Micro Access

The Micro Access Fund promotes collaborative research by improving trainee access to shared imaging and characterization facilities at UBC. Many facilities charge user or service fees for equipment training, instrument time, or specialized accessories - particularly for users outside the host department or unit. This grant enables graduate students, postdocs, and researchers to access specialized instruments, tools, and expertise, thereby enhancing their research capabilities and technical training.

Funding of up to $1,000 may be awarded per application, payable directly to the facility. The approved amount can be used toward training, service fees, technical support, sample preparation, materials, supplies, and other relevant needs. Funds are awarded on a rolling basis throughout the fiscal year (Apr 1 - Mar 31). Please review the Terms and Conditions at the end of this page to ensure you are eligible to apply.

List of Eligible Facilities

• Bioimaging Facility (BIF)
• Centre for High-Throughput Phenogenomics (CHTP)
• Electron Microbeam & X-ray Diffraction Facility (EMXDF)
• Materials Engineering Electron Microscopy Lab (EM Lab)
• Pacific Centre for Isotopic and Geochemical Research (PCIGR)
• Quantum Matter Institute (QMI) Microscopy Lab
• UBCO Fipke Laboratory for Trace Element Research (FiLTER)
• X-ray Computed Tomography (X-ray CT) Facility

How It Works?

Trainees (i.e., graduate students, postdocs, and researchers) submit an application including details such as the facility name, instrument requested, statement for access, estimated cost, and other relevant information. Once approved, funds will be transferred directly to the PI or facility director managing the instrument.

Eligibility

Applicants must:

• Be a full-time UBC Vancouver or Okanagan graduate student, postdoctoral fellow, research associate, or staff member.
• Maintain eligible status, i.e., full time status, at the time of access.
• Agree to submit a 1-page reflection report after being granted access to the facility.
• Not have received this award more than once in the current fiscal year (Apr 1 - Mar 31). Priority will be given to first-time applicants.

How to Apply?

1. Complete and sign the PDF application form (signed by the applicant, the supervisor/PI, and the facility manager), then submit your application via Qualtrics – you will be asked to upload the completed PDF.
2. Submit your application 1-2 months before you plan to access the facility. Incomplete applications will not be reviewed.

After you Apply

Applications will be reviewed within 3 weeks of submission. Successful applicants will receive a confirmation letter indicating the approved funding amount. Applicants and the facility manager or PI must confirm and sign to accept the award. Once the signed letter is received, funds will be processed via Workday using the worktag provided in the application. Please allow a few weeks for payment processing.

After You Access the Facility

Please submit a short 1-page report summarizing your experience and outcomes. More details on the report will be outlined in your approval letter.

Terms and Conditions

1. Purpose of the Grant: This grant is intended to support trainees in accessing specialized equipment or shared facilities for short-term, non-routine, exploratory, and/or preliminary work.
2. Eligible Use of Funds: Funding may be used to support training sessions, service fees, technical support, sample preparation, materials, supplies, and other costs directly related to conducting the proposed experiment.
3. Conflict of Interest: Trainees requesting support to access facilities overseen directly by their supervisor or PI must disclose this relationship. This information will be captured in the application form through the required facility and supervisor details. Funding decisions may be subject to additional review to mitigate potential conflicts of interest.
4. Ineligible Activities: Normally, the following types of access are not eligible for support under this grant:
   1. Routine, repeated, or production-level research activities;
   2. Long-term or ongoing projects requiring recurring facility access;
   3. Activities that fall under the regular operational costs of the trainee’s research group.
5. The cluster reserves the right to deny any application that does not meet the requirements of this grant.
6. Reporting Requirements: Upon successful approval of the grant and completion of facility access, trainees are required to submit a brief report that includes:
   1. The facility name, access timeline, and type of work conducted (e.g., short-term, exploratory, preliminary, or others), including how the funds were used (e.g., training, service fees, technical support, and/or others);
   2. The purpose of the access, how it supported or enhanced the applicant’s research objectives, and key learnings or outcomes;
   3. Relevant photos from the facility access (e.g., micrographs or others).
7. The cluster reserves the right to request the return of funds if any of the following are identified upon review of the report:
   1. Misuse of funds or facility resources;
   2. Changes in project scope that result in ineligible use of funds;
   3. Safety, compliance, or facility booking issues.
8. The Micro Access grant is administered by the cluster management team.