ViDaB Lab Constitution
This document draws significant inspiration from and has been adapted based on the FIU Plant-Chemical Ecology Lab's and UPRM's MADDReptiles Lab's materials. It outlines the guidelines and operational principles of the UPRM ViDaB Lab, directed by PI Alex J. Veglia, Ph.D. The document establishes the core values, rights, and responsibilities for all ViDaB Lab members.
Welcome to the ViDaB Lab at the University of Puerto Rico at Mayagüez! You are now part of our small, but growing community and I hope your time here will be both productive and fulfilling. This document is to serve as the constitution of the ViDaB Lab at UPRM. A “constitution” is a body of fundamental principles according to which an organization is governed. Most constitutions are considered “living documents” always changing and updated with changing times, and this one is no different. The goal of this constitution is to help lay down the overall mechanics of the lab, your responsibilities to the lab and your fellow students, and what you can expect to get back from the PI (Principal Investigator—Me) and the Lab. In addition to this Constitution, all ViDaB Lab members ARE REQUIRED to review and sign the ViDaB Lab Code of Conduct prior to joining and working in the Lab.
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Safety and basic training
The expression “safety first” takes a completely different meaning in professional research labs such as ours. In our lab specifically, we safely store and work with potentially very dangerous chemicals, including solvents and biological materials. In your other labs or lab-based courses, the dangers were likely to get a cut or a nasty burn, whereas dangers in our lab could be much greater if proper protocols are not followed. Our lab is a wet lab is a research laboratory where it is necessary to handle various types of chemicals and potential “wet” hazards. As such, to be able to work in the ViDaB Lab, all members, graduate and undergraduate alike MUST get several certifications to ensure the safety of all.
This training currently includes all the required UPRM training modules can be found listed in the UPRM Laboratory Management Plan and include but are not limited to the below topics:
Small Spills and Leaks
Safe Use of Emergency Eyewash and Shower
Safe Use of Fume Hoods
Safe Management of Biohazardous Waste
Personal Protective Equipment (PPE): Laboratory
Laboratory Hazard Awareness
EPA: Hazardous Waste Awareness
Chemical Handling Safety – Solvents
Chemical Handling Safety – Flammables
Chemical Handling Safety – Corrosives
Chemical Handling Safety – Basic Principles
Training is carried out through the UPRM CEP and certifications MUST be completed during the first semester and renewed every TWO YEARS. Completing all these certifications is MANDATORY at UPRM. In addition to these certifications, each protocol we use or develop in the lab or field has its own set of safety guidelines and mechanics. If you have any concerns about the safety of any procedure, please ask a senior lab member or the PI.
In addition to the lab, we conduct both local and international fieldwork which present their own unique sets of safety challenges. When conducting fieldwork, whether with the PI or with other team members, you are a representative of the Lab and UPRM, and are expected to adhere to the guidelines and principles to promote a safe and equitable environment as covered in Ramírez-Castañeda et al. (2022): be collaborative, be respectful, be legal, and be safe.
Additional Rules Regarding Fieldwork (these are RULES, NOT GUIDELINES):
Before beginning fieldwork, all Lab members must complete general field safety training.
Before beginning fieldwork, all field protocols, research permits and field sites must be approved by the PI and relevant documents deposited on the Lab Teams project folder.
Always use the buddy system. No Lab members are to conduct fieldwork alone, regardless the situation.
All Lab members in the field must have cell phone service activated and/or two-way radios when applicable.
Emergency contact info, including locations of closest medical services, must be in all vehicles used for fieldwork.
Appropriate field equipment, including suitable clothing, sunscreen, safety gear like dive sausages or dive flags, and other necessary gear for boat work and snorkeling/scuba diving, must be utilized at all times when conducting fieldwork.
The Lab has a zero-tolerance policy regarding instances of harassment or violence, including altercations with the public. Any Lab member that engages in behavior that is in violation of UPRM policy, or the Lab Code of Conduct, will be immediately dismissed and removed from their project.
