Frequently Asked Questions (FAQ) regarding the Use of the Division of Analytical Electron Microscopy

Q1. How can I use the facility?

To use our instruments or technical support, an application submitted via the WEB form and approval by the Director of the Analytical Research Core for Advanced Materials (ARCAM) are required. Practical decisions regarding applications are handled by the staff of the Division of Analytical Electron Microscopy, IMR.

Q2. Why do you only directly accept usage at internal university rates?

Currently, our division only directly accepts usage that qualifies for internal (Tohoku University) rates.
This restriction is due to staffing constraints and administrative limitations, rather than an institutional policy prohibition.

Current Status of Operational System

Our division is currently operated by 1 full-time faculty member and 1 part-time technical assistant.
With this limited personnel, we handle the following tasks, which limits our capacity for extra services:

• Instrument maintenance and management
• Machine time (reservation) adjustments
• Execution and management of training
• Receipt and approval processing of user applications
• Billing and fee processing using university financial sources
• Troubleshooting and technical response as needed

In particular, invoicing external users requires contract confirmation, invoice generation, and payment tracking, which is significantly more complex and requires individual administrative handling compared to internal processing. Our current staffing level lacks the surplus administrative bandwidth to handle this stably.

Furthermore, due to the shortage of human resources, our division cannot directly offer contract analysis or hands-on technical support at present.

Scope of Directly Accepted Usage (Handled directly by our division)

• Affiliated with Tohoku University (Internal)
• Usage for academic research purposes
• Self-use (User Facility model)
• Qualifies for internal university fee categories
• Instrument usage without requiring technical assistance

For External Users and Those Requiring Technical Support

If you wish to use instruments with technical support or apply from outside Tohoku University, please consider applying through the CINTS (ARIM) Framework.

The CINTS Framework is supported by staff employed through ARIM project funds. When using this framework, application and reporting in accordance with ARIM regulations are required.

Please note that even for internal university members, if technical assistance is required, the application must go through the CINTS Framework.

Q3. Is it completely impossible for external researchers or corporate users to use the facility?

Usage is possible.
However, our division does not currently accept direct applications from external entities. Please apply through the CINTS (ARIM) Framework.

Why is application through the ARIM Framework required?

Many of the instruments managed by our division were installed using external funds and contract project budgets such as ARIM.

When using instruments funded by such external sources, application and reporting procedures based on the project’s purpose and usage conditions are required.

In addition, the ARIM system requires external sharing ratios (track record of usage provided to external entities). Accumulating usage records under the ARIM framework helps our facility maintain internal instrument availability as well.

On the other hand: Some instruments can be adjusted at our division’s discretion

Certain instruments were purchased solely using internal university budgets, and can accept applications without being bound by external contract project regulations.

Systematically, usage of these instruments by external researchers or companies could be accepted directly by our division.
However, direct reception by our division is currently suspended due to the following reasons:

• External contracts, invoicing, and administrative procedures are complex and difficult to handle with our current staffing.
• We lack the surplus capacity to handle individual external coordination.

Equivalent support is provided when applying via the ARIM Framework

Even when you apply through the CINTS (ARIM) Framework, instrument technical support and operation instruction are provided collaboratively by our division and the ARIM Project Unit staff.

Therefore, the actual content and quality of technical support are substantially equivalent to applying directly through our division.

For application procedures via the ARIM Framework, please check:

[CINTS / ARIM User Guide Page]

Q4. Is any agreement required upon using the facility?

At the time of application, agreement to the confirmation items specified in our facility guidelines is required.

The items requiring agreement include:

• Purpose of use
• Conditions and scope of instrument usage
• Responsibility and compensation in the event of an accident
• Data handling and disclaimer
• Reporting of research results and inclusion of acknowledgments
• Others

Q5. Who is eligible to use the facility?

Those eligible for direct application (Analytical Framework) at our division must meet the following conditions:

• Affiliated with Tohoku University
• User facility usage (self-use = user operates the instrument themselves)
• Academic research purpose

For all other cases (external users, usage requiring technical support, commercial purposes, etc.), please apply via CINTS.

Q6. Can I request technical assistance? (Can someone operate the instrument on my behalf?)

