Emma Eccles Jones Nursing Research Center

Shared Resource Utilization Policy

Philosophy and Purpose

The purpose of The Shared Resource Utilization Guidelines are to support the mission and vision of the Emma Eccles Jones Nursing Research Center (EEJNRC) to promote exemplary research by the faculty and students of the University of Utah College of Nursing. The objective of the EEJNRC space utilization is to support the CON research community by matching the assignment of resources to the functions (type of activity, confidentiality), duration, and intensity (hours per week or number of users) of research activities so that resources are accessible to as many investigators as possible.

The EEJNRC design concept was predicated on maximal sharing of research resources to support: (1) funded programs of research that generate indirect cost payments that by law support infrastructure for the corresponding projects and sustain resources to support the research endeavor; (2) the development of research programs of early stage investigators that is essential to the future of the research mission of the College; and (3) recruit and retain quality investigators.

Types of Resources

Subsumed in this policy are all resources of the EEJNRC excluding peripheral offices assigned to the faculty and internal offices and workspaces assigned to state-supported staff of the College of Nursing. These spaces are assigned by College of Nursing administration in consultation with EEJNRC administration. EEJNRC resources subsumed in this policy include:

  • Project staff workspace including offices and open workspaces
  • Small conference rooms (excluding those on the master room reservation system which are available to the entire College community)
  • Biospecimens laboratory
  • Other dry laboratory and project rooms
  • Filing and storage space outside assigned offices
  • Equipment in common spaces or managed by EEJNRC

Categories of Utilization

There are two types of resources: assigned or flexible.

a. Assigned resources

  • Assignments indicate the principal investigator (PI) and his/her project staff have exclusive use of the resource for a specified period (e.g., the duration of funding or need)
  • How assigned resources are used is the prerogative of the PI, as long as utilization is consistent with College and University policies, and is not unduly disruptive,
  • When a PI is assigned resources, the resources should be maximally used before additional space is requested (e.g., if staff have been assigned workspace, all of the potential storage space should be used before additional storage space is requested.)
  • Assigned storage space 
    • Double locked (locked file or cabinet in locked rooms) 
      • Priority to files with identifiers requiring confidentiality 
    • Single Locked (locked files or cabinets) in halls
    • Assigned in general for up to 3 years post grant funding completion 
  • Biospecimens Preparation and Storage Room (BPSR)
    • Access to the BPSR is granted only when the PI has completed training and orientation specified by the Biospecimens Subcommittee of the Research Committee.
    • The PI is responsible for assuring all staff using the BPSR are properly trained and adhere to safety policies and leave the space in a clean and orderly condition.
    • Order of priority for assignment of freezer space for specimen repository will be designated in CON Biolab Utilization document.

b. Reservation of flexible or temporary space
When the functions of the project do not absolutely require exclusive use of a resource, flexible resources can be reserved for short time periods (hours, days) or have shared assignment (exclusive use for specific recurring times over a time period with others having exclusive use at other times, such as two RAs who work at different times sharing the same workspace).

  • Any equipment and/or supplies stored in flexible workspace must have approval of research administration and be available for use by others using the space.
  • The space must be cleared between uses; personal or project-specific files, equipment, or supplies cannot be stored in flexible space. 
  • Locked files and storage space in flexible space can be assigned.

Guidelines for Priority of Assignment or Reservation

Priority for assignment or reservation of EEJNRC resources will be guided by the following:

  1. Funded research that pays directly for the use of the resource or that includes indirect cost recovery (F&A)
  2. Training grants that support research preparation (F&A)
  3. Staff or research space for faculty with projects that are not F &A generating (e.g., early stage investigators may get priority)
  4. Formerly funded projects up to 3 years post funding
  5. Funded trainees (e.g., post-doc, pre-doc)
  6. Unfunded trainees

Space Allocation Process

1. At the time of grant application, the PI will do their best to estimate the need for space, and

  • budget resources when allowed and possible
  • provide a description (on existing CON Research Office forms) of the resources requested that are not allowable expenses 

2. At the time of the award or when a new need arises, the PI will revise request and become more specific, if needed, for the desired resources (including biospecimens room). A designated EEJNRC administrative staff will manage space and storage.

3. CON Research Office will allocate space and/or storage to the PI. If space and/or storage are not available, the CON Research Office will make requests of the CON Research community to clear and consolidate to make additional space or determine the need for new solutions.  The CON Research Office is responsible for proactively tracking space usage and assuring space is used according to guidelines. .