboratory space is encouraged to be performed elsewhere.

11.0 Productivity in areas not requiring laboratory space has no value to the assessment of need for a wet bench or space.

12.0 The allocation of research laboratory space resides solely with the Space Committee and the Associate Dean, BioMedical Sciences. A PI cannot assign allotted space to another PI regardless of ongoing or proposed collaborations.

13.0 All requests for additional space or relocations must be reviewed by the Associate Dean, BioMedical Sciences. Justification for decisions regarding allotment of laboratory space will be provided to the PI. The final decision will be made by the Dean of Medicine based on recommendations from the Space Committee. Decisions will be communicated within four (4) to six (6) weeks. Division members will be provided with space updates at monthly meetings.

14.0 Decisions related to revoking or relocating lab space can be appealed to the Space Committee. The Space Appeals Form must be submitted to the Chair of the Space Committee within two weeks from date of notification from Associate Dean, BMS.

Procedures:

There are no procedures associated with this policy.

For inquiries related to this policy:

For further information regarding this policy, please contact the Policy Analyst at medpolicyanalyst@mun.ca or the Policy Coordinator at medpolicycoordinator@mun.ca

Sponsor:

Senior Executive Committee

Category:

Administrative

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