*For more details regarding rules for sampling in marine environments, see further down in document.
The Lab -- B351
Our lab’s research is a collective enterprise. Indeed, it is overall directed by a single person (the PI), but we all depend on its collective function to achieve our individual and collective goals. The better our lab, the better the products we produce in it will be, from our manuscripts and presentations to our outreach and community engagement. Ultimately, the quality of these products has a direct impact on the research we produce, the knowledge we contribute and to the obtaining top-tier jobs, fellowships and post-graduate positions. The most important tool we all have to achieve these goals is our laboratory space and therefore, we should all feel responsible, invested, and motivated to keep the lab running at its best possible potential. Accordingly, ALL members of the ViDaB Lab MUST adhere to the following rules.
Keep the lab clean: The state of our lab reflects the quality of our research and the kind of scientist and professionals we are. EVERYONE in the lab is equally responsible for the state of the lab and every member is expected to contribute to lab maintenance and cleaning.
Take EXCELLENT care of the equipment: Good equipment can help you make great science. Some of our equipment is old, but in great working condition whereas others have been recently purchased. We have gone through a lot of effort setting up a top-of-the-line research lab with some of the best equipment, using limited resources. This is not common for many labs and with the state of funding in higher ed, it is not a guarantee that we can easily replace even the most essential basic equipment. If equipment breaks or is not maintained, not only you but all future lab students, will not be able to use this equipment or benefit from it. Take great care of the equipment and the equipment will take great care of you.
Pass it forward: When developing a protocol for the field or lab, do it like you are doing it for everyone. Always create a written version that is clear and with enough detail that future students can use it without being taught by you, but, if possible, also make a video! Videos are a quick and easy way to share your knowledge and can be easily uploaded to the Lab’s research drive along with your written protocol. Always budget time to train or help train the new students and show others what you have learned.
Keep the Lab running: The lab, its equipment, and the supplies therein are there to help you succeed. But, just like your refrigerator, it does not get filled and refilled by magic. Keeping the lab stocked and the equipment running is not cheap and requires collective effort. When using supplies and equipment, and for the benefit of everyone, Lab members MUST adhere to the following rules (note that these are NOT guidelines but actual RULES):
a) Use materials wisely. Do not waste materials and supplies. Carpenters have a simple rule: measure twice, cut once. So, think very well how you are going to do the work before you do it.
b) Do not HACK. Simply put, do not use a tool or supply design for a particular purpose, to achieve another. We have a lot of specialized supplies in the lab and if you do not know what the purpose of a particular tool or supply is, ask.
c) Do NOT HURRY: The key to good, accurate, precise, and overall good lab work is not to hurry. The majority of mistakes and spills in the lab (see below) are related to rushing/hurrying a protocol. If you do not have time to complete a protocol slowly and with the most attention possible, do not start it.
d) LABEL and Document: The second most common mistake made in research labs is due to improper labeling. Every tube, container, plate etc should have the appropriate label (including date). When opening a reagent for the first time it needs to be labled with the date and your initials. All samples should be labeled with the appropriate project ID, sample number, date and initials. EVERY lab member is required to keep track of all projects in a physical Lab notebook and update sample sheets, metadata and project protocols on the Lab research drive.
e) Keep it stocked: If the lab is about to run out of some supply, please let someone know (the PI or senior grad student). In addition to this, add the item to the Lab Ordering list on the research drive.
f) Contribute when possible. If your project has funds to replace the materials, do so. If you do not have grant/project funds to replace the materials, look for some funding (see potential funding sources on the Lab research drive) so you can replace the materials; either before, or after using the supplies.
Mistakes will happen!
The Lab, like any other complex system, has many moving parts and it is normal for things to “go wrong” every once in a while. This is also part of doing science—learning from some amount of trial and error. However, when mistakes happen it is always better to be honest. This not only helps to promote a safe collaborative environment but also will produce better science in the end.
If an issue arises, don’t worry, remain calm, think clearly, and try to follow the guidelines below.
