iLabs and monitoring real usage of microscopes

[Stanislav Vitha-2]

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Deal All,
I have a question for those who have the iLabs scheduling/billing platform in their imaging facilities - how do you keep track of the real use of a microscope?
We are in process of setting up iLabs for our Center  and would prefer not to rely on the users to correctly enter the start and end time of their imaging session when they check in and check out of the reservation system.
We would rather prefer to start counting when users log into the imaging computer and stop counting time when users log out from the imaging computer.
Any advice much appreciated!

Sincerely,
 
Stan Vitha
Microscopy and Imaging Center
Texas A&M Unibersity

[Armstrong, Brian]

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Hi Stan, we have a tracker that logs the time they are logged into the computer. The software tries to match the computer log with the calendar. You can always enter values after the fact as well.

Cheers,

Brian Armstrong PhD
Associate Research Professor
Director, Light Microscopy Core Facility
City of Hope, Biomedical Research Center
626-256-4673 x 81259 (BRC) x82872 (Miller) x82874 (Furth)


-----Original Message-----
From: Confocal Microscopy List [mailto:[hidden email]] On Behalf Of Stanislav Vitha
Sent: Wednesday, February 21, 2018 4:32 PM
To: [hidden email]
Subject: iLabs and monitoring real usage of microscopes

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Deal All,
I have a question for those who have the iLabs scheduling/billing platform in their imaging facilities - how do you keep track of the real use of a microscope?
We are in process of setting up iLabs for our Center  and would prefer not to rely on the users to correctly enter the start and end time of their imaging session when they check in and check out of the reservation system.
We would rather prefer to start counting when users log into the imaging computer and stop counting time when users log out from the imaging computer.
Any advice much appreciated!

Sincerely,
 
Stan Vitha
Microscopy and Imaging Center
Texas A&M Unibersity


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[Timothy Chaya]

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Hello Stan,
The BioImaging Core at UDel has the iLabs interlock connected to the
monitor of each scope computer. The users login via a chromebook near the
works station that has the iLabs website bookmarked. There they start the
session which turns on the monitor. From there the users are trained to
start the system and when they are finished they shut down the system and
logout.
I think the system works pretty smoothly.

I hope that helps.

-Tim

On Wed, Feb 21, 2018 at 7:32 PM, Stanislav Vitha <[hidden email]> wrote:

> *****
> To join, leave or search the confocal microscopy listserv, go to:
> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> Post images on http://www.imgur.com and include the link in your posting.
> *****
>
> Deal All,
> I have a question for those who have the iLabs scheduling/billing platform
> in their imaging facilities - how do you keep track of the real use of a
> microscope?
> We are in process of setting up iLabs for our Center  and would prefer not
> to rely on the users to correctly enter the start and end time of their
> imaging session when they check in and check out of the reservation system.
> We would rather prefer to start counting when users log into the imaging
> computer and stop counting time when users log out from the imaging
> computer.
> Any advice much appreciated!
>
> Sincerely,
>
> Stan Vitha
> Microscopy and Imaging Center
> Texas A&M Unibersity
>

--
Tim Chaya
Delaware Biotechnology Institute
Caplan Lab
15 Innovation way
Rm 147
Newark, DE 19702
p. 302-831-3422

[Nuno Moreno]

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Hi all

We found that it is much more effective to have control over logins as there is no extra-step for the users. The IT requirements for doing that are close to zero.

