Space Booking Procedures

3.4 Space Booking Procedures

• Applications must be submitted via the official link: Innovation Lab Workspace Reservation Request Form(VPN Required)： https://form.fillout.com/t/9VKZk2Qm8Jus.
• Upon approval, users must sign the Workspace Use Contract at the site before use.
• Application timelines:
  • Personal/group activity (≤5 people): at least 3 working days in advance;
  • Public activity (>10 people): at least 3 weeks in advance;
  • Activities involving external visitors or requiring additional support: at least 1 month in advance.
  • Calculation Period: The above timeframes are calculated from the date of application submission to the actual date of use.

3.5 Return and Checkout

• At the end of use, applicants must complete the Workspace Checkout Contract and confirm the condition of the space.
• Failure to check out properly will be handled under the Violation and Penalty Policy.

3.6 Usage Duration and Overtime

• Maximum continuous booking for a project group: 7 consecutive calendar days.
• Holiday usage must follow University holiday rules; Special Use Applications may be required.
• Extensions require a new booking at least 2 working days before current booking expires. Approval is subject to availability.
• Overtime rules:
  • 48 hours past booking: email warning;
  • 72 hours past booking: items will be transferred to the designated storage area, the borrower will be notified via email; Any loss or damage thereafter is the sole responsibility of the borrower.
  • Storage retention: 2 months, after which items are disposed of by InLab without liability.
  • Warnings falling on Friday will be processed on the following Monday.
• Cancellation/modification:
  • at least 24 hours’ notice;
  • repeated no-shows (2 times) may affect future booking privileges.
• Fair use principle: InLab may adjust booking duration and priority to ensure equitable access.

3.7 Responsibility for Loss

• Personal items: user responsibility.
• Project materials/shared resources: project leader responsibility.
• Lab equipment/public resources: borrower responsibility; losses handled under compensation rules.
• Management Responsibility: If losses occur due to management negligence (e.g., doors left unlocked by staff), the laboratory shall bear corresponding responsibility.
• Liability determined under fault principle after investigation.
• Reporting procedure:
  • Users must report losses immediately to management;
  • Investigation conducted;
  • Actions taken under compensation or disciplinary rules.

空间预约规定

3.4. 空间预约流程

• 使用者须通过官方预约链接提交申请：

  《工作空间预约申请表》：https://form.fillout.com/t/9VKZk2Qm8Jus

• 申请获批后，须在到场时签署《工作空间使用协议（Workspace Use Contract）》方可正式使用。

• 预约须遵循以下时限：

  • 个人或小组活动（不超过 5 人）：须提前至少 3 个工作日申请；
  • 公开活动（超过 10 人）：须提前至少 3 周申请；
  • 涉及外部访客或需额外支持的活动，建议至少提前 1 个月申请，以便安排资源。
  • 以上为从提交申请日到实际使用日之间计算。

3.5. 空间归还与签退

• 使用结束后，申请人须完成签退流程，填写《工作空间签退表（Workspace Checkout Contract）》并确认空间状态。
• 未按规定完成签退者，按“违规惩罚机制”处理。

3.6. 使用时长与超时管理

• 学期内单个项目组最长可连续预约 7 个自然日。
• 假期使用须符合学校假期管理办法，必要时提交《特别使用申请表》并经批准。
• 如需延长使用，须在当前预约结束前至少 2 个工作日重新提交《工作空间预约申请表》。InLab将视所有预约情况合理安排，但并不保证保留成功。
• 超时规则：
  • 超过预约结束时间 48 小时未签退，将收到邮件警告；
  • 超过 72 小时，物品将被转移至指定存放区并通知借用人，丢失责任由借用人自负；
  • 存放区物品保留期限为 2 个月，逾期未取视为自动放弃。物品由InLab全权处置，使用者承诺不追究InLab任何责任。
  • 若警告时间为周五，处理时间顺延至下周一办公时间。
• 取消与变更规则：
  • 如需取消或变更预约，申请人应至少提前24小时通知InLab，避免资源浪费
  • 如未按时使用预约空间，连续发生2次会影响未来预约资格。
• 公平使用原则：
  • 为保证资源公平，InLab保留根据实际使用情况调整预约时长和优先级的权利。

Equipment & Tools Borrowing Procedures

4.1 General Asset Borrowing Procedures

1. Preconditions

   Before borrowing any asset from InLab, applicants must carefully read and sign the following documents:

   • Duke Kunshan University Laboratory Access Guideline
   • Duke Kunshan University Dry Lab Access Rules for Undergraduate Students During Holidays
   • Innovation Hub Management and Safety Policy
   • Any other documents designated by InLab relating to asset borrowing and use.

2. Application Submission

   Depending on the type of asset (general asset / high-value or sensitive asset) and the use scenario (in-lab only / available for check-out), applicants must submit the corresponding Asset Use Application Form with complete information: full name, NetID, contact details, asset name, purpose of use, borrowing start and end dates, and return date.

3. Application Window

   • Individual users: may submit applications as early as 14 working days prior to intended use, and no later than 3 working days before use. Applications submitted earlier than 14 working days will not be accepted unless specially authorized.
   • Public events or activities: strongly recommended to apply at least 1 month in advance for adequate coordination.
   • Late applications (less than 3 working days in advance) may be rejected by InLab.

4. Review and Processing

5. Borrowing Duration

6. Overdue Rules (calculated from reservation end time):

7. Cancellation and Modification

8. Fair Use Principle

4.2 Asset Categories and Use Scenarios

4.2.1 General Assets (see Asset Directory)

A. In-Lab Only

• Scope: hand tools, consumables, desktop monitors, etc.
• Procedure: Applicants must complete the following steps: sign the required documents, submit the application, obtain review and approval, complete on-site signing of the InE Asset Borrowing Agreement, and then commence use of the asset.
• Application Link (VPN Required): https://form.fillout.com/t/tBKUxhbu8qus
• Review and Pickup: processed within 3 working days; usage permitted only after signing contract at site.
• Additional Requirements: No unauthorized removal of items from the Lab; no damage, misuse, or contamination of resources.

B. Available for Check-Out

• Scope: portable projectors, cameras, recorders, etc.
• Procedure: The same steps as outlined above apply.
• Application Link (VPN Required): https://form.fillout.com/t/r1PpWBe4TRus
• Review and Pickup: processed within 3 working days; contract signed on-site.

4.2.2 High-Value / Sensitive Assets

A. In-Lab Only

• Scope: desktop computers (with licensed software), research instruments, etc.

设备与工具借用流程