An issue with the equipment: If the equipment malfunctions, breaks, or does something clearly out of the ordinary, stay calm. If you are not 100000% sure you know what you’re doing and do not have the right training, do not try to “fix” the problem. If possible and safe, take some pictures of the issue with your phone. Turn the equipment off if needed. Contact the PI or a senior Graduate Student.
An issue with a protocol: Once in a while you might find yourself making a mistake while performing a protocol. It might be an issue of labeling, it might be an issue of missing a reagent, or adding it twice. It could also be an issue of “forgetting” what sample was next, or not properly calibrating equipment. This kind of thing happens.The most important thing to remember is that you should always choose to “re-do” the sample(s) instead of doing them with the “possibility” of doing it wrong. If there is an issue, just continue with the samples that remain, the ones you are 100% sure they are fine. Let someone know which samples have been compromised and always be sure to document exactly what happened in your lab notebook.
An issue with a spill or broken glassware: Just follow our spill protocol and let someone know it happened and how. This is the only way we can take the required actions to try to prevent this kind of issue from happening again.
Lab regular cleaning and “Lab Cleaning Events”
It might surprise you, but aside from emptying non-biohazard trash and occasional floor cleaning, research labs are not cleaned by the universities cleaning crews. Custodians cannot tell the difference between a valuable sample and an old dirty tube, and uncleaned labs can have a buildup of old reagents and samples that can reach dangerous levels. Therefore, the task of regularly cleaning the labs falls on the researchers. Thus, it is the duty of all Lab members to try to keep it clean. Although labs do not get dirty very fast, they do need a sweep/vacuum/bench cleaning every now and then. We do not hold any particular individual responsible for this task, we expect each one of you to take action when action is needed. If this does not happen organically; the PI will choose a member at random during lab meeting to take care or organize any cleaning necessary.
As a general rule, you must clean your workspace once before you start working and once after you have done your work. Make sure you take the time to do a good job. This includes making sure the equipment is clean, also check under the equipment, check the floor, the benchtop, etc.
It is also very clear that you are in charge of cleaning your glassware and other equipment after you use them, including returning clean glassware/equipment to its proper location once dry.
Despite all these rules, the dirt and grind will slowly accumulate in the lab, sinks, fume hood, equipment, etc. To tackle this issue, we organize two yearly “Lab Cleaning Events” at the beginning of fall and end of spring. This is a week long cleaning activity where all members of the lab devote at least 2 hours of their weekly scheduled to perform a DEEP CLEANING of the lab. During this week, all benchtops are cleared of equipment and cleaned. All equipment is cleaned and organized, and refrigerators and freezers are organized and defrosted if necessary. Chemical inventory and supply lists are inventoried and updated on the Lab research drive.
Undergraduate Research in the ViDaB Lab
Undergraduate research students are an integral part of the Lab and therefore, we are proud to have multiple opportunities for students to help, collaborate, and participate in scientific research. These range from purely data entry and assisting with field or laboratory data collection to fully independent projects where students conduct all aspects of the research including data analyses and manuscript writing. We use these opportunities to integrate education and research, a major goal of the Biology Program at UPRM. However, students working in the lab should understand that the task and activities in which they can participate are based on (a) the needs and objectives of the research and (b) the abilities and experience of the students.
That said, only undergraduates willing to make a serious commitment to their research experience are accepted to the lab. The lab will be expecting a high level of responsibility and professionalism from ALL of our students. Consistent work schedules, care, attention to detail, constant curiosity, and willingness to constantly improve their work are some of the most valuable traits we seek in our students.
Students are typically accepted to the lab on a trial basis and are expected to commit a minimum of 1 year to the Lab to enroll in research credit. After their first 6 months, depending on their performance and commitment to their research experience, students can be promoted to FULL lab members. Students failing to be promoted to FULL lab members will be dismissed to grant opportunities to other students. Undergraduate students that are FULL lab members have the opportunity to register their lab work as research credit so their work in the lab shows in their transcripts. Depending on the availability of funds and the abilities and experience of the student, the Lab can sometimes also offer PAID internships to undergraduate members. Similarly, experienced undergraduate FULL lab members can also have the opportunity to carry out independent research projects and apply for grant funding under the direction of the PI. For completed projects, the Lab can support the publication of the work and/or its presentation in regional and national scientific meetings.
