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  • 1.  Donated equipment by PI

    Posted 07-07-2025 15:37

    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
    ------------------------------


  • 2.  RE: Donated equipment by PI

    Posted 07-08-2025 09:07
    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


    Original Message


  • 3.  RE: Donated equipment by PI

    Posted 07-08-2025 12:14

    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


  • 4.  RE: Donated equipment by PI

    Posted 07-08-2025 10:53
    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


  • 5.  RE: Donated equipment by PI

    Posted 07-08-2025 12:17
    Edited by Yeunhee Kim 07-08-2025 12:25

    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


  • 6.  RE: Donated equipment by PI

    Posted 07-09-2025 18:23

    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

     




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  • 7.  RE: Donated equipment by PI

    Posted 07-10-2025 11:48

    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


  • 8.  RE: Donated equipment by PI

    Posted 07-08-2025 12:38
    Yoni,

    As far as moving expenses are concerned, it depends on the instrument, how far it has to be moved, and who is arranging the move. The core facility would likely pay the expense, although it is something you could negotiate with the donor.  Also if you move a sophisticated instrument, you will likely need to perform PM on it before and/or after the move.  If the instrument wasn't receiving annual PM previously, you would be wise to consult with a service technician before the move.  Most companies won't put a used instrument onto a service contract unless you do a PM first.  I would not accept a used piece of equipment unless I knew the condition of it first.

    Anthony



    Original Message


  • 9.  RE: Donated equipment by PI

    Posted 07-11-2025 12:13
    Hi All,

    We have accepted donations but do not typically include an incentive because the PI benefits from the service center management model. The equipment is managed by CORE staff and the operating costs are spread out amongst users through service fees so the PI no longer has to manage the equipment themselves nor cover the cost of PM or operating costs themselves. The service rates only include operational expenses and overhead and do not include any of the equipment related expenses such as depreciation or installation costs so there isn't any potential of the PI paying for something through the service fee that they already paid for when they originally purchased the equipment.

    We do offer incentives when faculty bring on new equipment under grants or start-up packages and the equipment is immediately under CORE. The incentive is typically funding for up to 3 years of usage. 

    Thank you,
    Megan

    Megan J. Tardif
    Director of the Coordinated Operating Research Entities (CORE)
    University of Maine
    Engineering & Science Research Building (ESRB), Room 153
    Orono, Maine 04469
    Phone:  207-581-1225

    *While I may be sending this email outside of my normal office hours, I have no expectation to receive a reply outside of yours*

     





    Original Message


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