Pagliuca Harvard Life Lab Handbook

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Welcome to the Life Lab! We are so excited to welcome you and your venture to our collaborative community. This handbook is one of many tools provided to you, and it will serve as a user guide to our space. Another key tool for you to utilize is our resident portal; it has a

plethora of resources for you to explore. Please take some time to explore the portal, as well as this document, to familiarize yourself with the ways and means of the Life Lab.

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Table of Contents

THE LIFE LAB OPERATING TEAM: 3

ABOUT THE BUILDING: 4

COMMUNITY GUIDELINES 4 ACCESS AND SECURITY 4 SAFETY & EMERGENCY RESPONSE 6

VENTURE STATUS CHANGE: 6

ADDING NEW MEMBERS TO A CURRENT VENTURE 6 ORIENTATION 7 TRAINING 7 MOVING OUT 7

LIFE LAB RESOURCES: 7

WIRELESS AND NETWORK CONNECTIVITY 7 PRINTING & SCANNING 8 MAIL 8 LOST & FOUND 9 BAKER LIBRARY ACCESS 9

LABORATORY RESOURCES: 9

LABORATORY ORDERING 9 SHARED LAB EQUIPMENT 10 EQUIPMENT TRAINING 10 STORAGE FOR SHARED LAB BENCHES 10 OFFSITE CORE SERVICES 10

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The Life Lab Operating Team: Read our bios online: https://i-lab.harvard.edu/explore/about/i-lab-staff/ https://labcentral.org/about/team/

Shawn Ayube

Director, Lab. Operat ions

Sh awn_Ayube@harvard.edu

857.488.3418

Gary Vogel

Operat ions M anager

Gary_Vogel@harvard.edu

857.488.3418

Juhi Naik

Sr. Lab. Operat ions Associate

Ju hi_Naik@harvard.edu

857.488.3419

Rachel Zelcer

Operat ions Associate

Rachel_Zelcer@harvard.edu

857.488.2160

M egan Keegan

Purchasing Associate

mkeegan@labcentral.org

857.488.3420 (Harvard)

617.863.3659 (LabCentral)

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About the Building: Community Guidelines

The Life Lab is not simply a co-working space; we are a community. You get out what you put in.

1. If you need something, just ask! We have a strict open-door policy to get you further,

faster.

2. Say hello to each other!

3. Be a good neighbor in the co-working and laboratory space! Do unto others as you

would have done unto you.

4. Each member has equal ownership and responsibility for this space.

5. Take pride in this incredible space, and leave it as clean as when you walked through the

doors!

a. Do not leave your personal belongings overnight or unattended to for more

than 2 hours on the co-working desks or café tables. Please take full advantage

of the locker(s) and/or file cabinet(s) assigned to your company.

b. Dirty mugs, dishes, and trash should not be left on any furniture or counters

overnight (including the co-working desks, café tables, and conference rooms).

If the dishwasher is running, clean your dishes by hand and store them properly.

6. All purchases must be placed through The Stork.

Access and Security Life Lab

The Life Lab is accessible to residents with Harvard University IDs (HUID) and proper clearance 24 hours a day / 7 days a week. The Life Lab is located on the Harvard Business School (HBS) campus. For safety and security, the facility is monitored by HBS Security. Information about emergency protocol can be found under the section ‘Safety & Emergencies’ below. Working Hours

A Life Lab staff member will greet you and your visitors from 9am to 5pm Monday-Friday. The team is available throughout the day to help you with any issues or questions.

After Hours

For any after hour issues or emergencies, please call HBS Security at 617-495-5577. For all other issues, please email lifelab@harvard.edu.

The first floor is open co-working space, accessible to all Life Lab residents and their guests. The second floor is shared laboratory space with one private lab suite. It is accessible only to scientist members designated to do lab work who have completed the mandatory EH&S training. Guests must be accompanied by a life lab member on the 2nd floor.

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i-lab (125 Western Avenue) The i-lab is accessible to all Life Lab members. A 24-hour security officer is posted at the main entrance of the i-lab.

Launch Lab (114 Western Avenue) The Launch Lab is only accessible to Life Lab members during social events.

Guest Policy Visitors are welcome at the Life Lab. To help maintain the security of the building, all guests are required to sign in on the i-pad located at the front desk. They will receive a visitor badge and are required to wear it for the duration of their visit. Due to the nature of the facility, you are personally responsible for your guest(s) while they are in the building. Visitors are not allowed access to the lab unless they are accompanied by a Life Lab scientist member, and must comply with laboratory rules (i.e. no food, drink, or photography). Visitors need scope and purpose approval by the Life Lab Team prior to any laboratory work. Minors are not allowed on the second floor. Contractors or part-time employees who perform work onsite two or fewer days weekly and are not otherwise listed as Team Members on Exhibit A, will be considered guests. These employees/contractors must follow all guests protocols addressed in the above paragraph. In the case that an employee/contractor is onsite more than two days weekly, they must be registered as a Team Member and added to Exhibit A in the Use Agreement. This action will trigger an additional monthly per-person charge for use of the facility. Please refer to Exhibits B and C for more details.