Once promoted to FULL lab members, undergraduate students can remain active members of the lab for as long as they wish. However, it is crucial to note that FULL undergraduate lab members should maintain a high commitment to their research experience during their time in the lab. Failure to consistently (a) follow safety protocols, (b) observe work protocols and follow instructions, (c) adhere to the guidelines within this constitution, or (b) missing their agreed work schedule for three consecutive weeks without giving the lab a timely “heads-up”, will cause students to permanently lose their position in the lab.
Student responsibilities per student categories
My goal as the Principal Investigator is to provide an environment that fosters both professional and personal development for all students. We aim to build a community where everyone feels they can be themselves, and where respect, support, and care for one another are paramount. To achieve this, in addition to the research-related responsibilities outlined below, all students are required to complete the Diversity, Equity, Inclusivity, and Justice (DEIJ) training modules available on the ViDaB Lab Teams. These training modules MUST be completed within the first 6 MONTHS of joining the lab. Furthermore, lab meetings will include discussions on DEIJ materials, which we will review together as a lab community.
Master Students’ Responsibilities
As a Master student in the ViDaB Lab, in addition to the formal requirements of the UPRM Biology Graduate Program, you are expected to:
Define a research project within the first 6 months. As with most Master students, you are recommended to join one of the Lab’s pre-established projects, but this is not mandatory, and you also have the choice of identifying and designing your own research project (but see #2).
If you choose to develop your own new project, the Lab will not have any existing funds to support your fieldwork or data collection. However, looking for research funds is a great training experience that might become valuable for you in the future, and the PI will support you in these endeavors, including assistance with grant writing and providing letters of support.
Complete a literature review chapter relating to your topic in the first year. Ideally this will be a novel and impactful synthesis of existing work, and should be prepared for submission as a REVIEW paper in a peer-reviewed journal.
Complete at least 1 research chapter of a Master Thesis. This chapter is defined as a publishable research paper in peer-reviewed journal. The chapter should have an introduction, a clear hypothesis, experimental design, ORIGINAL data, results, statistical analysis, interpretation, discussion, and conclusions.
Give at least one presentation within the biology department and one external presentation.
Apply to at least one small grant.
Participate in all lab meetings and weekly one-on-ones with the PI.
Dedicate a minimum of 4 hours a week to the lab collective endeavors.
Identify a thesis committee within your first 6 months.
Update your committee on your progress at least once per semester.
Participate twice a year in the lab clean-up event.
Help prepare the lab for hurricanes if ever needed.
Guest Graduate Students’ Responsibilities
We welcome and encourage collaboration with students from other labs and universities. As guess members of the lab, we expect you to follow all applicable rules stated in this constitution. We also ask that you:
Give at least one presentation about your project in one of our Lab Meetings.
Do everything you can to help replace the materials and supplies you will use for your project. If you have no funding and are not able to secure any soon, please consider returning some “love” to the lab by helping in its maintenance, cleanliness, improve its organization, helping in other projects, etc.
Help prep. the lab for hurricanes if ever needed.
Do not forget about the lab at the time of publication.
Undergraduate Students’ Responsibilities
FULL Undergraduate student researchers must commit to at least one full calendar year to the Lab, including 1 summer.
Work at least 3 hours per week on the lab collective endeavors.
Undergo all necessary training and submit your training certificates/evidence before starting your work at the lab.
Keep a consistent work schedule, and update research hours on the Lab Teams.
Inform the Lab if you will be missing lab work.
Follow all safety procedures.
Participate in all lab meetings and each project team must have bi-weekly meetings with the PI.
Give at least one presentation in the lab meeting per year.