In our division, all instruments are in principle operated under self-use (User Facility model),
and operation by the user themselves is required.

Technical Assistance (Proxy Operation / Contract Measurement) is Currently Not Provided

• We do not provide technical proxy operation or data analysis assistance such as operating the equipment on your behalf or performing measurements for you.
• This excludes temporary technical assistance for explaining operational procedures.

For Those Who Require Technical Support

If you have requests such as “I want someone to operate the machine for me” or “I want to request measurements and analysis,”
please apply through the CINTS Framework (ARIM Framework).
Technical support by ARIM staff is available through that framework.

Q7. What is an operation license? How can I obtain one?

In our division, users are required to obtain an operation license before using the equipment.

Purpose of the License

The purpose of the licensing system is to confirm whether the user can operate the equipment safely without causing accidents or breakdowns.

• No special qualifications or academic degrees are required for use;
• However, we verify that the user understands the characteristics and precautions of the instrument and can operate it safely.

*Whether high-quality data can be obtained improves through post-license experience and practice, and is not evaluated during the license test.

How to Obtain a License

To obtain a license, you need to undergo instruction or training through one of the following methods:

• Regular Training Courses (Free of charge)
  Held twice a year (Spring and Autumn). Basic contents are introduced collectively to multiple participants.
• On-Demand Training (Paid)
  Conducted individually for specific instruments. Schedule coordination and hands-on practice are flexibly arranged.

*The availability and schedule of regular training courses vary depending on the staffing situation of our division and the ARIM Project Unit.

Instruction on Advanced Usage

Regarding advanced operating methods or specialized experimental conditions, individual training or consultation may be provided separately from the license system.

However, due to limited human resources, such individual support may be difficult to accommodate at times.
If you have specific requests, please consult us in advance.

Q8. Are publication reports and acknowledgments required?

When publishing research results, always state the use of our facility

When presenting research results obtained using our instruments in official research announcements (such as listed below),
you must explicitly state that the instruments of our division were used.

• Peer-reviewed journal papers (submitted or accepted)
• Academic conference presentations (oral or poster)
• Degree theses (bachelor, master, doctoral, etc.)

This information is essential for tracking and summarizing our facility’s instrument usage track record and research output.

How to Mention Instruments

• If specific instrument names (e.g., JEM-2100) are mentioned in the paper or presentation,
  stating that our division was utilized is sufficient.
• If specific instrument names are omitted, please at least specify the type of equipment (e.g., TEM, FIB, etc.).

*Detailed acknowledgment guidelines and standard phrasing examples will be provided separately.

Submission of Usage Reports

When you present research results, please submit a usage report to our division.

Examples of items to report:

• Presentation venue (conference name, journal name, etc.)
• Presentation title
• Author / presenter names
• Date of publication
• DOI, etc. (for published papers)

The reporting form is currently being prepared and will be announced on our application page once ready.

Reporting Timing and Applicable Period

• Please always report at least the first research publication resulting from your facility use.
• Thereafter, we request your cooperation in reporting research outputs published within approximately 5 years of facility use.
• Reporting for achievements beyond 5 years is optional.

Important Notes for ARIM Applications

Even when instruments are used through the ARIM Framework, the instruments themselves are managed and operated by our division under consignment.
Therefore, usage and publication reporting is required under both our division’s rules and ARIM’s regulations.

*To reduce duplicate reporting effort, reporting forms and registration procedures are planned to be coordinated and integrated.

Request for Cooperation with Research Reports

We may request manuscript submissions regarding achievements obtained using our facility for inclusion in IMR research reports or public relations materials.

*For example, we may ask you to write a summary for the “IMR Research Highlights (KRH)“.

Q9. If I want to cancel a reservation, is notification required? Is there a cancellation fee?

Prior procedures are required for reservation cancellations.

When canceling an instrument reservation, please be sure to perform prior cancellation processing.

• For the Analytical Framework (self-use), please cancel on the reservation system by the day before.
• For the ARIM Framework or assisted sessions, please contact the responsible staff member directly.

Regarding Cancellation Fees

• No cancellation fee itself is charged.
• However, same-day cancellations (unnotified or notified on the day of use) are invalid, and usage fees for the reserved time will be charged.

