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Cancellation Policies

To ensure fairness and maximize resource availability, the following cancellation and no-show policies apply to all appointments. Users are encouraged to notify Facility staff as early as possible when adjustments to their appointments are needed.

Appointments on Analytical Cytometers

  1. Scheduling Lockout Period:
    The iLab scheduling software locks modifications (deletions/reductions/rescheduling) 36 hours before your appointment. Appointments cannot be altered after this lockout period; they may still be cancelled.
  2. Cancellation Fee:
    If you cancel an appointment after the 36-hour lockout period, a cancellation fee equal to 20% of the scheduled instrument time will be charged.
  3. No-Show Fee:
    If you fail to show up for your appointment without cancelling in iLabs in advance, you will be charged a No-Show Fee equal to 1 hour of instrument time.
  4. Staff-Assisted Appointments:
    • Cancellations on the same day as the scheduled appointment will incur an additional staff time charge of up to 1 hour.
    • If an appointment is rescheduled more than twice, the rescheduling will incur a cancellation fee.
  5. Delays Without Notification:
    • For staff-assisted appointments, a delay of 30 minutes or more without prior notification will result in the appointment being canceled and the appropriate fees applied.
  6. Waivers for Extenuating Circumstances:
    • In cases of valid emergencies (e.g., illness, family emergencies), charges may be waived. Please notify the Facility as soon as possible.
  7. Repeated Cancellations:
    • Users who repeatedly cancel or fail to utilize their reserved time may be subject to further discussion with their billing PI.

Appointments on Sorters

  1. Cancellation Deadline:
    Sorter appointments must be canceled at least 72 hours prior to the scheduled time to avoid fees.
  2. Cancellation Fee:
    • Cancellations after the 72-hour deadline will incur a fee equal to 20% of the scheduled instrument time.
    • For staff-assisted sorter appointments, the cancellation fee will also include up to 1 hour of staff time if cancelled the day of appointment.
  3. Delays Without Notification:
    • For staff-assisted appointments, a delay of 30 minutes or more without prior notification will result in cancellation, with all applicable fees applied.
  4. Rescheduling Staff-Assisted Appointments:
    • Rescheduling the same appointment more than twice will result in a cancellation fee being charged.
  5. Waivers for Extenuating Circumstances:
    • Allowed waivers and exceptions are consistent with those outlined under the analytical cytometers policy.

By clearly defining these rules, we aim to promote respectful and efficient use of Facility resources for all users. If you have questions or concerns regarding the policy, please contact Facility staff for assistance.