FULL undergraduate student researchers who develop independent projects are expected to apply for a least one small grant, and submit a draft of their project including introduction, a clear hypothesis, experimental design, ORIGINAL data, results, statistical analysis, interpretation, discussion, and conclusions upon project completion.
Train new students when needed.
Do not bring unauthorized people into the lab.
Participate twice a year in the lab clean-up event.
Help prep. the lab for hurricanes if ever needed.
Lab Records and Notebook Keeping Guidelines
Proper record-keeping is a fundamental part of scientific research and is critical for maintaining the integrity, reproducibility, and accountability of our work. All lab members must maintain accurate and detailed records of their experiments, protocols, and analyses, and must follow the procedures outlined below for managing lab notebooks, digital records, and lab documents.
1. Purpose and Importance of Lab Notebooks
Lab notebooks serve as a legal and scientific record of research activities. They are essential for:
Reproducibility: Ensuring that experiments can be replicated based on the records of methods and results.
Intellectual Property: Documenting the development of ideas, inventions, and processes that could lead to publications, patents, or other intellectual property.
Accountability: Providing a clear, timestamped record of research activities in case of disputes or audits.
Collaboration: Facilitating communication and continuity within the research team.
Lab notebooks are legal documents, and researchers may be required to produce them in the event of a dispute over research findings, intellectual property, or authorship. Therefore, maintaining accurate, up-to-date, and complete records is not only good practice but a legal necessity.
2. Lab Notebook Requirements
Physical or Digital: Lab members can use either physical lab notebooks or approved digital platforms for keeping records, as long as they follow the guidelines below.
Chronological Order: Records should be kept in chronological order, with clear dates for every entry.
Detailed Descriptions: All experimental procedures, observations, and results must be described in enough detail that another researcher could reproduce the experiment without additional input. This includes:
Objectives: Clearly state the purpose of the experiment or analysis.
Methods: Include step-by-step protocols, reagents used, and any deviations from standard procedures.
Results: Record observations, data points, and measurements. Any equipment used should be noted with model numbers or settings.
Analysis: Include any calculations, interpretations, and insights related to the results.
Issues or Modifications: Clearly document any problems encountered or deviations from the original plan.
3. Legal and Ethical Considerations
Ownership: Lab notebooks and records are the property of the lab and the University, not the individual researcher. They must remain in the lab when a member leaves, and the PI may request access to any notebook at any time.
Tampering: No tampering or retroactive changes should be made to lab records. If an error is discovered, it should be corrected by striking through the original entry with a single line (so it remains readable) and adding the corrected information with the current date.
Confidentiality: Lab members should not share or distribute lab notebooks or sensitive research data without prior approval from the PI. All data must be treated with confidentiality and respect.
4. ViDaB Lab Teams Repository
The ViDaB Lab Teams serves as the central and permanent repository for:
Lab Protocols: All lab protocols, whether they are experimental methods, safety procedures, or equipment handling instructions, must be uploaded and kept up-to-date in the Teams repository. Lab members are responsible for maintaining version control and noting any changes made to protocols.
Project Metadata and Permits: All metadata related to ongoing projects, including research permits, land access agreements, and ethical approvals, must be filed in the repository.
Inventories: Current inventories of lab equipment, reagents, and samples must be maintained in the shared Teams space to ensure proper resource management.
Research Hours and Emergency Contacts: All lab members must keep their personal information, including emergency contacts and logged research hours, updated in the repository.
Lab Protocols and Document Access: The ViDaB Lab Teams repository also serves as a growing database of all drafts of proposals, abstracts, presentations, posters, and papers authored by lab members. These documents are made available for the sole purpose of providing examples of how such documents should be structured, organized, and formatted. Under no circumstances should any part of these documents be plagiarized, either fully or partially. Access to the database comes with a commitment to respecting the integrity and collective spirit of the lab’s work.
