All Members Community

Hi,

We've accepted the donations and provided incentives case by case. I wonder what policies other institutions have on donated equipment by PIs.

If a faculty member wants to give up their equipment to a core but continues to use as a core equipment, how do you charge the usage fee? 

If faculty members contribute their own funding to purchase an equipment to be at a core, what type of incentives do you offer? 

Thank you for your time! 

------------------------------
Yeunhee (Yoni) Kim
Manager, Bioscience Cores
University of Texas at Dallas
Richardson TX
972-883-7201
Yeunhee.Kim1@utdallas.edu
------------------------------

Hi Yoni,
At Mount Sinai, we provide core credit to the PI for up to three years, whichever ends first, and does not include a priority use. These credits cannot be transferred to any other core but can be used to use any other equipment/service provided by the core that acquired the equipment.
However, we also accept only equipment with wider applications. Otherwise, what often happens is that the PIs will purchase equipment on a grant, and when the grant runs out, the PI feels the burden to maintain it. That is when they will approach the core to donate it. We sign an MOU and track the usage by the PI.
I hope this helps. Please let me know if you have further questions and want to talk.
Thanks,
Shekhar

Shekhar Patil, PhD
Senior Director, Shared Research Resources and Core Administration
Icahn School of Medicine at Mount Sinai
Email: Shekhar.Patil@mssm.edu
Phone: (212) 241-0704

Shekhar,

Thank you for your comments. that is very helpful. I love to give the limited time for credit and I do need an MOU. Do you mind sharing your MOU? It will be a big help to work off on a template. 

Thanks!

Yoni

------------------------------
Yeunhee(Yoni) Kim
Manager, Bioscience Cores
University of Texas at Dallas
Richardson TX
972-883-7201
Yeunhee.kim1@utdallas.edu
------------------------------

Original Message:
Sent: 07-08-2025 07:59
From: Shekhar Patil
Subject: Donated equipment by PI

Hi Yoni,
At Mount Sinai, we provide core credit to the PI for up to three years, whichever ends first, and does not include a priority use. These credits cannot be transferred to any other core but can be used to use any other equipment/service provided by the core that acquired the equipment.
However, we also accept only equipment with wider applications. Otherwise, what often happens is that the PIs will purchase equipment on a grant, and when the grant runs out, the PI feels the burden to maintain it. That is when they will approach the core to donate it. We sign an MOU and track the usage by the PI.
I hope this helps. Please let me know if you have further questions and want to talk.
Thanks,
Shekhar

Shekhar Patil, PhD
Senior Director, Shared Research Resources and Core Administration
Icahn School of Medicine at Mount Sinai
Email: Shekhar.Patil@mssm.edu
Phone: (212) 241-0704

Anthony,

Thank you for sharing your insights. They are very helpful. 

What if there's a moving cost? The core usually pays for it? 

Thanks a lot! 

Yoni

------------------------------
Yeunhee(Yoni) Kim
Manager, Bioscience Cores
University of Texas at Dallas
Richardson TX
972-883-7201
Yeunhee.kim1@utdallas.edu
------------------------------

Original Message:
Sent: 07-08-2025 10:34
From: Anthony Stender
Subject: Donated equipment by PI

Hi Yoni,

Shekhar's comments in paragraph 2 are very similar to what I have to say.  When a PI wants to donate to a core, it's often because they cannot afford a service contract or the instrument is close to "end-of-life" for support.  I have also seen PIs offer to donate equipment, because they don't have space for it.  Before accepting a donation, it's important to understand if there are other users for the equipment, the costs to maintain it, and what the remaining lifetime is for the instrument.  I've had PIs offer to donate something that needs repair or that's outdated, and it would become a burden for the core to maintain.  Also, we typically don't accept equipment if there's only one or two users of the equipment. 

As far as usage fees go, we typically charge the donor the same rate as other users.  If the core has to pay for service contracts and upkeep, then all users should share in the cost.  An exception may be made if the PI consulted with the core when making the purchase or writing an instrument grant, but in such a case, there were discussions before the equipment was acquired.  If the PI acquired the instrument without consulting the core, we have the right to refuse the donation or to charge the donor.  I suppose there could be a situation where we would offer some temporary free usage of the equipment to the PI, but it would depend on our costs to maintain the equipment and the amount of revenue being generated on it.

