Lab Training Materials

From CISSTwiki

The training materials assembled here include but are not limited to the general description of lab management duties, specific responsibilities, frequently asked questions, task scenarios, and a critical contact list of CISST ERC members who are qualified to provide guidance and assistance to the new lab manager. A well-trained staff is important. Therefore these materials are organized to provide a reference to ease transition between staffing at the CISST ERC.

Contents 1 Job Description 2 Responsibilities 3 FAQ and Scenarios 4 Critical Contact List 4.1 Former Lab Managers 4.2 Secondary CISST ERC Contacts 4.3 Office of Radiation Safety 5 CISST ERC Directory

Job Description

The Engineering Research Center for Computer Integrated Surgical Systems and Technology (CISST ERC) Lab Manager works with CISST ERC directors, principal investigators, and budget managers to oversee activities relevant to the daily operation of laboratory facilities and select student and staff activities in need of coordination or oversight.

• Responsible for submitting purchase request forms to appropriate authorizing persons and staff for shop materials and other supplies necessary for the day to day operation of the laboratory.
• Schedule, announce (i.e. broadcast e-mail), and lead weekly lab meetings according to the common rules and practices of involved leadership and staff (i.e. schedule speakers, setup projectors, connect laptop, and gather group).
• Procure, exchange, and update radiation badges obtained from the Johns Hopkins Homewood Radiation Safety Office to monitor dosage and exposure to X-Rays in the laboratory and research setting. This includes but is not limited to facilitating training, procuring badges, and updating laboratory facilities and equipment to the necessary codes for Radiation Certification.
• Regularly take, update, and record logs for the various documented laboratory facilities equipment (i.e. C-Arm, Shop, and other equipment), as well as securely store paperwork to ensure privacy and complete records in the event of an audit.
• Facilitate the certification process by expediting form submission procedures and authorization protocols for investigators, students, and personnel (i.e. Shop Certification, Radiation Safety Certification, JHMI Badge Certification).
• Facilitate laboratory wide communication to announce important events and visits by updating the CISST ERC Calendar and sending out e-mail notifications through the appropriate list-proc (i.e. speakers, lab meetings, and site visits).
• Oversee the regular maintenance of laboratory facilities, the organization of property/office supplies, and engineer appropriate office layouts to ensure the orderly appearance and regular maintenance of ERC facilities. This includes but is not limited to packaging, disposal, and storage.
• Volunteer time to participate and contribute expertise to important education and outreach activities sponsored by the CISST ERC as part of its national charter by the NSF (i.e. Robofest, CWIT, ERC/Robotics Picnic, and WSE Computer Science).

Responsibilities

These responsibilities refer to context specific duties and tasks that may either be performed by the lab manager or delegated to responsible staff members (i.e. student volunteers, personnel, facilities management, or other).

• Manage MSDS (OSHA Material Safety Data Sheet) which requires the characterization of dangerous chemicals found in lab (i.e. break fluid, cutting oil, and stock an adequate number of goggles to be used when cutting fiber glass).
• Oversee and administer shop certification requiring two levels of clearance and controlled access to hazardous equipment (i.e. jig, rapid prototyping machine, chain saw etc.) as these machines require access keys to activate.
• Shelving, organization, equipment purchasing and restocking includes but is not limited to cleaning the band-saw periodically, attending to the radial arm saw (requires certification), refilling light cutting oil, refilling heavy cutting oil, restocking materials and parts (i.e. aluminum, mixed prefab, and metal etc.), restock electronic work bench and C-Arm overlay (NEB B14), organize shelving and order more clear plastic bins if necessary, oversee plastic/metal storage.
• Create labels and organization schemes where necessary (i.e. part numbers), order organizational products (i.e. clear bins, shelving units, labels, filing furniture, and office dividers), and monitor/track use with appropriate Sign-In/Out sheet especially in preparation for a Site Visit or Internal Audit.
• Oversee maintenance and operations in the Vision/Haptics/CIS area of ERC (NEB B26) as a matter of Audits (JHU internal), Site Visit Management (NSF, start at least a week before), Office Layout Management, Educational Event Management (event and web site advert) which includes but is not limited to enforcing laboratory policies, displaying presentation boards, filling mailboxes, and procuring/facilitating storage available in outside facilities (i.e. Stieff/Barton).
• Lead and announce weekly lab meetings by sending out reminder e-mail, reminding lab members in passing, setting up the projector, securing eraser and markers, gathering groups five minutes prior, making announcements, leading the agenda, and recording attendance.