Alcohol Policy

Life Lab Safety as it pertains to the Life Lab second floor space, after consuming alcohol:

OSHA does not have specific regulations covering alcohol consumption. However, OSHA’s General Duty Clause, Section 5(a)(1) of the Occupational Safety and Health Act of 1970, requires employers to provide a place of employment that “is free from recognizable hazards that are causing or likely to cause death or serious harm to employees”. The intent of this clause is to ensure a safe work environment and reduce workplace safety liability to employers. Therefore, the Life Lab has put in place the following policy: All Life Lab tenants/members are expected to be fit for work in a laboratory environment and remain fit for the duration of the day. Members must not be impaired by alcohol or other substances while working in the laboratory. Use of alcohol for social functions or any other circumstances may be permitted under the condition that the use of alcohol does not contravene the Member’s ability to effectively carry out work safely. With this said, lab members/staff are not permitted back into the lab space following events where alcohol has been consumed until the next business day.

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Safety & Emergency Response Safety is ensured through a strong community with full understanding of protocol. This is a collaborative and shared environment; so if you see something, say something. As a member of this community, we value you and your concerns. If at any point you would like to discuss an issue, please feel free to reach out to staff member of the Life Lab team.

Open Co-working Space You are responsible for safeguarding any computers, equipment, documents, or other materials you bring into/leave at the Life Lab. To encourage equal ownership of the space, exchange, and connections with those around you, desks are unassigned and members cannot create a permanent station. All companies are assigned a locker(s) and file cabinet(s) for personal storage during orientation. The key for the cabinet(s) and the code for the locker(s) are given to team leads. If you ever forget your locker(s) combination or do not have the key to your cabinet(s), please contact the Operations Associate, Rachel Zelcer (rachel_zelcer@harvard.edu).

Laboratory Space We require certain levels of training to protect our lab. Safety protocol training is a prerequisite to using the lab, as outlined in ‘Being a Life Lab Member’ found later in this document. For any questions or concerns pertaining to laboratory safety, contact The Director of Laboratory Operations, Shawn Ayube (shawn_ayube@harvard.edu).

Evacuation Fire Alarm = Evacuation

Meeting Place = Life Lab Parking Lot If the fire alarm is triggered, everyone must evacuate the Life Lab immediately and without delay. Congregate in the Life Lab parking lot, between Batten Hall and the Life Lab, on the other side of the mound. Once out of the building, we ask that team leaders do a headcount, to ensure everyone in their venture reporting to the Life Lab that day is present. This also includes visitors. Once the headcount is complete, the team lead is to inform a Life Lab team member that all employees and visitors are accounted for. Please do not leave or re-enter the space until we have confirmed that everyone is accounted for and the Fire Department and HBS facilities have cleared reentry for the premises. For more safety and emergency information, please refer to the Emergency Action and Contingency Plan, found on the portal.

Venture Status Change: Adding New Members To A Current Venture

If you are expanding your team, notify the Life Lab Operations Manger, Gary Vogel (gary_vogel@harvard.edu). As explained above, all residents must undergo orientation facilitated by the Operations Manager, and participate in EH&S training.

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Orientation

The Life Lab Team will provide an orientation to all new members. Prior to orientation, your new team member is required to fill out the member registration and expertise form. As stated earlier in this document, all residents must have a HUID with proper clearance to access the Life Lab and i-lab. They will fill out the application during orientation; please have your drivers license or passport available for this procedure. In addition to Life Lab orientation, you will need to complete EH&S training. Someone from the Life Lab staff will send you a calendar invite. This training requires renewal annually. You will also need training for our procurement system (this will be outlined in ‘Laboratory Resources’).

Training

All residents of the Life Lab must go through General Awareness Training and Emergency Action Plan Training with Triumvirate Environmental. Scientists working on the second floor must also attend Chemical Hygiene Plan Training. Any scientists working with Biological Safety Level 2 Materials (BL2) must also attend the additional Biosafety & Bloodborne Pathogens Training. Additional trainings will be provided periodically. All trainings mentioned above are offered by Triumvirate Environmental. The Life Lab staff will send out calendar invites for these trainings for all new residents and those who need to update their training. Note that failure to complete training will lead to restrictions on lab and building access.

Moving Out

Residents (individuals) Notify Gary two weeks prior to the departure of any individual resident. Individual residents will be exited through the system. Gary will work with the resident and venture to adjust billing and access. HUIDs must be returned prior to the resident’s departure.

Venture (team) When it is time for your venture to move on, please provide Gary with at least thirty calendar days (by the first of the month prior to move out) advance notice of termination. The occupancy deposit will be used on the last month’s rent. The Life Lab staff will arrange an exit meeting to learn about your experience and to receive feedback from our valued community members.

