Dear DCI-Lausanne EM Users,

We are currently implementing easier and enhanced access to the facility, with increased user autonomy (i.e: basic user, autonomous user, superuser). This will also come with greater responsibility. In this newsletter, we would like to provide you with a short update on these changes.

You can find below what is currently being implemented in your Cryo-EM facility. Please read this newsletter carefully and give us your feedback via the following email address: dci.director@epfl.ch

Updated user status, rights, and duties:

Basic-Users:

Casual users or users who do not wish to be trained may access DCI by requesting sessions during DCI opening hours through direct contact with DCI staff: dci-team. Full support from DCI staff is provided (applicable to all user categories below).

Autonomous-Users – Access to Plunge Freezer & Booking:

Users are considered autonomous if they have demonstrated:

• Good laboratory safety practices (e.g., handling of liquid nitrogen and liquid ethane).
• The ability to safely operate the DCI plunge-freezing instruments (Leica GP2 and Vitrobot).
• The ability to immediately report any issues during their session so DCI staff can take appropriate action for subsequent users.

Autonomous users are allowed to:

• Book plunge-freezing instruments via PPMS.
• Perform plunge-freezing independently during opening hours (Monday–Friday, 09:00–12:00 and 13:00–17:00).
• All Cancellations are blocked: Users must inform the DCI team of the cancellation of validated sessions at least 24 hours in advance.

We strongly encourage autonomous users to:

• Bring their own tools (e.g., tweezers and plunging tweezers). While DCI tools are available, personal sets are recommended.
• Bring their own grids. If DCI grids and/or clip rings are used, users must inform DCI staff of the number and type of grid used (immediately after the session).

Super-Users – Access to All Instruments & Bookings:

Superusers are advanced autonomous users who manage cryo-EM projects within their laboratories, from plunge-freezing to data collection and sample storage. They serve as the main contact between their lab and the DCI.

Superusers are responsible for:

• Managing their laboratory puck system at the DCI.
• Coordinating grid loading and unloading with DCI staff.
• Tracking data collection parameters.

Superusers are allowed to:

• Book plunge-freezing instruments via PPMS.
• Perform plunge-freezing independently during opening hours (Monday–Friday, 09:00–12:00 and 13:00–17:00).
• Pre-Booking of microscopes via PPMS (see the rules and explanations below in the next section).
• More hands-on operation on the microscope in agreement with their responsibilities describe above.
• All Cancellations are blocked: Users must inform the DCI team for the cancellation of validated sessions at least 24 h in advance.
• Future development: Superusers will soon be granted physical access to the DCI.

In summary, laboratories without designated autonomous users or superusers may propose candidates. The DCI team is responsible for appointing superusers and defining their degree of autonomy according to their level of training. In all cases, the DCI staff will continue to provide services as usual for all laboratories, regardless of whether they have autonomous users or superusers. Please contact: dci.director@epfl.ch

Microscope access and booking on PPMS:

Self-booking is now open to superusers. The requests must be validated by the DCI staff and are subject to the following restrictions:

• Since Titan 1 and Titan 3 (the two microscopes equipped with energy filters) are heavily used (approximately a 4-week waiting time), booking sessions are now 24-hour slots instead of 8-hour + 16-hour slots.
• For screening, please prioritize Glacios (approximately a 2-day waiting time) or Titan 2 (approximately a 2-week waiting time), where 4-hour and 8-hour+16-hour sessions remain available, respectively.
• A maximum of 48 hours per week per microscope may be booked by a single laboratory. If additional time is required, please contact the DCI staff.
• All Cancellations are blocked: Users must inform the DCI team for the cancellation of validated sessions at least 24 h in advance.
• Please book two consecutive days whenever possible and start from the earliest available slot.
• Everything is explained in PPMS. Please visit DCI-PPMS.

Friday, Weekend and Bank Holidays data collection rules:

Please note that DCI staff cannot be present at the facility during weekends(Saturday, Sunday and bank holidays). According to UNIL and EPFL safety regulations, users are not allowed to access the facility over the weekend – Reason why we are trying to setup remote access according to the UNIL IT security rules. Additionally, microscopes must undergo a mandatory 24-hour cryo-cycle procedure every 2–3 weeks. Therefore, for weekend runs, we suggest that:

• The grid used for data collection will be considered expendable and discarded after acquisition.
• Data collection may continue over the weekend until Monday morning, provided that the cryo-cycle has been performed within an acceptable time window.

TEM sample preparation P1 & P2 laboratory:

P1 laboratory:

Open Monday–Friday, 09:00–12:00 and 13:00–17:00. Samples delivered outside these hours may be stored in the DCI refrigerator; freezing will then take place on the next working day.

P2 laboratory:

Access is strictly restricted to DCI members and users who have completed P2 safety training from their home institution (EPFL, UNIL, CHUV, etc.). Open Monday–Friday, 09:00–12:00 and 13:00–16:00. Samples delivered outside these hours cannot be stored at DCI; freezing will be carried out on the next working day.

Please be reassured that we will continue to perform data collection as planned and will, as always, offer you with the best possible service in a timely manner.

Should you have any further comments, questions, or additional requests, feel free to contact us.

Thank you very much in advance.

Best regards,

Bertrand BECKERT

DCI Team Manager