*This is because same-day cancellations prevent re-allocating the machine time to other users or internal tasks.

When Cancellations Occur Due to Facility Reasons

• If use is impossible due to equipment failure or facility circumstances, it will be treated as a cancellation even on the same day.
• However, alternative dates are not guaranteed, so please make a new reservation on your own.

Request for Cooperation

If you need to cancel due to your own circumstances, please complete the cancellation as early as possible.

• Cancellations made by the previous day allow the machine time to be re-assigned to other users or internal maintenance.
• Please note that repeated unexcused or same-day cancellations may result in restrictions on future usage.

Q10. What happens if there is a problem with the data?

Our division does not guarantee the content or quality of data.

Regarding data obtained using our instruments, even if desired results are not achieved, our division assumes no responsibility.

• Interpretation, validity judgment, and scientific accuracy of data must be evaluated under the user’s sole responsibility.
• Our division takes no active scientific stance and cannot guarantee data correctness.

Except for equipment malfunctions, fee waivers or re-measurements are not provided.

• Except in cases where clear fault lies with our division (e.g., equipment failure), usage fees will be billed normally based on reserved time.
• In principle, no re-measurement or compensation is provided for flaws or failures in measurement results.

Thorough Preparation and Prior Consultation Before Experiments

• Especially for first-time measurements or complex samples, please ensure thorough preparation in advance.
• If you have concerns, we strongly recommend applying for a technical consultation prior to your session.

If Data Interpretation or Academic Advice is Needed, Consider “Collaborative Research”

• If in-depth advice such as data interpretation or academic comments is needed, please consider a Collaborative Research framework with our staff.
• Standard instrument usage (Analytical Framework) does not include involvement in such academic evaluations.

Q11. My application was not approved. Can I be informed of the reason?

When an application is rejected or sent back for revision, the reason will be clearly indicated.

Examples of Main Rejection Reasons

Applications cannot be approved as-is in cases such as the following:

1. The content is difficult to execute with our instruments
   (Due to technical constraints, safety, incompatibility with equipment specifications, etc.)
2. Execution is deemed to cause serious impact on instrument condition or other users
   (e.g., conditions causing high equipment stress, high-frequency usage blocking other reservations, etc.)
3. The application lacks essential information required for feasibility assessment
   (Insufficient description of research purpose, sample information, usage method, etc.)
4. The usage form does not comply with our guidelines
   (Subleasing/re-consignment, commercial use, non-academic use, etc.)
5. Excessive internal usage conflicts with external sharing ratio constraints for shared equipment (ARIM, etc.)
   (Adjustment to subsequent fiscal years may be requested based on annual track record balance)
6. Other cases where execution is deemed inappropriate by the Director of ARCAM

Resubmission after Revision May Be Possible

• If sent back due to insufficient description or missing info, re-application is possible after revising and supplementing the content.
• Rejection reasons will be clearly communicated via email, so please review and address them accordingly.

Flow of Approval Determination

Formally, approval is granted under the name of the Director of the Analytical Research Core for Advanced Materials (ARCAM). For matters regarding the Division of Analytical Electron Microscopy, practical decisions are made by our division head, upon which official approval is based.

Q12. What is the CINTS Framework? I am not sure if I am eligible.

The CINTS Framework is the application category for using our division’s instruments and technical support through the Center for Interdisciplinary Nanotechnology Support (CINTS) of Tohoku University.

• CINTS provides cutting-edge research facilities and technical support to external researchers and corporate entities as part of MEXT’s ARIM (Advanced Research Infrastructure for Materials and Nanotechnology) project.
• Some of our division’s instruments and staff are maintained and employed with support from the ARIM project. Using these facilities may require applying through the CINTS Framework.

Determining Eligibility for CINTS Framework

If you meet any of the following conditions, application through the CINTS Framework is required:

1. External users (other universities, research institutes, companies, etc.)
2. Commercial purposes or non-academic use
3. Usage accompanied by technical support / assistance
4. Usage of instruments installed under the ARIM project

Relationship with the Analytical Framework

• The Analytical Framework is directly accepted by our division, and is currently limited to cases satisfying all of the following:
  • Internal Tohoku University affiliation
  • Self-use (user operates equipment themselves)
  • Academic research purpose
• All other usage modes (external users, assisted use, commercial use, etc.) fall under the CINTS Framework.

