FAQs - Using RIMS



Why doesn’t RIMS allow me to log into Lab Time or Equipment?

If the option to log in to the Lab Time and Equipment does not appear on your main RIMS screen, then you likely need to be added to a different permissions group called Lab Users in RIMS.  This is especially common for PIs who are in the Investigator group but don’t often use the lab themselves.  Contact a technical staff member or e-mail leohelp@psu.edu to ask if you are in the Lab Users and be added to it if you are not.


What is this Extended Login e-mail message I have received?

As a way to help you monitor your transaction activity, RIMS is programmed to notify you by e-mail if you have been logged in to a lab or equipment item for more than 24 hours.  If you forgot to log out in error, the message calls it to your attention and reminds you to follow up with the staff member to request a correction to the transaction.  However, we realize that some tools and techniques have VERY LONG runs that may last 24 hours or longer.  If you are merely in the midst of a long run or analytical process, you can disregard the extended login message.   CAUTION:  If you did forgot to log out, you need to request the transaction change prior to billing closing for the month to avoid the incorrect invoicing of the charge.  Billing closes the 5th working day of the following month.


Why doesn’t the piece of equipment I want to use appear in my dropdown equipment list when I try to log in?

Only tools and equipment for which you have been added as an authorized user appear in your dropdown equipment list to reserve and/or log in to use.  You need to contact the technical staff member with oversight for the particular tool/equipment piece you want to use to learn how to become an authorized user. Once the technical staff has trained you and coded your RIMS record accordingly, the piece of equipment will appear in the dropdown equipment list.


Why does the instrument I want to use appear to be unplugged or not working?

Many instruments in the user facilities are interlocked, which means that their functionality and operation is linked to RIMS login function.  By doing this, we prevent users who are not adequately trained and/or cleared by technical staff from using tools and equipment to avoid safety or repair issues.  If the instrument or tool you are trying to use doesn’t seem to have electricity or the keyboard or monitor isn’t working, you should first make sure you are logged in to RIMS and have chosen that particular tool or instrument.  CAUTION:  The interlock feature also applies if you are nearly finished working and decide to log out while you’re waiting for your sample to be released from a chamber or your data analysis to print.  As soon as you log out, the interlock will close and the equipment component tied to it will cease to work.


If RIMS is going to be offline or is experiencing technical difficulties, how will I know it?

RIMS access issues and problems are communicated through the Alerts and Announcement section of the RIMS Launchpad (www.rims.psu.edu).  At times, an e-mail message may also be sent to all users and/or a message posted on the Message of the Day within RIMS as well.  However, the best and most consistent place to check for system access issues and problems with RIMS is the RIMS Launchpad Alerts and Announcement section.


Why isn’t a piece of equipment that I want to use showing up in the Equipment Reservation calendar for me to reserve it?

Only tools and equipment for which you have been added as an authorized user appear in your equipment reservation list to reserve and/or log in to use.  You need to contact the technical staff member with oversight for the particular tool/equipment piece you want to use to learn how to become an authorized user.  Once the technical staff has trained you and coded your RIMS record accordingly, the piece of equipment will appear in your equipment reservation list.


If I made a reservation but I’m going to be late, how long do I have to get there and log in?

You have a fifteen-minute grace period to arrive after the time of your reservation and log in to use the reservation.


What if I’m not going to arrive at my reserved equipment within the fifteen-minute grace period to log in?

If you are not going to arrive within fifteen minutes of your reservation time, you can (1) log in to RIMS from your off-site location and bump the start-time of your reservation ahead if there’s not a reservation immediately following yours or (2) you can call the technical staff member in that area to ask them to adjust your reservation time.  If you do not adjust your reservation start time, your reservation is cancelled.


What does it mean when my reservation shows as CLOBBERED?

If your reservation on the Equipment calendar shows as clobbered, that means that the person prior to your reservation has run over into your time.  When this happens, your reservation slot will not be cancelled unless you don’t log in within fifteen minutes of the time the person before you logged out.  Your clobbered reservation will also be shortened (the end time does not shift in correspondence to the new start time). No other subsequent reservations will be affected.  If you are using an instrument and realize that you will run over your time or if you are scheduled to use an instrument for which "clobbering" appears to happen often, contact the technical staff member to adjust the reservation calendar, move other reservations, or confirm your reservation start time.


Why won’t the reservation calendar accept my reservation this time when it has worked OK previously?

There are a number of scheduling parameters in place for equipment items that control the number of prime time hours per day and per week users can reserve equipment as well as the minimum and maximum reservation hours and after-hours usage per day and per week. It may very well be that you have exceeded one of the various scheduling parameters or you have been designated as a probationary user if the reservation you are trying to make won’t work. Contact the technical staff member to see if that is the issue and learn if he/she can or will override it to allow for your reservation.


If I log out of RIMS while the instrument is still running my analysis, what happens?

If you exit the RIMS window and then log out of Web Access, your Lab Time log in as well as your Equipment log in will remain intact - until you log back in to the RIMS URL and then choose the Log Out option directly within the Lab Time and Equipment log in boxes.  In most cases, you can log out of Lab Time but not Equipment time and leave the lab while a piece of equipment continues independently with its analysis or process.

 

How do I use the RIMS calendar?

Visit the RIMS Calendar web page to obtain instructions for:

 

What does it mean if I am designated as a "probationary" user?

A user can be granted full privilege to a piece of equipment or probationary privilege.  Probationary users can only make reservations that are entirely between the hours of 8 am to 6 pm Monday through Friday.  (i.e.: the reservation cannot be scheduled from 4 pm to 8 pm). Note that on-the-fly equipment use (or reserved equipment use that was scheduled to end at 6 pm) will not be cut off at 6 pm.  The system will allow the user to complete the session.  Technical staff CAN make reservations for probationary users outside of primetime and the user WILL be able to log in to the reservation/equipment (contact Technical Staff to make a request). Technical staff also has the ability to control scheduling in other ways that could limit the length of reservation or number of reservations per user per day, per week, during prime time hours, etc.