More details here
http://agendo.science

Best
Nuno

> On 22 Feb 2018, at 03:55, Timothy Chaya <[hidden email]> wrote:
>
> *****
> To join, leave or search the confocal microscopy listserv, go to:
> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> Post images on http://www.imgur.com and include the link in your posting.
> *****
>
> Hello Stan,
> The BioImaging Core at UDel has the iLabs interlock connected to the
> monitor of each scope computer. The users login via a chromebook near the
> works station that has the iLabs website bookmarked. There they start the
> session which turns on the monitor. From there the users are trained to
> start the system and when they are finished they shut down the system and
> logout.
> I think the system works pretty smoothly.
>
> I hope that helps.
>
> -Tim
>
> On Wed, Feb 21, 2018 at 7:32 PM, Stanislav Vitha <[hidden email]> wrote:
>
>> *****
>> To join, leave or search the confocal microscopy listserv, go to:
>> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>> Post images on http://www.imgur.com and include the link in your posting.
>> *****
>>
>> Deal All,
>> I have a question for those who have the iLabs scheduling/billing platform
>> in their imaging facilities - how do you keep track of the real use of a
>> microscope?
>> We are in process of setting up iLabs for our Center  and would prefer not
>> to rely on the users to correctly enter the start and end time of their
>> imaging session when they check in and check out of the reservation system.
>> We would rather prefer to start counting when users log into the imaging
>> computer and stop counting time when users log out from the imaging
>> computer.
>> Any advice much appreciated!
>>
>> Sincerely,
>>
>> Stan Vitha
>> Microscopy and Imaging Center
>> Texas A&M Unibersity
>>
>
>
>
> --
> Tim Chaya
> Delaware Biotechnology Institute
> Caplan Lab
> 15 Innovation way
> Rm 147
> Newark, DE 19702
> p. 302-831-3422

[Skye McBride]

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Rather than pay for an interlock for each system we have a number of settlings in place to almost ensure things are logged relatively accurately.

1) all reservations are confirmed by the core facility staff. To be valid they must have a logged time in addition to the time scheduled. This is accomplished through the ilab kiosk page.
2) on the kiosk we have implements setting such as the start buttons availability 15min before reservation start time until 30min after as well as a 30min no show time. The reservation at that point is rejected user see free space on the schedule and for us it is marked as no show and we follow up with the users to get their time used if at all.
3) we add the web browser to the start up folder on our PC so it opens as soon as they log into the computer.  We then set the default home page as the kiosk log in page. Once this was implemented we found a lot less users forgot.

If you would like to discuss further we have had the system in place since July 2016 and have found many things that work well and if not ways to work around them. You can email me off list or we can set up a time for a phone call.

Skye McBride

Microscope And Imaging Specialist
University of Ottawa
Cell Biology and Image Acquisition Core

> On Feb 21, 2018, at 7:56 PM, Stanislav Vitha <[hidden email]> wrote:
>
> *****
> To join, leave or search the confocal microscopy listserv, go to:
> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> Post images on http://www.imgur.com and include the link in your posting.
> *****
>
> Deal All,
> I have a question for those who have the iLabs scheduling/billing platform in their imaging facilities - how do you keep track of the real use of a microscope?
> We are in process of setting up iLabs for our Center  and would prefer not to rely on the users to correctly enter the start and end time of their imaging session when they check in and check out of the reservation system.
> We would rather prefer to start counting when users log into the imaging computer and stop counting time when users log out from the imaging computer.
> Any advice much appreciated!
>
> Sincerely,
>
> Stan Vitha
> Microscopy and Imaging Center
> Texas A&M Unibersity

[Gary Laevsky]

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*****

Hi All,

While I agree with Nuno, Stratocore also does this well, I also agree with
Tim.

We have iLab connected to our monitors as well.  It works okay, but it's
WAY better than paper log sheets!

We have an iPad on the wall in the hall (systems are in three rooms).


On Thu, Feb 22, 2018 at 4:49 AM, Nuno Moreno <[hidden email]>
wrote:

