Lab guidelines

This page outlines the guidelines and expectations for working in the Caragata Lab.

Contents

1. General expectations and rules for lab members

2. Research ownership & authorship

3. Funding

4. Work ethic & absences

5. Data acquisition, recording and availability

6. Assessing your progress

7. Email, meeting and communication guidelines

8. Conflict mediation

1. General expectations and rules for lab members

Lab members are expected to conform to the following rules:

1A: Your behavior:

· Be courteous and kind to each other, and to those from other labs, admin and tech staff too.

· There is no tolerance for racism, sexism, homophobia, bigotry, bullying or related behaviors in the lab.

· No inappropriate personal or physical contact in the lab or at FMEL.

· No consumption of drugs/alcohol in the lab or at FMEL.

· No working while high or inebriated.

· No eating/drinking in the lab. If you need a snack break take it.

· No pets in the lab or insectary space.

· Be respectful of others’ experiments and experimental space – in the lab, insectary and beyond. Your experiments are not more important than others’ experiments.

· While general lab business/activities are conducted in English, everyone is free to take opportunities to speak their own language(s), but please be inclusive with your communication and try to speak common languages when in mixed language groups.

· Don’t be afraid to ask others for help or advice.

· Always take the time to help each other, if you are able.

· Be patient with new trainees as those who trained you were patient with you.

· You are the driving force for your research – things will not get done if you do not do them. This is a valuable source of motivation to draw on.

· Don’t post about other members of the lab on social media without their permission. No airing of lab grievances on social media.

· However, social media promotion of the lab and FMEL research and accomplishments is encouraged. Build each other up. Give recognition.

· If you break or damage equipment, own up to it quickly. I will not be angry.

· Music in the lab permitted with headphones.

· Don’t be noisy and disturb the other labs or others working in the lab.

1B: The lab environment:

· Clean benches before you start work and after you finish. Contamination is a real risk in molecular biology.

· Clean equipment if your work leaves it dirty.

· Keep your workspace clean and dispose of hazardous materials appropriately. If you unsure how to do so, ask someone.

· Clean and/or autoclave supplies in a timely manner.

· Remove autoclaved supplies from the autoclave in a timely manner.

· Our lab space is small. It may be necessary for you to share bench space or equipment with other lab members. Don’t monopolize space without considering the usage needs of others.

· If you are leaving equipment running or using essential space but need to leave the room, leave a note.

· Lab supplies are expensive and lab budgets are limited. Plan out experimental needs in advance and do your best not to waste resources.

· Experiments, mosquito trays & cages must be well labeled with your name and the date.

· Include the name of potentially hazardous substances on your labels, if you are using them.

· Take every effort to stop mosquitoes escaping from their cages.

· Survey insectary rooms daily to see if you have old trays/cages that can be discarded.

· Respect the rules of other labs. Always ask before using their equipment.

· Take virus work seriously and follow the rules for using the BSL2/BSL3 rooms. Likewise take virus-infected mosquitoes seriously and don’t put yourself in a position where you can be bitten.

· I will co-ordinate lab ordering at least once per month, but all lab members are expected to maintain a list of needed items.

1C: Interactions with me:

· My main role is to facilitate your learning and research. But I am also here to support you however I can.

· My door is always open (figuratively). Come to talk to me in person or email me if you need help or want to discuss something.

· If you have a problem with someone/something in the lab – talk to me about it. I value honest communication and efficiently resolving conflict.

· Tell me if our interactions/communication could be improved

· Appreciate that I am busy, and my memory is fallible. I may forget the exact details about what you are doing, and your data. That does not mean I don’t care about you or your projects because I do.

· If we have a disagreement about something relating to the lab or our research the final decision will be mine as ultimately, I am the one accountable for what goes on in the lab. However, I am always willing to hear a considered and articulated opinion that disagrees with mine.

· Do not start experiments without discussing them with me first.

· Likewise, don’t use resources that might be for other projects without clearing it with me first.

· Promoting the lab is an essential part of my job so you and your research may be mentioned on the lab website/twitter. Your permission will be obtained first.

1D: How I will treat you:

· Being your mentor is a responsibility and a privilege. I take that role seriously.

· I understand that every lab member is a different person, and I will take reasonable steps to tailor my mentoring and communication to suit you, your needs and your goals. We will discuss your goals as part of your individual development plan.

· I will:

§ Treat you courteously, with respect, and avoid harmful or abusive mentorship practices.

§ Promote your best interests.

§ Take time to meet with you regularly to discuss your research, and other aspects of life in the lab.

§ Treat all of my trainees fairly and equitably.

§ Be constructive rather than critical.

§ Give you space to learn and grow without being micromanaged

§ Listen to your ideas and give you credit for them

§ Make myself available to you and leave time in my schedule to mentor you.

§ Help you understand which decisions I want you to make on your own and which decisions I should be consulted on.