5. Best Practices for Lab Notebook Keeping
To ensure clarity, accuracy, and organization in your lab notebooks, follow these guidelines:
Write in Ink: For physical notebooks, always use a pen, and never remove pages. All entries should be permanent.
Timely Entries: Record data, results, and observations immediately, never relying on memory or retroactive notes.
Tables and Figures: Use graphs, tables, and diagrams where appropriate. Paste in relevant printouts or files in digital notebooks.
Sign and Date Entries: Each entry should be signed and dated. Additionally, if others are involved in experiments or analyses, their names should be noted.
Citations: If referencing external protocols, sources, or literature, provide proper citations or links.
6. Consequences of Inadequate Record-Keeping
Failing to maintain proper lab records can have severe consequences:
For the Researcher: Poor documentation can lead to irreproducible results, missed opportunities for publications, or exclusion from authorship. It may also raise questions about the integrity of the research.
For the Lab: Incomplete or inaccurate records can jeopardize the lab’s reputation, create legal issues around intellectual property, and affect grant compliance.
Undergraduate Independent Projects
After working for at least 6 months (1 semester) in the lab, undergraduate students can apply to have an independent research project. This project should be designed to take between 6 to 12 months to be completed. These projects normally will require between 4-6 hours of work per week. Every student and project will require a mentor. Both the PI and graduate students can serve as mentors, as well as Postdoctoral Researchers. The specific goals, hypothesis, methodology, and timeline of the project should be defined and written in a one to two-page proposal before the project is started. It is highly encouraged that potential research students discuss their project ideas with the PI and graduate students early on, even in their first semester. Every independent project should have a final product such as a poster, talk, or paper. Undergraduate students will be encouraged to present their work at the UPRM Biology and PR-LSAMP research symposiums, as well as national conferences. If the lab has the resources, travel funds will be made available to students to present their work.
Lab meetings
Lab meetings take place every week. The day of the week is determined every semester and is subject to change based on availability and schedules of all students. When necessary and appropriate Lab meetings can be attended virtually, although in-person participation is highly encouraged. It is the responsibility of the senior graduate student (chosen each semester) to liaison with the PI and send out lab meeting updates and maintain meeting notes/schedules. The meeting is composed of three 20 min sections: Lab matters (all lab-related issues and info), the paper of the week (reading a relevant scientific paper chosen by a student), meeting presentation (a presentation on a subject by a member of the lab. these can be a practice talk, a draft paper or proposal, a mini class on some interesting topic).
Authorship Guidelines for the ViDaB Lab
1. General Principles of Authorship: Authorship on any scientific manuscript, poster, or presentation resulting from research conducted in the Virus, Diversity, and Bioinformatics Lab reflects a significant intellectual or practical contribution. All individuals who invest a significant amount of work in the project will be considered for authorship, regardless of their position (graduate, undergraduate, postdoc, or private individual). The criteria for authorship, based on widely accepted standards, include:
Substantial contribution to the conception, design, data collection, or analysis and interpretation of the research.
Drafting or critically revising the manuscript for important intellectual content.
Approval of the final version of the manuscript, poster, or presentation prior to submission or presentation.
Accountability for all aspects of the work, ensuring that any questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.
There are two exceptions where individuals are typically not considered authors:
Technicians: Individuals who are paid to perform a specific task (e.g., sample processing) and are not otherwise involved in the broader aspects of the project.
Trainees: Individuals involved in data collection purely for their own training on specific techniques, without further contribution to the project.
2. Levels of Contribution for Authorship: Authorship requires meeting all three criteria below. Contributing to one or two aspects alone (e.g., data collection or manuscript editing) does not suffice for authorship:
Conceptual Contribution: Developing the research idea, designing experiments, or providing critical intellectual input that shapes the project’s scientific direction.
Data Contribution: Playing a major role in generating, analyzing, or interpreting data that contribute substantially to the manuscript’s main findings.
Writing Contribution: Actively participating in the writing or substantial revision of the manuscript or other dissemination materials (posters, presentations). All authors must contribute intellectually to at least one section.