Using the Reception Category Navigation Tool

If you find it difficult to determine which framework applies to you, please use our Reception Category Navigation Tool.

• It is a guidance tool that guides you to the appropriate application category based on your affiliation and requests.
• For details, please refer to the Reception Category Navigation Tool Guide.

Q13. What is the difference between ARIM and CINTS?

CINTS is the Application Portal for ARIM at Tohoku University

• ARIM (Advanced Research Infrastructure for Materials and Nanotechnology) is a national research infrastructure project promoted by MEXT.
• Participating universities and institutes act as “member organizations” to share equipment and build technical support systems.
• Applications are not submitted directly to central ARIM, but through local application portals established at each member institute.

At Tohoku University, “CINTS” Serves as the Application Portal

• CINTS (Center for Interdisciplinary Nanotechnology Support) manages application, reception, and operation of ARIM at Tohoku University.
• Therefore, applying via the CINTS Framework is practically equivalent to applying for ARIM framework usage.

ARIM Implementation Fields at Tohoku University

In the ARIM project, Tohoku University participates in two fields:

1. Microfabrication Field (Micro System Integration Center):
   http://www.mu-sic.tohoku.ac.jp/
2. Structural Analysis Field (IMR, Advanced Electron Microscopy Center, Research Center for Macromolecular Analysis):
   Structural Analysis Field Overview (CINTS Website)

Positioning of Our Division (Division of Analytical Electron Microscopy)

• Our division is a permanent section under the Analytical Research Core for Advanced Materials (ARCAM) within IMR, and handles the installation and operation of ARIM instruments in the Structural Analysis Field.
• At the same time, we maintain an independent research support structure, and users meeting specific criteria can use instruments via the Analytical Framework (direct application to our division).
• However, for instruments installed with ARIM funding support, usage under the ARIM Framework (CINTS Framework) is prioritized in principle.

Q14. If using commissioned or collaborative research funds, do those contract terms automatically apply to the Division of Analytical Electron Microscopy?

Contract terms (such as confidentiality or publication restrictions) of external research funds do NOT automatically apply to our division.

When using our facility with external research funds, please check your contract terms in advance and consult our division if necessary.

Our Division’s Position

• When users utilize equipment funded by commissioned or collaborative research grants with contractual conditions, restrictions on publication timing or confidentiality obligations may be included in contracts with funding bodies.
• However, our division and its staff are not bound by those contractual obligations or restrictions unless formally executing the contract as a party.

Specifically, even if contract conditions such as the following exist, our division is not automatically restricted by them:

• Restrictions on result publication timing or content (embargo periods, etc.)
• Confidentiality obligations for proprietary information
• Restrictions regarding sample and data handling

Prior Consultation Required for Special Accommodations

• If special accommodations (e.g., delay in result publication or special data handling adjustments) are required, please consult us in advance so we can consider cooperation within feasible limits.

When an NDA (Non-Disclosure Agreement) is Required

• If formal non-disclosure agreements or institutional contracts must be signed with our division, please consider applying via CINTS.
• Institutional contract procedures can be executed through the CINTS Framework.

Q15. What happens if damage or breakdown occurs on an instrument?

If damage or failure occurs on instruments or facilities, restoration to original condition is required in principle regardless of intent or negligence.
However, users will not be held responsible for natural component failures or malfunctions attributable to our facility’s maintenance responsibility.

Principles of Restoration and Cost Allocation

• If damage occurs due to operational error or careless handling during use, repair and restoration costs may be charged to the user.
• The same applies to malfunctions caused by operations contrary to instrument specifications or unapproved configuration changes.
• Users will not be charged for natural component failures or aging deterioration that fall under our facility’s maintenance responsibility.

Response to Intentional Misconduct or Severe Carelessness

• In cases of intentional damage or repeated inappropriate use despite warnings,
  compensation for opportunity loss due to equipment downtime may be requested, and measures including suspension or revocation of usage approval may be taken.

