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Durham University

Research and Innovation Services

Research Equipment (RE@D)

The RE@D (Research Equipment @ Durham) is now available here: RE@D Database

The following user guides are available to help you to use the equipment database:

Adding Equipment to the Database

The Research Operations team will add the details to the equipment database once the procurement process has been completed. Below you will find:

For further details, please contact read.support@durham.ac.uk.

  • Guidance Note for Data Entry form
  • Equipment Database Taxonomy and Notes
  • Equipment Database Process Flowchart

Disposing of Capital Equipment

If you wish to dispose of an item of capital equipment, you need to complete the "Capital Asset Disposal Form". This can be downloaded from the Procurement Website.

Equipment Database General FAQs

+What is RE@D?

RE@D stands for Research Equipment @ Durham, and is a database of all research equipment at Durham University over the value of £10,000. It has been designed to comply with RCUK guidelines on equipment sharing and to aid the grant-writing process by allowing academics to view items of research equipment available for their use. Investigators need to confirm that the requested equipment is not already available for use within the host organisation, or at any other accessible location. It has the advantage of allowing academics to find pieces of equipment they may not know are available, and allowing them to respond quickly to rapid calls for new equipment that are now taking place.

+What is the website address for RE@D?

+Can I access RE@D from outside of the university?

Yes you can. Access off campus now allows you the same user privileges as access on campus. Those with the appropriate permissions are able to edit equipment from outside of the university.

+Do I need to create a user account to login to RE@D?

No, you can use your usual CIS login details and password. The login tab is in the top right hand corner of the search screen

+What is the taxonomy?

It allows classification of research equipment according to Class, Order and Genus. Class describes the primary function of the equipment (such as process equipment, materials characterisation or sample characterisation and analysis). Orders are comprised of equipment with related functions within these broad classes. The Genus is the most specific level or the classification. Each item of equipment is assigned to a genus, then each genus to a single order and each order to a single class. This allows searching by type of equipment rather than requiring specific model names or numbers. Full notes are available from https://www.dur.ac.uk/research.office/local/systems/equipment/

 

Examples of the Taxonomy:

 

Description

Class

Order

Genus

Autoclave

Process Equipment - Biological

Sterilisation

Autoclave

Spectrophotometer

Materials characterisation

Spectroscopy

Spectrophotometry

 

+I have tried to use RE@D and an error message has appeared, what do I do?

Try refreshing the webpage. If this does not work take a screenshot and email to read.support@durham.ac.uk with details.

+Does RE@D have reporting capabilities?

Not at present, nor does it keep a record of equipment usage or sharing.

+Can RE@D be used to book equipment?

No, booking of equipment and monitoring of equipment usage need to be done in the department.

For advice on how to do this, please refer to the equipment sharing policy section on booking and recording equipment:

https://www.dur.ac.uk/research.office/local/equipmentsharing/policy/booking.recording/

Equipment Database Search FAQs

+Do I need training to search RE@D?

No, RE@D has been designed to be intuitive to use and offers a keyword search function and the ability to browse by classification, description or department. If you require any assistance or a demonstration, please email read.support@durham.ac.uk

A quick user guide is also available.

+Which search terms can I use in RE@D?

RE@D has a keyword search option, for example equipment contact name, equipment name/technical identifier, taxonomy, campus name, asset/serial number, facility/service name.

The database also has filters to help you search by facility, service and/or department. You can tick as many of the boxes as you wish.

The keyword search and the dropdown filters may be used in conjunction with each other to refine your search.

+What information will equipment records contain?

All users will be able to see:

  • Description (item name)
  • Technical identifier
  • Department
  • Manufacturer
  • Sub-items of the equipment
  • Academic contact
  • Technical contact
  • Classification (taxonomy details)
  • Availability to share internally
  • Facility (plus contact)
  • Service (plus contact)
  • Facility/Service URL

Academic and technical contacts are able to see other information in addition when they login:

  • Funding Source
  • Campus, building, lab
  • Portability
  • Availability to share externally
  • Asset register no
  • Replacement cost
  • Maintenance contract details
  • Anticipated life/disposal date
  • Purchase order information
  • Attached files

 

+Not all information is in each data field, where is it?

We have only been able to populate data fields which have been provided by departments. If there is any information you would like to add, please contact the owner of the piece of equipment in question or email read.support@durham.ac.uk to fill in the missing data fields.

+Who will be able to see information on price?

Equipment owners will see the price for their own equipment only. System administrators can see price information for all equipment items.

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Equipment Database Data Addition FAQs

+How was RE@D initially populated?

