Getting Started

The Genome Center Cores work with all University of California labs, with outside academic labs and National Laboratories, as well as with industry customers. It is important to understand how the Core facility works in order to derive full benefit from us. The information below summarizes our policies and procedures – please read carefully and if you have any questions or concerns, contact us.

Setting Up Your Account & Billing

First time users will need to set up an account with the Genome Center (enter your contact information).  For all projects we require the billing account information as described below.

  • Set up an account with the Genome Center:  All users who wish to access Core facility services and equipment need to establish a Genome Center account, typically in the name of the laboratory principal investigator. Once set up, this account is good forever and can be used for all five Genome Center Cores. Instructions for setting up an account are available on the log in page. The log in page can also be reached through the “Calendars & Accounts” menu by clicking on “Genome Center Account”. This log in page will also be your portal for acquiring (non sequence) data. When setting up an account, all individuals in a lab likely to generate data in the Core should be listed. A folder is generated on our web server for each entered individual, and this will function as a data depository. Please read the instructions for setting up a new account carefully, in particular the requirements for the appropriate billing information.
  • Billing account information is required before or at the time of sample submission:   The billing account information (e.g. a DaFIS/KFS ID, an UC account string, or a Purchase Order number), needs to be entered on each the sample submission form for sequencing and library prep projects. For shared equipment usage please enter the billing information in the online calendar).
    – UC Davis users must have a DaFIS/KFS account number; sub accounts are not required but can be specified.
    Users from other UC campuses will require complete account strings, as shown here.  However the account string specifications are known to change.  Please inquire with your financial administrator for your current account string version for UC intercampus transactions.
    Non UC system users, both non-profit and for-profit organizations, should set up a purchase order (a “PO”; please see PO info and a template here) before services can be initiated. Please email the POs to both, our administrator, Jen Stevens, and us (at JenStevens@ucdavis.edu and dnatech@ucdavis.edu).   We accept payments by credit card; when setting up a billing account in your Genome Center account, simply enter “credit card” where it asks for an account number or PO (do not enter the actual credit card number at this point). When our financial office processes the bill, you will receive an email directing you to a secure site for payment. You’ll have 30 days to pay using your credit card through this secure site.  Wire transfers are an option for international and domestic customers. Wire transfer instructions are available here.
    We are registered with the  SAM.GOV database. Please find the ID information, Tax ID, and DUNS number here, and the UCD_W9 here.
  • In case your company requires a business agreement, please find the template language here (Business Agreement Template).

For any questions regarding the billing procedures, please contact please contact our administrator Jen Stevens at JenStevens@ucdavis.edu. Please also see the administration page.
Charges are applied for all samples regardless of the outcome of the experiment. The only exception is when a clear failure of instrumentation or sample handling on our part takes place.

Sample Submission

All sample drop-offs must be accompanied by the appropriate submission form. For submission information, including submission forms and shipping details, please visit the SAMPLE SUBMISSION & SCHEDULING PAGE.

Data Storage and Distribution

The Core uses SLIMS (“Solexa LIMS”) for sequence data delivery. Data on this web server is stored for one month free of charge. Following that, no charges are applied but the data may be deleted at any time. You will not necessarily have any warning when this is about to occur. It is recommended you immediately download all your data and verify its integrity in case the files get corrupted in compression or during transfer.

Scheduling

Instrument use in the Core ebbs and flows. It is difficult to predict more than a couple of weeks in advance what the turnaround time on a given project will be. In contrast, once samples are dropped off we can typically give a pretty good estimate of when the first data will be available. Please the HiSeq Calendar & Queue page for currently scheduled HiSeq projects.  We do recommend having early discussions on scheduling, because we don’t maintain a stock of some of the materials we use and may need to place orders for your project.

Equipment & Training

An important part of the Core’s mission is to provide access to equipment and techniques that will advance your research. Equipment available through the Core is listed in the services menu, and its use is detailed on the Training & Use of Equipment page. For information about workshops and other technical training opportunities, subscribe to our bulletin by emailing lfroenicke@ucdavis.edu. Workshop dates are always posted on the Core home page as well.

Bulletins

Core facility bulletins are periodically distributed letting you know what’s new in the Core, what instrument platform improvements are available, information about upcoming workshops and technology related events, and other news relevant to clients. To subscribe contact lfroenicke@ucdavis.edu.

Research Support

The Core is happy to provide written materials to augment your research efforts. This can include support letters to granting institutions listing available facility resources, details on technical support Core personnel can provide, and estimated budget figures for particular research projects. We can also contribute Materials and Methods information for manuscripts that include experiments done in the Core. Naturally, we always appreciate acknowledgement in such publications and ask you let us know so we can keep the information in our scrapbook.

Seed Grants

The Genome Center invites proposals for pilot projects that merit support by the Genome Center. These seed grants award up to $2,000 to spend at any of the Cores; it is also possible to apply for grants at multiple Cores.  The Genome Center seed grants are available all year round. They are meant to either introduce UC Davis labs to high-throughput sequencing or genotyping methods, or to help establish new methods.  They will fund up to $2000 per project.  Equivalent pilot grants are also available through the Bioinformatics core. Please see: http://dnatech.genomecenter.ucdavis.edu/2014/07/31/2015-genome-center-cores-pilot-grant-program/ . A seed grant application should be about one page long and include an outline of the project including the planned data analysis, a sentence on how the project would fit in with the goals of the GC seed grants,  a listing of the specific services to be provided by our Core, as well as a budget (including an account number in case the costs exceed the grant amount).

Projects

In addition to the typical “per sample” fee based system, the Core offers a project based recharge system. The project based model is more of an R & D approach in which the researcher pays for access to Core technology and expertise in an attempt to achieve a particular research goal. Fees are deposited in agreed-upon lump sums and the Core undertakes the project with no guarantees of success (but with high scientific impact if the goals are realized).

Authorship & Acknowledgement

Most of the technologies used in the Core are scientifically complex and expensive. It is expected that detailed conversations will take place as a matter of course between users and facility personnel at the outset and throughout projects. This does not warrant authorship but we love to see ourselves listed gratefully in the Acknowledgements section when your data is published (please pass along the citation in case we miss it). If extra effort is taken by us along the way, particularly in research where substantial intellectual and technical input is provided, we feel it is appropriate for the researcher to provide authorship to involved facility personnel. This is clearly a gray area in any scientific setting, we all have topical war stories, and because fees are involved it’s even grayer (sorry, we can’t exchange service for authorship). Just remember that the cheerful professionals that help you out also have resumes, come up for performance reviews, etc. and citations are important additions to their CV. We will initiate discussions on this early in a project if we feel it’s relevant. So far everyone has been more than accommodating so thank you all for that!

Email List

The DNA Technologies Core maintains an email list to notify people of facility updates, offers, seminars, and workshops. If you’d like to be included on this list please contact Lutz Froenicke at lfroenicke@ucdavis.edu.

Prices – Recharge Rate Scales

The Genome Center Cores provide services at three recharge rate scales. The University of California rate scale (UC rates) do apply to all projects paid through UC-system accounts. Non-profit/academic rates do apply to all other non-profit research including government projects. The industry rates apply to all projects paid from for-profit businesses or institutions. Please see the prices page for details,

Disclaimer

Reagents, services, and data provided through the Genome Center DNA Technologies and Expression Analysis Cores are intended for research use only. They are not intended for use in diagnostic or other medical procedures.