2. Research ownership & authorship

Nature of projects

The lab will undertake both individual and collaborative research. Students and postdocs will have their own projects but might be asked to work collaboratively for some projects. Technicians will generally participate in research collaboratively but may also be assigned research projects of their own.

How many projects will I have?

Master’s students will be assigned one project where they are the primary. PhD students will be assigned three projects as the primary. Technicians may be assigned one or more projects as the primary and help with a number of other projects. Postdocs will be assigned a minimum of two projects as primary. Collaborative research is encouraged and will be assigned at my discretion.

Will I have input into project design?

My aim is that all lab members have input into project design as that is an essential part of learning to do independent science. The scope of that input will vary on a case-by-case basis, with the general rule being that lab members with more experience will have greater input. However, this will depend on the project, and I will have the final say.

Standard operating procedures

Lab SOPs will be available to all members and should be followed where possible.

Contribution required for authorship

The lab has an inclusive authorship policy based on the ICMJE authorship guidelines. Authorship will be given to those who make a substantial contribution to a research project in the form of study conception, participation in the collection of data, analysis of data, interpretation of data, preparation of a manuscript. For collaborative projects, I will clearly communicate how authorship on any manuscripts will be decided on a case-by-case basis.

Contribution required for first authorship

The expectation is that you will be first author on all of the projects where you are the primary researcher. But this will also be dependent on you doing the greatest volume of work on that project as well as satisfying the lab authorship criteria.

PIs authorship on papers

The default scenario is that the PI will serve as both the corresponding and senior author for all papers published by the lab. For postdocs on their own money/fellowships this can be negotiated, under some circumstances.

Pre-prints

The lab supports the publication of pre-prints when possible. However, for some projects, such as those that might involve collaborations or sensitive data, circumstances may prevent pre-print publication. I will make the decision to publish on a case-by-case basis.

Competing projects

It is the policy of the lab that each lab member will have their own discrete research questions driving their projects. These questions may relate to similar research areas, but I will never permit or assign competing projects.

Who has ownership over data and research ideas?

UF is the owner of data and intellectual property generated through research conducted in the lab. Research materials and ideas generated in the lab will often serve as the basis for future research and grant applications and so will remain under ownership of the lab. Exceptions to this may be negotiated in cases where grad students or postdocs generated their own ideas and/or were awarded their own funding.

3. Funding

Are lab members responsible for obtaining their own funding?

The primary responsibility for obtaining funding rests with me. However, any funding lab members can obtain is a bonus and I will be happy to assist you in that area. Lab members may also be asked to apply for additional funding to support travel, attendance at conferences, or to enhance their research.

Will you ask me to help you write grants?

Participating in writing grants will give you valuable experience. I will likely ask PhD students and postdocs to contribute to the search for funding. Any contribution you make in this area can be included on your CV and will be acknowledged by me.

Can I work autonomously in the lab if I have my own grant or fellowship?

Bringing in funding on your own will grant a greater degree of autonomy but I will have a supervisory role in any research projects conducted in my laboratory.

4. Work ethic & absences

How many hours per week are lab members expected to be in lab?

My general expectation is that lab members will work from 9am-5pm Monday to Friday, or an equivalent number of hours. However, I expect you will be in the lab as long as you need to in order to complete your experiments. Given the nature of mosquito research, there will be days where there is more work required and days where less is required. Inevitably there will be some experiments or colony maintenance work that falls on weekends. Try to schedule your experiments/colony schedules in a way that limits weekend working time – if you can. Weekend colony maintenance work should be shared amongst lab members, where possible.

Work-life balance

Make sure you take time each day or each week to recharge. This is important to avoid burn out. It is not my expectation that you will be working 60-80 hours per week. I prefer you to enjoy your life and work efficiently over a shorter period of time.

Holiday time

Be aware of the holiday time you are permitted in your contract/fellowship agreement. Do not feel guilty about using this time. But tell me in advance when you will be away, and make sure to plan your experiments and colony maintenance accordingly so that others are not burdened with large volumes of work in your absence.

Illness

Taking sick leave when you are ill or having mental health days is permitted and encouraged. But send me an email if you will be absent and be aware that it is your responsibility to organize for someone to fill in and complete needed work for you.

Breaks and meals

I don’t want to set time limits for breaks. My view is that I trust you to take them when you need them. Sometimes we all need a long lunch to recover from a tough morning.

What if I’m absent too often?

I want lab members to be working reliably without me needing to spend my time checking up on them. But, if I notice that someone is frequently absent without explanation, I may be more assertive in monitoring their hours, and if necessary, I may ask that they work set hours.

How much time can be spent working on projects from previous positions?

This is negotiable. My expectation is that you work on your current projects when you need to and that those are your primary focus. If you do have holdover work from a previous position that you want to work on, talk to me and together we will discuss how much time you can commit to it. The main issue here is that time spent this way must not prevent you from working on your current projects.

How much outreach/service do you expect lab members to participate in?