Initial data collection was performed using the Finance Office central fixed asset registers. These registers are for accounting purposes and extra information was required so individual departments were contacted by the research office and an equipment champion by each department helped the data collection process, which was co-ordinated within the Research Office. This initial ‘one off’ data capture will be supplemented by departments who will have responsibility for checking and amending data as appropriate. Future data capture will be performed using a procurement form to be filled in when ordering pieces of research equipment falling under the remit of this database. The form can be found here https://www.dur.ac.uk/resources/research.innovation/equipment/EquipmentDatabaseDataEntryFormv2.1.docx

+Can I add items below £10,000?

Yes, if you feel a piece of equipment should be added please email read.support@durham.ac.uk

+My equipment/facility has been included in the initial data collection, what sort of information should I update?

It would be very helpful if equipment owners could check all details and update information where appropriate. It would be particularly helpful for the technical identifier to be as detailed as possible as it will help people when searching the database. The other description and contacts are also important to update.

Details that must be edited by a system administrator can be edited by emailing read.support@durham.ac.uk

+Should I add equipment that has no availability to share or I cannot physically allow others to access it?

Yes, RE@D is not designed to force sharing, but to enable sharing. There is no commitment for an equipment owner to share and the decision on sharing lies solely with them. As patterns of usage vary over time it is highly recommended that this field is kept up-to-date. Making equipment available to share allows also the option to increase usage of a piece of underused equipment. Some equipment is operated as a service, and putting it on RE@D allows advertisement of your service even if users cannot physically use the equipment themselves. Any sharing or service arrangements must be agreed between with the user and the service provider.

+My equipment/facility/service was on the Analytical Services Database. Do I need to add it to RE@D?

No, everything from the Analytical Services Database has been transferred over to RE@D automatically and is live in the database.

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Maintaining the Equipment Database FAQs

+Can I edit equipment details?

Only equipment owners and system administrator can edit equipment. Equipment owners are only able to edit the equipment that is assigned to them. Equipment owners are not available to edit every field. Details of what can/cannot be edited by equipment owners is available in the “Equipment Editing Guide” on the Equipment Database homepage. Only system administrators can add or delete items from the database.

If you require amendments to fields which you cannot edit please email read.support@durham.ac.uk

+How are new items added to RE@D?

An additional form needs to be completed during the usual procurement process for research equipment. This form can be found on the RE@D guidance page along with guidance notes and an explanatory flowchart. This form must be completed for all items of research equipment with a purchase price of above £10,000 (including any irrecoverable VAT) and forwarded to procurement. The procurement department will forward this form to Finance and once the equipment has arrived and been capitalised, the Finance department will forward the form to Research Operations for addition to RE@D.

+How are items removed from RE@D?

You should notify the Finance Office when disposal of any equipment held on the Database occurs. Capital Equipment Disposal Forms are held by the Capital Team in Finance and should be completed and returned to Finance by the departmental contact. The Finance Dept will subsequently notify Research Operations of any change and Research Operations will then update the Research Equipment Database.

The form can be downloaded from the Procurement Website.

+What happens if I transfer a piece of equipment to another department or institution?

You should notify the Finance Office when transfer of any equipment held on the Database occurs. Capital Equipment Transfer Forms are held by the Capital Team in Finance and should be completed and returned to Finance by the departmental contact. The Finance Dept will subsequently notify Research Operations of any change and Research Operations will then update the Research Equipment Database.

The form can be downloaded from the Procurement Website.

+I have filled in a new equipment form but the equipment isn’t on RE@D yet. Why is this?

Equipment will only be added to RE@D following delivery and capitalisation by the Finance Office. This process may take several months depending upon any tendering processes involved and time taken for orders to be processed.

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Equipment Sharing Outside of the University and N8

+Will people from outside of the university be able to search RE@D?

External people are able to search RE@D, but they will only be able to see equipment items that have been marked as “available to share externally”. No items of equipment will be shared externally without the permission of the equipment owner. External users will be able to see the same information about the equipment that internal users who are not equipment owners will see.

+What is the N8 Partnership?

The N8 Research Partnership is a collaboration of the 8 most research intensive universities in the North of England. Further information about the N8 and its members can be found on the N8 website:

http://www.n8research.org.uk/

+What is the N8 Equipment Database and how do I access it?

The N8 has set up an equipment sharing database that is available for anyone to search. The database contains information about equipment belonging to N8 members that is available to share. The URL for the N8 database is:

http://www.n8equipment.org.uk/

A search of that database will yield the following information about an item of equipment:

  • Name and classification
  • University and Department that owns it
  • Manufacturer and model number
  • Academic/Technical contact

+How do I put my equipment on to the N8 database?

All equipment that is marked as “available to share externally” in RE@D will be added to the N8 equipment database.

+What do I do if I am applying for equipment on a grant with N8 partners?

Please contact the Research Operations team to discuss your proposal if you wish to do this.

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