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Scheduling and Cancellation

Scheduling - Sorters

To book time on a sorter, a user must have first completed a new user form (to gain access to buildings/rooms, establish billing account, and to get a ScheduleBook account). 

To schedule a sort at the BST or Assembly Building:

  1. Check ScheduleBook to determine if a sorter is available when you need it (scroll right to see sorters: Aurora CS and the Arias).  Click on the N next to a machine's name to learn more about it, including where it's located. 
  2. Submit a Sort Request form at least 24 hours before sort is needed (best practice is at least 48 hours).  We cannot guarantee availability of a sorter for a same day sort even if the sorter is unscheduled for that time due to staff availability (training schedules, which building we are located at at the time, sorter or other machine QC/warmups/cleanings, etc.)  Please know that "emergency sorts" are often difficult to accomodate now that we are spread across 3 buildings. Our policy is to schedule sorts in the order that the sort request forms are received. 
    PLEASE NOTE: Occasionally there are snafus with ScheduleBook wherein you are able to book time on a sorter yourself.  Please don't.  That's a bug.  Please use the Sort Request form
  3. You will receive a confirmation email within 1-2 business days.  You can also confirm that you scheduled a sort by checking ScheduleBook (click on the N by the entry to see your name and brief notes about your experiment).  Please know that the name of the person who scheduled your sort is not necessarily the person who will be running your sort.  

Please refer to Sorting Policies and Guidelines for more information. 

Scheduling - Analyzers

  • Trained users must schedule experiments on the individual instrument calendar by logging into  Untrained users can request training on specific types of machines by emailing (be sure you have already filled out a new user form for access and billing).
  • Users should try not to overbook time because unused time will be charged.  If the difference of the time scheduled and the time used is greater than 90 minutes, the remaining time must be charged to non NIH funded sources (02 or 04 accounts).
  • If the user is unable to complete his/her samples within the allotted time and the user scheduled after needs to use the instrument, the previous user must leave.  Therefore, please be sure to add 10-15 min to your estimated experiment time when scheduling an analyzer to allow time for cleaning and data transfer.
  • It is the responsibility of the last user of the day to turn off the analytical instrument. If the last person of the day cannot make his/her scheduled time, they must inform the person before so that that person knows to turn off the machine. 

To analyze samples containing potential bio-hazards (BSL2) without fixation, such as unfixed human, non-human primate or virally-transduced or infected cells, etc., users must schedule using the instrument (Fortessa-7 South) within a containment hood, which is located in south BST Room S756 or use the Aurora in BST room W1005.

Using instruments during weekends, university breaks, and holidays

  • Users must schedule experiments on the calendar online. 
  • Users are responsible for shutting the instrument down after use. A user should only leave the instrument on if he/she has talked to the person scheduled after them and know that he/she will be using the instrument.  If a user needs the person scheduled before to leave the machine on, he/she must talk to that person.  
  • Please follow ALL the steps of start-up and shut-down procedures posted on or next to the instruments.  To avoid clogging issues, all samples must be filtered prior to running.

Changing or canceling an appointment

In order to maximize instrument accessibility, the cancellation window to avoid fees is 48 hours for sorters and 24 hours for analyzers.

Canceled time will be charged to non NIH funds (02 or 04 accounts).


  • Users cancelling >48 hrs prior to sort reservation will not be charged.
  • Users cancelling 24-48 hrs prior to sort reservation will be charged for 1 hour of sort time. 
  • Users cancelling <24 hrs prior to the sort will be charged for the entire sort time scheduled.
  • Time may be charged entirely or partially depending on how the reduced/canceled time is used by others.

Users must contact Core staff directly to change or cancel a cell sorting or assisted analysis appointment.


  • Changes or cancellations of appointments should be done at least 24 hours before the scheduled time to avoid a charge.
  • The Core cannot accept excuses for same-day cancellations other than cytometer malfunction.
  • The time may be charged entirely or partially depending on how the reduced/canceled time is used by others. 

If something unexpected comes up during the same day of an appointment and a user needs to change or cancel his/her appointment, he/she must Edit/Delete it on the analytical instrument calendar on