For Safe Operation

Our division provides training and guidance for safe operation, so please feel free to consult us. If you feel uncertain about operating procedure, be sure to check and consult us in advance.
If you notice any malfunction or abnormality in the equipment, do not leave it unattended and report it immediately to staff.

Q16. Will samples be returned or stored after use?

In our division, we do not, in principle, store samples brought in for self-use or left during assisted sessions / contract analysis.
Once your instrument session is complete, please take your samples back with you promptly.

Policy on Sample Return and Storage

• No ongoing storage or return guarantee is provided for temporarily brought samples or deposited samples.
• Samples left past a certain period without prior request may be disposed of at our division’s discretion.
• We may not be able to accommodate requests for return at a later date, so please take special care with critical samples.

Special Handling or Donated Reference Samples

• If special handling is required for samples, please consult us in advance.
• Samples donated for alignment or practice purposes will be stored, utilized, or disposed of at our division’s discretion.

Sample Management After Use is the User’s Responsibility

• Location, preservation, and retrieval of samples after use must be managed by the user themselves.
• Our division does not actively disclose sample information externally, but does not provide confidential storage management.

Q17. I am currently in training (before license acquisition), but I need to collect data. Can I use the equipment? Can I receive technical support?

Handling varies depending on your affiliation and equipment specifications. However, if the following conditions are met, usage under the Analytical Framework and attended support are possible:

[1] When Affiliated with the Institute for Materials Research (IMR Internal):

• If undergoing training with self-use as the objective, instrument usage under the Analytical Framework is permitted.
• Even if the instrument was installed under ARIM contract funds, usage under the Analytical Framework is approved at our discretion to the extent that it does not hinder external sharing ratios.
• During training, staff attendance and advice are treated as “educational instruction (part of training)” rather than formal “technical assistance”.

[2] When Affiliated with Tohoku University but Outside IMR (School of Engineering, School of Science, etc.):

• When using instruments installed under ARIM contract funds, application through the CINTS Framework is required.
• For instruments purchased with internal university funds, if undergoing training for self-use, usage under the Analytical Framework is permitted.

[3] For External Users (Other universities, research institutes, companies, etc.):

• All usage requires application through the CINTS Framework.
• Regardless of whether you are in training, the Analytical Framework cannot be used.

Q18. How much support can I receive under the Analytical Framework?

The Analytical Framework assumes self-use, but minimal technical assistance such as equipment status check and brief advice on site is provided.

However, continuous support such as constant attended instruction or proxy setting of measurement conditions is not permitted under this framework; please apply via the CINTS Framework if continuous support is needed.

Q19. Is On-Demand Training charged?

It is charged in principle, but may be provided free of charge if the following conditions apply.

Examples Eligible for Free Provision:

• Being a technical staff member affiliated with Tohoku University
• Involved in technical support duties, where acquisition of instrument operation skills is deemed to spill over to benefit other users
• Belonging to a department with limited discretionary budget, where institutional support as a self-improvement opportunity is deemed appropriate

Cases Where Charges Apply:

• When employed exclusively for a specific project, and acquired skills are deemed applicable only within a restricted scope.

[Note] Such evaluations are not uniform institutional rules, but are judged individually at our division’s discretion based on actual duties and usage purposes. If you believe you might qualify, please consult us prior to application.

Q20. Can the Analytical Framework be used for ARIM instruments?

For some ARIM-installed instruments, the Analytical Framework is offered exclusively to internal IMR researchers performing self-use for academic research purposes.
This is permitted as a limited institutional discretion because IMR directly bears the physical space, operation, maintenance, and troubleshooting management costs for these instruments.
On the other hand, for researchers from other departments within Tohoku University or users requesting support, application through the CINTS Framework is required in principle.

Related Links

• MEXT Advanced Research Infrastructure for Materials and Nanotechnology (ARIM): https://nanonet.mext.go.jp/
• Center for Interdisciplinary Nanotechnology Support (CINTS), Tohoku University: https://www.cints.tohoku.ac.jp/
• ARIM Project Unit, Analytical Research Core for Advanced Materials (ARCAM), IMR, Tohoku University: https://arim.imr.tohoku.ac.jp/
• Reception Category Navigation Tool: https://www.aem.imr.tohoku.ac.jp/navi/