Life Lab Resources: Wireless and Network Connectivity

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Network connectivity in the Life Lab is provided via both wired and wireless connections. Unless you have HBS or Harvard University credentials, please use the HBSguest wireless network. The wired ports are located through the first and second floor. If you would like additional layers of security for your computer and data, you can add a Virtual Protection Network (VPN). Below are a few articles about VPNs (what are they and how are they used) as well as some low-cost options:

• VPN Benefits • Reasons to use a VPN (and how to choose one) • Best VPN services • More VPN service options

On another note about Life Lab cyber security, we highly recommend that everyone runs a virus scan on their flash drives before downloading any content to or off individual or Life Lab equipment computers. We do not have any reason for concern at this time, but it is a very good habit to adopt to protect yourself and others from malware and viruses that could infiltrate your system.

Printing & Scanning Members may use the printers in the mail room and lab to copy, print, and scan in color and B&W at no cost. Instructions on how to connect to our printers are posted on the bulletin board in the mail room as well as the portal.

Mail You may have mail delivered at the Life Lab, provided that you use the below address:

Venture Name/Resident Name Harvard Life Lab

127 Western Avenue Boston, MA 02134

Mail will be delivered to your venture-labeled mailbox once per day. There is an outgoing mail basket for letters at the front desk. For special/additional mailing needs, a USPS office is located in the basement of Spangler Hall on the HBS campus; it is open September through May. If you need FedEx, UPS, or DHL to pick up a package, you can schedule a pickup online. Packages and lab deliveries will be held for your team in the shipping and receiving room. Your package will be stickered with your company name. Be sure to check the receiving room daily for your packages.

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Upon moving into the Life Lab, please designate 1-3 venture members to receive email notifications for receipt of temperature sensitive packages. These members need to sign our liability waiver, found here, and email it to the Harvard Life Lab inbox (lifelab@haraved.edu). All correspondence regarding packages should be addressed to this inbox. The Life Lab team will not open or store temperature sensitive packages until these designated venture members have signed and submitted this waiver. If you cannot handle a temperature sensitive delivery within 8 hours of receiving the email notification, please notify respond to the Life Lab inbox. It is imperative that in this response the venture member indicates where and how the package is to be stored. If the Life Lab team receives no response by end of day, they will follow instructions per the box for storage; after they will notify the designated venture members where the materials have been stored.

Lost & Found If you lost something in the Life Lab, there is a lost & found basket at the front desk. If you lost something on the HBS campus, the Lost & Found office is located at the Operations Service Center in the basement of Shad Hall.

Baker Library Access Tenant (Resident) ID Card

Your HUID card will provide tap access to Baker Library’s Stamp Reading Room (SRR). You will have access to SRR during “Library Services” Hours. As Life Lab tenants, you are considered “Authorized Baker Visitors” and will have access to the databases therein. Alumni of HBS have remote access to a subset of the Baker Library collection. eBaker can be accessed here. Alumni will need to use their LEFA’s to log into eBaker. Alumni of Harvard schools (including HBS alumni) have remote access to a collection of resources provided by the Harvard Library. Alumni need to use their HarvardKey to access these databases. If you have any questions regarding library usage, please feel free to contact infoservices@hbs.edu.

Laboratory Resources: Laboratory Ordering

All orders for laboratory supplies must be placed through The Stork, LabCentral’s online ordering system, provided by JAGGAER. Training on The Stork will be provided. Upon your arrival to the Life Lab, please contact Megan (mkeegan@labcentral.org) to schedule training or

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if you have any other purchasing related questions. If, for any reason, an order cannot go through The Stork, send all relevant information to purchasing@labcentral.org. Orders are placed within 24 hours of receipt and you will be notified when your packages arrive. Please verify the content of each package and return the packing slips to Megan as soon as possible.

Shared Lab Equipment Shared lab equipment and BL2 space is available to all scientists. Reservations for the shared equipment is made through Lab Agenda. If you are a scientist, please speak with our Sr. Laboratory Operations Associate Juhi Naik (juhi_naik@harvard.edu) to get more information on how to access and reserve shared lab equipment.

Equipment Training If you require training on specific pieces of equipment, the lab team can provide basic training or can contact the vendor to organize a more in-depth training session for you.

Storage for Shared Lab Benches

Cold Storage Scientists will be assigned specific space within a -80°C Freezer, a -20°C Freezer, the Cold Room, and the cryo freezer for the storage of temperature-sensitive materials. All -80°C Freezers, -20°C Freezers, refrigerators, and cryo storage are alarmed and monitored by Tetrascience and Juhi. At minimum, one team member who predominantly works in the lab must sign up with Juhi to receive the Tetrascience alerts. The Cold Room has a separate monitoring system.

Non-temperature Sensitive Storage

Storage of non-temperature sensitive materials and consumables is restricted to your assigned lab bench only.

Offsite Core Services

The Life Lab ventures have access to several core services. Go to the portal and click Harvard Core Facilities to learn more.

Further. Faster.