I have also seen multiple PIs donate an instrument to a core and then ask to take it back or want to argue with the core.  So put any agreement in writing!!!!!  I cannot emphasize this enough.  

Hope that helps!

Anthony

Anthony S. Stender, Ph.D. 

Microscopy Core Manager

Creighton University

Original Message:
Sent: 7/8/2025 10:53:00 AM
From: Anthony Stender
Subject: RE: Donated equipment by PI

Hi Yoni,

Shekhar's comments in paragraph 2 are very similar to what I have to say.  When a PI wants to donate to a core, it's often because they cannot afford a service contract or the instrument is close to "end-of-life" for support.  I have also seen PIs offer to donate equipment, because they don't have space for it.  Before accepting a donation, it's important to understand if there are other users for the equipment, the costs to maintain it, and what the remaining lifetime is for the instrument.  I've had PIs offer to donate something that needs repair or that's outdated, and it would become a burden for the core to maintain.  Also, we typically don't accept equipment if there's only one or two users of the equipment. 

As far as usage fees go, we typically charge the donor the same rate as other users.  If the core has to pay for service contracts and upkeep, then all users should share in the cost.  An exception may be made if the PI consulted with the core when making the purchase or writing an instrument grant, but in such a case, there were discussions before the equipment was acquired.  If the PI acquired the instrument without consulting the core, we have the right to refuse the donation or to charge the donor.  I suppose there could be a situation where we would offer some temporary free usage of the equipment to the PI, but it would depend on our costs to maintain the equipment and the amount of revenue being generated on it.

I have also seen multiple PIs donate an instrument to a core and then ask to take it back or want to argue with the core.  So put any agreement in writing!!!!!  I cannot emphasize this enough.  

Hope that helps!

Anthony

Anthony S. Stender, Ph.D. 

Microscopy Core Manager

Creighton University

Julie,

That's also a good point. Thank you for sharing it.

Thanks,

Yoni

------------------------------
Yeunhee(Yoni) Kim
Manager, Bioscience Cores
University of Texas at Dallas
Richardson TX
972-883-7201
Yeunhee.kim1@utdallas.edu
------------------------------

Original Message:
Sent: 07-09-2025 18:22
From: Julie Auger
Subject: Donated equipment by PI

Hi Everyone,

I fully agree with each comment in Anthony's note.  The only point I would add is that in the written agreement that I use, I include a stipulation that utilization will be tracked for 12 months (maybe 18 in some cases) and if the instrument is not used by anyone other than the donating lab, it must be returned to them.  As space is such a valuable resource and Anthony points out that is often a reason for a donation, it is important to ensure that the core space is also protected and used for resources valuable to many rather than just one.

All the best,

Julie

 

Original Message:
Sent: 7/8/2025 10:53:00 AM
From: Anthony Stender
Subject: RE: Donated equipment by PI

Hi Yoni,

Shekhar's comments in paragraph 2 are very similar to what I have to say.  When a PI wants to donate to a core, it's often because they cannot afford a service contract or the instrument is close to "end-of-life" for support.  I have also seen PIs offer to donate equipment, because they don't have space for it.  Before accepting a donation, it's important to understand if there are other users for the equipment, the costs to maintain it, and what the remaining lifetime is for the instrument.  I've had PIs offer to donate something that needs repair or that's outdated, and it would become a burden for the core to maintain.  Also, we typically don't accept equipment if there's only one or two users of the equipment. 

As far as usage fees go, we typically charge the donor the same rate as other users.  If the core has to pay for service contracts and upkeep, then all users should share in the cost.  An exception may be made if the PI consulted with the core when making the purchase or writing an instrument grant, but in such a case, there were discussions before the equipment was acquired.  If the PI acquired the instrument without consulting the core, we have the right to refuse the donation or to charge the donor.  I suppose there could be a situation where we would offer some temporary free usage of the equipment to the PI, but it would depend on our costs to maintain the equipment and the amount of revenue being generated on it.

I have also seen multiple PIs donate an instrument to a core and then ask to take it back or want to argue with the core.  So put any agreement in writing!!!!!  I cannot emphasize this enough.  

Hope that helps!

Anthony

Anthony S. Stender, Ph.D. 

Microscopy Core Manager

Creighton University