> *****
> To join, leave or search the confocal microscopy listserv, go to:
> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> Post images on http://www.imgur.com and include the link in your posting.
> *****
>
> Hi all
>
> We found that it is much more effective to have control over logins as
> there is no extra-step for the users. The IT requirements for doing that
> are close to zero.
>
> More details here
> http://agendo.science
>
> Best
> Nuno
>
>
> > On 22 Feb 2018, at 03:55, Timothy Chaya <[hidden email]> wrote:
> >
> > *****
> > To join, leave or search the confocal microscopy listserv, go to:
> > http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> > Post images on http://www.imgur.com and include the link in your
> posting.
> > *****
> >
> > Hello Stan,
> > The BioImaging Core at UDel has the iLabs interlock connected to the
> > monitor of each scope computer. The users login via a chromebook near the
> > works station that has the iLabs website bookmarked. There they start the
> > session which turns on the monitor. From there the users are trained to
> > start the system and when they are finished they shut down the system and
> > logout.
> > I think the system works pretty smoothly.
> >
> > I hope that helps.
> >
> > -Tim
> >
> > On Wed, Feb 21, 2018 at 7:32 PM, Stanislav Vitha <[hidden email]> wrote:
> >
> >> *****
> >> To join, leave or search the confocal microscopy listserv, go to:
> >> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> >> Post images on http://www.imgur.com and include the link in your
> posting.
> >> *****
> >>
> >> Deal All,
> >> I have a question for those who have the iLabs scheduling/billing
> platform
> >> in their imaging facilities - how do you keep track of the real use of a
> >> microscope?
> >> We are in process of setting up iLabs for our Center  and would prefer
> not
> >> to rely on the users to correctly enter the start and end time of their
> >> imaging session when they check in and check out of the reservation
> system.
> >> We would rather prefer to start counting when users log into the imaging
> >> computer and stop counting time when users log out from the imaging
> >> computer.
> >> Any advice much appreciated!
> >>
> >> Sincerely,
> >>
> >> Stan Vitha
> >> Microscopy and Imaging Center
> >> Texas A&M Unibersity
> >>
> >
> >
> >
> > --
> > Tim Chaya
> > Delaware Biotechnology Institute
> > Caplan Lab
> > 15 Innovation way
> > Rm 147
> > Newark, DE 19702
> > p. 302-831-3422
>

--
Best,

Gary Laevsky, Ph.D.
Director, Confocal Imaging Facility
Nikon Center of Excellence
Dept. of Molecular Biology
Washington Rd.
Princeton University
Princeton, New Jersey, 08544-1014
(O) 609 258 5432
(C) 508 507 1310

[Lee Cohen-Gould]

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Stan-
Look into the Kiosk option offered by iLabs.  With it, users must log into a centrally located tablet to begin/end their session on an instrument.  Your iLabs rep can give you a detailed explanation of how this works.  The flow Cytometry Core here uses it.  We have always worked on the honor system for our microscopes. Our confocals are so heavily booked (back-to-back sessions) that people can’t really run over and if they use less time than reserved, they are very good about updating their reservations so that they don’t pay for unused time.  We still use a paper log-in sheet at the TEM in addition to iLab reservations since we don’t have that microscope’s computer networked.  We compare paper to the iLab calendar. There is usually excellent agreement.
Best,
Lee



Leona Cohen-Gould, MS, CEMT

Senior Staff Associate

Co-Director CLC Imaging Core Facility



Weill Cornell Medicine

Weill Cornell Medical College

Department of Biochemistry

1300 York Ave, A-101

New York, NY 10065



T 212.746.6146

F 212.746.8175


[hidden email]<mailto:[hidden email]>

https://weillcornellmicroscopy.org/







Date:    Wed, 21 Feb 2018 18:32:00 -0600
From:    Stanislav Vitha <[hidden email]<mailto:[hidden email]>>
Subject: iLabs and monitoring real usage of microscopes

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*****

Deal All,
I have a question for those who have the iLabs scheduling/billing platform in their imaging facilities - how do you keep track of the real use of a microscope?
We are in process of setting up iLabs for our Center  and would prefer not to rely on the users to correctly enter the start and end time of their imaging session when they check in and check out of the reservation system.
We would rather prefer to start counting when users log into the imaging computer and stop counting time when users log out from the imaging computer.
Any advice much appreciated!

Sincerely,
Stan Vitha
Microscopy and Imaging Center
Texas A&M Unibersity

-

Lee Cohen-Gould

Imaging Core Facility


Weill Cornell Medicine

Weill Cornell Medical College

https://weillcornellmicroscopy.org/

[Konstantín Levitskiy]

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Hi Stan.

Actually we use Google Calendar for booking systems. Each lab (with a boss for payment) has their own passwords for identification on Windows based systems. In Event  Viewer in Windows you can check log on and log out events. But sometimes some users don't need make photos, in this case only it depends on people's good well.