My appointment has a 20% extension component, which means extension and outreach are a key part of the lab’s mission. Your participation in this program is not mandatory, but it is encouraged as it gives you an opportunity to learn new skills and potentially publish extra papers. Likewise, I encourage you to accept service opportunities. These are essential for a small facility like FMEL where every contribution is valuable. I am appreciative of any service efforts that serve UF, IFAS, departmental or FMEL missions. However, efforts in this area should take less than ten percent of your total effort.

5. Data acquisition, recording and availability

Data manipulation and scientific dishonesty

I have zero tolerance for manipulation of data or collection of data being performed in such a way as to manipulate experimental outcomes. My expectation is that you will emotionally divorce yourself from the outcomes of your experiments and conduct yourself rigorously and ethically when generating or analyzing data. The lab will only be publishing robust, repeatable data. All new lab members are expected to take Responsible Conduct in Research training to reinforce these principles.

Lab books

All experiments will be recorded rigorously in a lab book. This should be legible, indexed and comprehensible for anyone who needs to look at it. Lab books must stay in the lab after you depart.

Digital files

Maintain comprehensive digital files with links to particular experiments clearly stated. For excel files, use the first sheet to give background information on the contents of the file and note any experimental details (Aim, methods, hypotheses etc). Record your experimental procedures or analysis pipelines in clearly labeled documents so that they are available for reference.

Data backups

It is your responsibility to keep backups of your digital files to be able to quickly recover from the complete loss of your primary computer. Any combination of cloud-based or physical backup is fine. The lab can temporarily provide you with an external hard drive, if needed.

Data availability when leaving the lab

All files must be provided to me before you leave the lab. All lab books must be in a completed state at this time. You may keep copies of these materials for your own reference, unless specified.

6. Assessing your progress

How will my progress be assessed?

This will vary according to your position, your individual learning style, and your communication preferences. It will be set out in your individual mentoring plan. My preference is to approach this intuitively and construct a method of assessing your progress that is constructive, beneficial and minimizes stress. There are some institutionally mandated exceptions to this, as for graduate students who must complete a formalized individual development plan as part of their program requirements.

At what rate do you expect progress to occur?

I have no set rate of expectations. Everyone is different in what they can do and how fast they can do it. Each lab member will have individual work plans and goals.

Setting goals

As part of your mentoring plan, we will set goals that are linked with your research and professional development. The number, scope and timing of these goals will vary depending on your learning and communication preferences, and your experience.

Will you monitor how I spend my time?

Somewhat. My desire is to trust you to manage your time unless you demonstrate that you do not deserve that trust. Typically, I will monitor you more closely in the first six months after you arrive, and we will likely be spending more time in face-to-face training during that time.

7. Email, meeting and communication guidelines

Project updates

I expect you to provide me with regular updates on your research progress.

How will we communicate?

A mixture of email, messages and in-person meetings. This will vary depending on the nature and urgency of the issue. Communication should be informal but respectful. It should also respect time: try to send emails etc. between 8am-8pm, unless there is an urgent issue. I will typically expect a response from you within one working day, unless the issue is urgent.

How often will we have regular one-on-one meetings?

We will hold regular one-on-one meetings to discuss your research progress. These will occur at least once per month but likely every 1-2 weeks. In these meetings we will discuss experimental design, analyze data, set goals, and solve problems.

What should I prepare for one-on-one meetings?

Whatever is needed for the meeting. Bring a computer/pen drive (or send me) with any relevant files beforehand. Making a PowerPoint presentation of your results is encouraged.

How often will we have lab meetings?

Every week, unless I cancel them. Attendance is mandatory, so let me know if you are unable to attend. All lab members will be given advanced notice via email if a lab meeting is canceled.

What will happen in lab meetings?

The purpose is two-fold. 1) communicating vital information to lab members. 2) training in oral presentation and research skills. The formats will vary, and will include presentation of results, experimental planning, and troubleshooting, as well as presentation and discussion of journal articles. We may occasionally run lab meetings with other research groups.

When should I approach you with a question?

Whenever you need to. Ask questions either in person or via email. I expect questions to be asked quickly rather than be left to fester and delay experiments.

8. Conflict mediation

How will we deal with conflict if it arises?

Openly and with courtesy. For conflict between lab members where my advice is sought, I will attempt to arbitrate neutrally. If you have a conflict with me, I expect you to approach me so that we can resolve it. I don’t want lab members fighting or feeling aggrieved. Hopefully by being mindful and treating others with kindness and respect we can avoid most conflict.

What type of feedback do you want from lab members?

Honest, courteous feedback. Tell me if I’m not doing as well as I could be and let me know how I might do better. We are all learning. Tell me if I’m doing something helpful or useful, or if things could be improved on.

What resources are available for conflict mediation?

There are many resources available. Talk to me, or to the head of unit, or the departmental Graduate Coordinator. Students and postdocs should also feel free to approach student or faculty representatives on the FMEL Graduate Student Committee. You should approach whoever you are most comfortable talking to.