Exploring the Crucial Role of Core Imaging Facility Managers: Expert Insights from the University of York

Dr. Peter O’Toole is the Head of Imaging and Cytometry at the University of York. He is focusing on both technology and method development. By maintaining advanced microscopy systems and ensuring equitable access to these resources, O’Toole and his team help facilitate a wide range of research activities from fundamental science to applied research.

Since its inception in 2002, the core facilities at York have been trailblazers in centralized research services, providing equitable access to advanced instrumentation for both internal and external users.

York's journey into centralized core facilities began 22 years ago, a bold move that exemplified a commitment to maintaining expertise around high-end instrumentation. The primary aim was to improve the quality of science by ensuring that researchers had access to reliable and sophisticated tools, along with the expertise to use them effectively.

The facility operates under a cost-recovery model, which might seem administratively burdensome, but it drives the team to deliver the highest quality service. This model not only sustains staff positions but also ensures that instruments are well-maintained and serviced, thereby benefiting users.

One of the core tenets of the facility is to provide equal access to all researchers, whether they are from within the institution or external users, including commercial entities. Approximately 20-30% of the facility's income comes from external sources, highlighting its significance beyond institutional boundaries. By fostering an environment where all users feel supported, the facility enhances their research impact, encouraging innovative experiments that they might not have previously considered.

A core responsibility for any facility manager is ensuring financial sustainability. This involves not just managing budgets but also making strategic decisions about which instruments to acquire. The priority is to invest in versatile equipment that can serve multiple research areas, thus minimizing the risk of underutilization.

For example, the facility actively avoids purchasing niche instruments that serve a limited user base. Instead, a focus on broad applicability ensures that instruments are used year-round, maximizing their potential and financial viability.

The core facility manager must ensure that all microscopes, particularly the LSM, are kept in top condition. This includes both routine maintenance and quality assurance.

Regular service checks and prompt repairs are crucial for maintaining instrument reliability. A strong partnership with the manufacturers has proven beneficial in this regard, O’Toole points out.

In addition, the implementation of an internal quality assurance system allows for the rapid identification and resolution of any issues that may arise during use.

User engagement also plays a significant role in maintaining instrument reliability. Users are encouraged to report any issues immediately, allowing the facility team to address concerns proactively. This culture of open communication fosters trust and ensures that users feel supported, further enhancing their research experience. “The users are really respectful. They leave things the way they find them. If they find a problem, they'll tell us the symptoms or what they're not happy with”, O'Toole says with satisfaction.
 

The core systems, especially the LSM 980, are heavily booked, reflecting their critical role in various research projects. The booking patterns vary; some systems are used intensively by a small group of users conducting long-term experiments, while others accommodate a larger group of researchers using the system for shorter periods. This diversity in usage underscores the need for a flexible and efficient scheduling system.

When selecting an instrument that forms the core backbone of the facility, such as the ZEISS LSM 980, O’Toole had to consider several factors:

• Versatility: The instrument must be versatile enough to support a wide range of applications, accommodating the diverse research interests within our community.
• Reliability: High reliability is crucial to minimize downtime and ensure consistent availability for users.
• User-friendliness: The system should be intuitive to use, allowing researchers and students to operate it with minimal difficulty after appropriate training.
• Advanced features: They look for state-of-the-art features that can provide a competitive edge to the researchers, enhancing the quality and efficiency of their research.

The ZEISS LSM 980 confocal microscope exemplifies the facility's commitment to versatility: "Good versatility means that many users can benefit from the system", O'Toole emphasizes. With an average of 2-3 user groups per day, it serves as a critical tool across various research disciplines, from microbiology to materials science. The ability to switch between single-photon and multi-photon applications further enhances its utility, ensuring that it meets diverse user needs.