Best regards,
Konstantin
Servicio de Microscopía
InstitutodeBiomedicinadeSevilla - IBiS
41013 Sevilla
Email: [hidden email]
Web: www.ibis-sevilla.es



-----Mensaje original-----
De: Confocal Microscopy List [mailto:[hidden email]] En nombre de Stanislav Vitha
Enviado el: jueves, 22 de febrero de 2018 1:32
Para: [hidden email]
Asunto: iLabs and monitoring real usage of microscopes

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*****

Deal All,
I have a question for those who have the iLabs scheduling/billing platform in their imaging facilities - how do you keep track of the real use of a microscope?
We are in process of setting up iLabs for our Center  and would prefer not to rely on the users to correctly enter the start and end time of their imaging session when they check in and check out of the reservation system.
We would rather prefer to start counting when users log into the imaging computer and stop counting time when users log out from the imaging computer.
Any advice much appreciated!

Sincerely,

Stan Vitha
Microscopy and Imaging Center
Texas A&M Unibersity


---
El software de antivirus Avast ha analizado este correo electrónico en busca de virus.
https://www.avast.com/antivirus

[Stanislav Vitha-2]

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*****

Thanks Tim and Nuno;

Question for Nuno:  Using the login management would be best for our users, but is it going to work for off-line microscope computers?

We have some microscope control computers that we cannot put on the internet: data are saved to a support PC linked via intranet. At the end of the session users log into the support PC to copy their files.


Thanks,

Stan


 On Thu, 22 Feb 2018 09:49:41 +0000, Nuno Moreno <[hidden email]> wrote:

>*****
>To join, leave or search the confocal microscopy listserv, go to:
>http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>Post images on http://www.imgur.com and include the link in your posting.
>*****
>
>Hi all
>
>We found that it is much more effective to have control over logins as there is no extra-step for the users. The IT requirements for doing that are close to zero.
>
>More details here
>http://agendo.science
>
>Best
>Nuno
>
>
>> On 22 Feb 2018, at 03:55, Timothy Chaya <[hidden email]> wrote:
>>
>> *****
>> To join, leave or search the confocal microscopy listserv, go to:
>> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>> Post images on http://www.imgur.com and include the link in your posting.
>> *****
>>
>> Hello Stan,
>> The BioImaging Core at UDel has the iLabs interlock connected to the
>> monitor of each scope computer. The users login via a chromebook near the
>> works station that has the iLabs website bookmarked. There they start the
>> session which turns on the monitor. From there the users are trained to
>> start the system and when they are finished they shut down the system and
>> logout.
>> I think the system works pretty smoothly.
>>
>> I hope that helps.
>>
>> -Tim
>>
>> On Wed, Feb 21, 2018 at 7:32 PM, Stanislav Vitha <[hidden email]> wrote:
>>
>>> *****
>>> To join, leave or search the confocal microscopy listserv, go to:
>>> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>>> Post images on http://www.imgur.com and include the link in your posting.
>>> *****
>>>
>>> Deal All,
>>> I have a question for those who have the iLabs scheduling/billing platform
>>> in their imaging facilities - how do you keep track of the real use of a
>>> microscope?
>>> We are in process of setting up iLabs for our Center  and would prefer not
>>> to rely on the users to correctly enter the start and end time of their
>>> imaging session when they check in and check out of the reservation system.
>>> We would rather prefer to start counting when users log into the imaging
>>> computer and stop counting time when users log out from the imaging
>>> computer.
>>> Any advice much appreciated!
>>>
>>> Sincerely,
>>>
>>> Stan Vitha
>>> Microscopy and Imaging Center
>>> Texas A&M Unibersity
>>>
>>
>>
>>
>> --
>> Tim Chaya
>> Delaware Biotechnology Institute
>> Caplan Lab
>> 15 Innovation way
>> Rm 147
>> Newark, DE 19702
>> p. 302-831-3422

[Nuno Moreno]

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*****

Dear Stan

There are several alternatives for real usage but I’ll focus on the solutions we are compatible with. All except the 1st are developed by us. Please note that we do not provide the solutions per se but we have it all open-source for customers to implement as many as they want and to adopt different methodologies according to the needs.

