The CReSIS Anechoic Chamber is located at:The University of Kansas

M2SEC Building1535 W. 15th StreetLawrence, KS 66045

POLICY MANUAL

Table of Contents

1. Mission & User Priority List

2. Chamber Management

3. Access to Chamber

4. Chamber Scheduling

5. Equipment Responsibilities

6. Fee Structure

7. IP Policy and test data

8. Publications

Appendix A

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1. Mission & User Priority List

The Anechoic Chamber was constructed with the following mission:

a) To support the development of CReSIS technologies;b) To provide educational opportunities for students at the University of Kansas through

hands-on and application-based course-work; c) To support research for KU investigators; and d) To develop opportunities and networks with regional businesses.

The following entities may use the chamber for testing and/or teaching purposes with scheduling priority listed from 1-5 as follows:

1. Center for Remote Sensing of Ice Sheets managed awards2. Educational related activities associated with scheduled labs or classroom

demonstrations.3. Other KU Sponsored awards4. External Projects5. Non-funded KU research

Every effort is made to accommodate all requests for chamber use within the above priority of use parameters.

2. Chamber Management

Governance of the Chamber follows the below reporting structure:

1. Chamber Manager2. CReSIS Technology Director3. Chamber PI4. CReSIS Director5. Internal Chamber Advisory Board

It is the responsibility of the Chamber Management and the Advisory Board to ensure:

a) The Chamber is used in accordance to what is stated in the proposal and expected from NSF;

b) The Chamber is used in a manner that does not damage or compromise equipment;

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c) Continued funding for maintenance/replacement of the Chamber components and associated equipment is available.

Internal Chamber Advisory Board

The Internal Advisory Board is chaired by Dr. S. Prasad Gogineni, CReSIS Director.

Management of the Chamber falls under the CReSIS management structure. This allows Dr. Gogineni the opportunity to interact on a daily basis with the project team (Carl Leuschen (PI), Stephen Yan, and Bruno Camps Raga), in addition to the formal, recurring reviews.

Initial board members include:

Dr. David Braaten (Deputy Director, CReSIS) Dr. Glenn Prescott (EECS Department Chair) Dr. Mark Ewing (AE Associate Professor, Director of Flight Research Laboratory) Dr. C.J. van der Veen (Associate Professor of Geography) Dr. Sanjay Mishra (KU Business School).

The Advisory Board meets annually to review Chamber operations and policies. The board serves as a source of guidance and assistance for Chamber management. In the intervals between meetings, CReSIS management keeps board members informed of key changes in policies, issues and initiatives via email.

Composition and focus of the board will change as the university and industry customer base expands. Chairmanship will be determined as new boards are selected.

3. Access to Chamber

The M2SEC building is equipped with electronic key card access. Outside doors are unlocked from 8 am to 5 pm Monday through Friday. Interior doors, equipped with key card access, are locked 24 hours a day. There are two keys available as a bypass to the electronic system. One key will be issued to the Chamber Manager and the other will be kept at CReSIS, located at Nichols Hall, 2335 Irving Hill Road.

Chamber key cards are limited to:

1. Named Principal Investigators (PIs) and Co-Investigators (Co-Is) on the Chamber proposal;

2. CReSIS associated PIs and researchers;3. Access to the Chamber for other researchers is established on an “as

needed” basis during scheduled testing periods.

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Supervised access and use of key cards:

1. Access for students participating in a class is limited to times when students are actively supervised by Faculty or Teaching Assistants (TAs). Once authorized to access the Chamber the KU PI, researcher or TA will be issued a chamber key.

2. PIs must request access on behalf of their students. 3. Any other access is determined by the CReSIS management team or the CReSIS director,

on a case-by-case basis.

All parties who receive a key must confirm their scheduled access times by pre-registering to use the chamber. All keys must be returned to the Chamber manager within 24 hours of the conclusion of testing. PIs and faculty/staff members can request further details on accessing the chamber by emailing chamber@ku.edu

Plan of M2SEC Building with West Main Exit indicated. The University of Kansas, 1535 W. 15th Street Lawrence, KS 66045

4. Scheduling Access to Chamber

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WEST MAIN EXIT

All requests for scheduling to use the Chamber can be made online at www.cresis.ku.edu/about/Chamber and via the Chamber Manager. Please telephone the Chamber Manager on (785) 864-2185 if you have any issues with the online system. Once the Chamber Manager receives your request a “tentative” testing time will be delineated on the online schedule. Final reservations for testing will not be confirmed until the Chamber Manager receives a signed Anechoic Chamber User Agreement Form from the PI or Researcher overseeing the testing. Please see Appendix A below for a copy of the Anechoic Chamber User Agreement Form.

Faculty who plan to incorporate use of the Anechoic Chamber in their class labs are encouraged to contact the Chamber Manager well in advance of developing a syllabus to avoid scheduling conflicts. Classroom use of the Chamber requires mandatory training for all enrolled students, TA’s and faculty members before any testing can commence.