FAQ and Scenarios

Scenario 1: Arrival of a New Lab Member

A new person (i.e. post-doc, graduate, or REU student) enters the lab and needs to be set up with a workstation, network login/password, and set of keys, you should:

1. Collect all information about the person (i.e. Full Name, Contact Information, DOB and SSN*, Department, Advisor, Dates of Employment/Participation).
2. Locate space in the lab (i.e. NEB B21 or B26) for the new member and have this choice approved by the appropriate ERC Director.
3. Notify the Network Administrator and request User Name/Password and CS email address as necessary or required (i.e. CS Account Request Form).
4. Notify appropriate staff member or administrative assistant to obtain a set of keys to the laboratory and graduate lounge (as appropriate). The new member will need pay a security deposit on key sets and must obtain them personally from the AA.

Scenario 2: Approved Use of X-Ray and C-Arm

Researcher must use the C-Arm for an experiment or long term research project and does not have Radiation Safety Certification or a badge to use the C-Arm, you should:

1. Collect all information about the person (i.e. Full Name, Contact Information, DOB and SSN, Department, Advisor, Dates of Employment/Participation).
2. Determine whether or not the researcher will need a) temporary badge (one month or less of exposure to radiation) or b) registered radiation badge from the RSO (several months to years of exposure to radiation).
3. Contact Radiation Safety Office to determine whether or not the researcher is a candidate based on the following information (i.e. Name, Age, DOB, and SSN*).
4. Schedule training session and formally invite others (i.e. via e-mail notification/enrollment) in the lab with a need to renew or would like to obtain Radiation Safety Certification. This can often be conveniently scheduled and conducted at Homewood Campus, but should therefore be scheduled to minimize unnecessary trips by RSO staff located at JHMI.

Scenario 3: Submission of a Purchase Request

A piece of equipment or pre-fabricated part is required for an engineering research application and you are approached with a request to purchase the item:

1. Confer with the researcher and confirm that they have a) found the exact specifications, codes, and sources for the requested item, b) the approval of their Advisor/Mentor and or Budget Supervisor, and c) the correct budget code and authorization to submit the purchase request.
2. Locate the item and conduct product research (if required) and prepare to present results of conversations with supplier representatives, formal product quotes, and invoices with concerned parities (if required). Document and submit these materials for approval by the Budget Supervisor.
3. Transcribe specifications, cost, and budget code to the correct Purchase Request Form and submit appropriate paperwork to the Administrative Assistant responsible for transferring funds to the supplier.
4. Follow up on order by double checking the contents and invoice for the items when they arrive. They will be delivered to you in person although someone else may sign for them upon arrival. Should the order be incomplete or incorrect, you are responsible.

Critical Contact List

Former Lab Managers

Former Lab Managers should be contacted for specific instructions, problems, or protocol concerning continuity of operations during staffing transition (Lab Management “Changing of the Guard”):

• Fran Wu, Former Lab Manager Sept-Dec 2006 (Last Date 12/22/2006)
• Pauline M. Pelletier, Former Lab Manager 2005-2006 (Last Date 09/05/2006) Phone (410) 516-4779
• Andy LaMora, Former Lab Manager 2004-2005 (Last Date 06/08/2005)

Secondary CISST ERC Contacts

Secondary CISST Contacts include faculty and staff available and knowledgeable to assist in transitional consulting to the new Lab Manager:

• Kazanzides, Dr. Peter (Faculty) (410) 516-5590
• Ahmanson, Elisa (Dr. Russell Taylor’s Office) (410) 516-0740
• Spells, Luwanna (Dr. Gregory Hager’s Office) (410) 516-6235
• Ramey, Cynthia (Education and Outreach) (410) 516-6841
• Csoma, Csaba (Systems Engineer) (410) 516-4991
• Iordachita, Iulian (Engineer/Shop Advisor) (410) 516-3839

Office of Radiation Safety

Radiation Safety Office Contacts provide information regarding procurement and use of radioactive materials and radiation-producing equipment (Radiation Safety Office, Mudd Hall 3400 Charles Street Baltimore, MD 21218):

• Mina Razavi, Homewood (410) 516-7278
• Carl Granlund, JHMI (410) 955-3710

CISST ERC Directory

This link provides access to the CISST Directory.

Information about people and facilities may change frequently and often without notice. Some changes may not be reflected in the facility directories on the Johns Hopkins University and ERC CISST web sites.

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