1) login based: we use pGina to control logins. Advantages: at the limit you can give access only when there is a booking, easy to setup, open source software, etc. Disadvantage: it only makes sense in computers connected to the internet.

2) Record based: looking at the windows session logs with a 3rd party application and write the logs in a “calendar” database. Advantages: it does not mess with federated authentications. Disadvantages: it is harder to have it controlling anything and it only makes sense in computers connected to the internet (still beta and in by opinion the poorest solution)

3) hardware control: we use Arduino based control via a relay that can activate a piece of equipment (monitor for example). In this scenario there are 3 modus operandi that can be configure in loco by a manager very easily: a) a fixed pin or rfid identifier like your institution access card. b) a variable pin sent by email when the booking is made. On this case the pin is valid by a pre-defined time. c) no need of booking and used only for registration. It can still activate whatever you want. In this case it works like an access control and you can have multiple users in the same resource. It can be used for example to access a facility, clean room, etc. You can set it up yourself by a cost of less than 50 USD each. It is basically a 3d printed box with an Arduino with ethernet capability, a $3 keyboard, 2 leds, a relay and a power supply. Advantage: it can control instruments not connected to the internet. Disadvantages: it involves hardware which should in by opinion to be avoided as much as possible due to economic reasons.

4) hardware monitoring: measures a parameter in the instruments such as current, usb power, etc. Advantages: it can be used in systems without a computer, and it does not interfere with the system. Disadvantages: you know that the instrument is being used but don’t know by whom. It is Arduino based. You can use the very same device to monitoring room temperatures, CO2, etc as long as you plug the right sensor. You can also define alarms in case, for example, the room temperature goes above a certain value or there’s a CO2 leak in the microscope incubator.

5) you can use Agendo API to plug a 3rd party access control

Independently of the methods, at the very end you have a picture like this (see ling below). This is a snap shot of an older Agendo version but the principle is the same. In grey real usage, green is a match, yellow is because we are not there yet (Monday). If a user doesn’t show up it gets red and the resource admins are notified. Names were hidden for obvious reasons.

https://www.dropbox.com/s/u9w0hbxy0523s0d/realusage.png?dl=0

As you can see, there is always a discrepancy between booking and usage. The method to match them to calculate prices is far from being consensual and involves lots of discussion.

…but this is a different issue.

All the best
Nuno
http://agendo.science

> On 26 Feb 2018, at 19:15, Stanislav Vitha <[hidden email]> wrote:
>
> *****
> To join, leave or search the confocal microscopy listserv, go to:
> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
> Post images on http://www.imgur.com and include the link in your posting.
> *****
>
> Thanks Tim and Nuno;
>
> Question for Nuno:  Using the login management would be best for our users, but is it going to work for off-line microscope computers?
>
> We have some microscope control computers that we cannot put on the internet: data are saved to a support PC linked via intranet. At the end of the session users log into the support PC to copy their files.
>
>
> Thanks,
>
> Stan
>
>
> On Thu, 22 Feb 2018 09:49:41 +0000, Nuno Moreno <[hidden email]> wrote:
>
>> *****
>> To join, leave or search the confocal microscopy listserv, go to:
>> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>> Post images on http://www.imgur.com and include the link in your posting.
>> *****
>>
>> Hi all
>>
>> We found that it is much more effective to have control over logins as there is no extra-step for the users. The IT requirements for doing that are close to zero.
>>
>> More details here
>> http://agendo.science
>>
>> Best
>> Nuno
>>
>>
>>> On 22 Feb 2018, at 03:55, Timothy Chaya <[hidden email]> wrote:
>>>
>>> *****
>>> To join, leave or search the confocal microscopy listserv, go to:
>>> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>>> Post images on http://www.imgur.com and include the link in your posting.
>>> *****
>>>
>>> Hello Stan,
>>> The BioImaging Core at UDel has the iLabs interlock connected to the
>>> monitor of each scope computer. The users login via a chromebook near the
>>> works station that has the iLabs website bookmarked. There they start the
>>> session which turns on the monitor. From there the users are trained to
>>> start the system and when they are finished they shut down the system and
>>> logout.
>>> I think the system works pretty smoothly.
>>>
>>> I hope that helps.
>>>
>>> -Tim
>>>
>>> On Wed, Feb 21, 2018 at 7:32 PM, Stanislav Vitha <[hidden email]> wrote:
>>>
>>>> *****
>>>> To join, leave or search the confocal microscopy listserv, go to:
>>>> http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
>>>> Post images on http://www.imgur.com and include the link in your posting.
>>>> *****
>>>>
>>>> Deal All,
>>>> I have a question for those who have the iLabs scheduling/billing platform
>>>> in their imaging facilities - how do you keep track of the real use of a
>>>> microscope?
>>>> We are in process of setting up iLabs for our Center  and would prefer not
>>>> to rely on the users to correctly enter the start and end time of their
>>>> imaging session when they check in and check out of the reservation system.
>>>> We would rather prefer to start counting when users log into the imaging
>>>> computer and stop counting time when users log out from the imaging
>>>> computer.
>>>> Any advice much appreciated!
>>>>
>>>> Sincerely,
>>>>
>>>> Stan Vitha
>>>> Microscopy and Imaging Center
>>>> Texas A&M Unibersity
>>>>
>>>
>>>
>>>
>>> --
>>> Tim Chaya
>>> Delaware Biotechnology Institute
>>> Caplan Lab
>>> 15 Innovation way
>>> Rm 147
>>> Newark, DE 19702
>>> p. 302-831-3422