Other Tours:

Anechoic Chamber tours must be arranged with the Chamber Manager at least one week prior to the tour date. All tours are limited to 30 minutes. Tour groups are allowed into the lab space directly adjacent to the Chamber to view the Chamber from the Chamber doors. Tour groups are not allowed to enter or touch anything within the Chamber.

CReSIS takes no responsibility for any delays or failure to provide access to the facilities, equipment and data in the event of unforeseen circumstances beyond the Center’s control.

5. Equipment Responsibilities and Damaged Equipment Policy

By submitting and signing the Anechoic Chamber User Agreement Form the PI, researcher or TA acknowledges and agrees that he/she has participated in or meets the requirements of perquisite training and has reviewed the following Chamber materials:

1) Training manuals and best practice information 2) Laboratory Safety Plan

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In signing this form, the PI, Researcher TA agrees to follow all instructions from Chamber personnel regarding the use of the Anechoic Chamber and test equipment. He/she (or the KU faculty department where applicable) take responsibility for:

1) Repairs on equipment if the PI or PI’s personnel damage any equipment while in the Chamber.

2) Any damage by students during class labs.

6. Chamber Fees

Fees will be charged for the following three activities in the Chamber priority list and reviewed by the Chamber Advisory Board on an annual basis:

1) Other KU Sponsored awards (KU User)2) Unfunded KU research (KU User)3) External Projects (External Non-KU User)

KU User: $40 per Hour for Access $80 per Hour for Access with Technician$80 for Initial Training (1 hour)

External Non-KU User: $120 per Hour for Access $200 per Hour for Access with Technician$200 for Initial Training (1 Hour)

(CReSIS Employee/Student NO FEE)

All Co-I’s on the Chamber proposal will be provided with 120 hours of testing per calendar year for unfunded research. These hours will be scheduled according to the priority list detailed above.

Other researchers at the University of Kansas who have unfunded research and want to perform in the chamber must submit a Reservation Form (available online or see Appendix A below) and a short description of the purpose of the requested research. Requests to use the chamber will be approved on a case-by-case basis. These unfunded research hours will be limited to no more than 30 per calendar year.

All fees charged by service labs at the University of Kansas are approved by the Shared Services Committee at KUCR. This structure includes the following parameters:

1) Percentage of time personnel will contribute to lab operations

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2) Direct costs – supplies, maintenance, etc.3) Indirect costs – office supplies, phone and data, etc.4) Who customers will be – internal researchers, from other universities, industry

users, etc.

7. IP Policy and Test Data

Users are required to notify chamber manager of any IP, ITAR or other governmental restrictions on equipment prior to testing so appropriate arrangements can be made. If needed, the KU Center for Technology Commercialization and/or the Office of Research Integrity will be consulted to guarantee compliance with grant terms and conditions.

A report of the results will be supplied to the PI within 2 days of testing. All data will be stored for 1 year after the test date, at which time it will be destroyed. CReSIS will guarantee the confidentiality of all test data and will not release any information to third parties without express written consent from the PI.

8. Publications

The user is required to notify the chamber manager if work performed by the anechoic chamber staff results in a publication and will formally acknowledge contributions by CReSIS and the appropriate CReSIS staff member if applicable.

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APPENDIX AApplicant Information

Name:

Title: Email: Phone:

Company/organization name (including department name):

Company/organization address:

City: State: ZIP Code:

Advisor name (for students/postdocs): Number of KU students in group:

Reservation NumberProject title/description:

Reservation purpose:

Testing frequency range: No. of person accessing the chamber:

Reservation period: Start date: End date:

How familiar with chamber operation? * Never used Somewhat familiar Very familiar

How familiar with RF test equipment? * Never used Somewhat familiar Very familiar

Special request (if any):

Emergency ContactName: Title: (Faculty/Staff/External User etc.)

KU Non-KU CReSIS Chamber PI or Co-PI(Please Circle)

Email: Phone

Address:

City: State: ZIP Code:

Chamber Rates:

KU User: $40 per Hour for Access / $80 per Hour for Access + Technician and Initial TrainingExternal User: $120 per Hour for Access / $200 per Hour for Access + Technician and Initial Training(CReSIS Employee/Student – NO FEE)

I have completed this form to request pre-authorization to use and/or supervise the use of the CReSIS Anechoic Chamber. I verify that all the information provided on this form is accurate. I have completed the necessary chamber training procedures, I have read the Chamber Safety Manual and User Manuals and I am aware of the requirements entailed in using the Chamber. I have also completed a chamber walk-through with the chamber manager. I agree to report any issues that occur while I and/or the group I am supervising use the Chamber. I agree to take full responsibility for any damage, above standard wear and tear, caused during the allocated period I and/or the group I am supervising are scheduled to use the chamber.

Signature of applicant: Date:

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