[Stanislav Vitha-2]

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Post images on http://www.imgur.com and include the link in your posting.
*****

Thanks Nuno for the detailed list. Something to ponder.

Stan

[Arvydas Matiukas]

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*****

Dear Microscopists,

I am looking for the part that deflects/reflects/directs image
to the right port of Axiovert 200M inverted stand.

I am interested in any of the below options
(starting with highest preference):
1) deflection prism w/mount
2) deflection prism
3) turret w/ mounted deflection prism
4) picture or drawing of the above prism (mirror?) w/ dimensions
5) bottom part of Axiovert 200 stand with left/right port switching turret
6) whole  Axiovert 200 stand with left/right port switching turret option for cheap

Thanks for the help. Please skip advice to contact manufacturer or search ebay -
I already did that with no positive result.

Best,
Arvydas
*****************************








Arvydas Matiukas, Ph.D.
Director of Confocal&Two-Photon Core
SUNY Upstate Medical University
Syracuse, NY
[hidden email]

[Arvydas Matiukas]

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To join, leave or search the confocal microscopy listserv, go to:
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Post images on http://www.imgur.com and include the link in your posting.
*****

Guys,
 
Let me be more specific - if you have Axiovert 200M stand and either:
1) have nothing connected to the right (e.g. could be AxioCam or other CD camera)
2) have some detector on the right sideport but  not using it.
THEN YOU DON'T NEED  SIDE PORT RIGHT DEFLECTING PRISM
donate/trade/sell  for my research project.
 
Thanks!
A&M

>>> Arvydas Matiukas <[hidden email]> 2/28/2018 3:03 AM >>>
*****
To join, leave or search the confocal microscopy listserv, go to:
http://lists.umn.edu/cgi-bin/wa?A0=confocalmicroscopy
Post images on http://www.imgur.com and include the link in your posting.
*****

Dear Microscopists,

I am looking for the part that deflects/reflects/directs image
to the right port of Axiovert 200M inverted stand.

I am interested in any of the below options
(starting with highest preference):
1) deflection prism w/mount
2) deflection prism
3) turret w/ mounted deflection prism
4) picture or drawing of the above prism (mirror?) w/ dimensions
5) bottom part of Axiovert 200 stand with left/right port switching turret
6) whole  Axiovert 200 stand with left/right port switching turret option for cheap

Thanks for the help. Please skip advice to contact manufacturer or search ebay -
I already did that with no positive result.

Best,
Arvydas
*****************************
Arvydas Matiukas, Ph.D.
Director of Confocal&Two-Photon Core
SUNY Upstate Medical University
Syracuse, NY
[hidden email]