3. Specific Roles and Contributions (Based on CRediT Taxonomy): Individuals involved in the following roles should be considered for authorship if they also meet the criteria above:
Conceptualization: Formulating research goals and objectives.
Methodology: Designing methods, protocols, or experiments.
Software: Writing software or custom code needed for the project.
Data Curation: Managing and organizing data for analysis.
Formal Analysis: Applying analytical or statistical techniques.
Investigation: Conducting experiments or fieldwork.
Writing – Original Draft: Writing the manuscript or major sections of it.
Writing – Review & Editing: Critically revising the manuscript for intellectual content.
Supervision: Providing oversight or guidance for the project.
Funding Acquisition: Obtaining funding that directly supports the project.
Obtaining Permits/Access: Securing research permits, land access, or other approvals that are crucial to conducting the project.
4. Non-Author Contributions (Acknowledgment): Contributions that do not meet the criteria for authorship should be recognized in the Acknowledgments section. This includes tasks such as:
Providing reagents, samples, or facilities.
Assisting with data collection or providing administrative support.
5. Determining Authorship Order: The first author is typically the individual who contributed the most to the project, including leading data collection and manuscript preparation. First authorship should be determined before the manuscript is written and, ideally, at the beginning of the project.
The last author is usually the principal investigator (PI) when the project is conducted within their lab. If the work was mostly done elsewhere, the PI should be listed near the end of the author list but not as the last author.
Other authorship positions are generally determined in one of two ways:
Alphabetically, except for the first and last author.
Order of contribution, as agreed upon by the PI and project team.
Corresponding Author: The PI is usually the corresponding author. However, for students/researchers planning to remain in academia, they may be listed as co-corresponding authors alongside the PI.
6. Resolving Authorship Disputes: Authorship roles should be discussed and agreed upon at the outset of the project and revisited as the project progresses. In case of disputes, the PI will mediate the discussion and, if necessary, seek input from senior colleagues to resolve disagreements.
7. Transparency and Accountability: All authors must approve the final version of the manuscript, presentation, or poster prior to submission and must agree to be accountable for their contribution. Each author should be able to identify their specific role in the project.
8. Inclusivity in Authorship: In our lab, contributions from all individuals—regardless of position (graduate, undergraduate, postdoc, or private individual)—will be equally considered for authorship, provided they meet the contribution criteria. Authorship will be decided based solely on the contribution to the project, not the hierarchical status of the contributor.
A Few Lab Core Principles
These principles are meant to encourage an engaging, inclusive and collaborative research environment but are also broadly applicable to maintaining a positive outlook outside the Lab. Many of these have been modified from others such as Richard Freynman, Ray Huey, and Tim Colston.
1. Always be kind and respectful to yourself and others.
2. Expect the best, but see failure as a beginning, opportunity, and nudge in the right direction rather than a dead-end.
3. Never stop learning, and learn broadly, but never let the knowledge get on the way of your imagination and creativity.
4. Assume nothing, question everything. Allow yourself time to think exhaustively. Deep thinking is NOT a waste of time and you will never have more time than you do now.
5. Teach others what you know. Never be afraid of sharing your fears and confusion. Always share your negative experiences as well as the positive. Seek out opportunities to hone your communication and teaching skills.
6. Analyze objectively. Never rush to make conclusions. Always try to ask questions.
7. Practice humility at all times. Always see your mentees and peers as potential collaborators, not competition.
8. Respect constructive criticism. Value the chance to see your work from someone else’s perspective. This includes learning to handle rejection.
9. Take the initiative and always try to contribute in useful ways.
10. Always give credit where it’s due.
11. View every project as a potential publication.
12. Develop your persistence and creativity. Academia is a marathon, not a sprint.
13. Prioritize your mental and physical health. All other aspects of your research and teaching will benefit.
14. Relationships matter more than products.
Collaboration and Conflict Resolution Guidelines
In the Virus, Diversity, and Bioinformatics Lab, fostering collaboration, respect, and open communication is crucial to maintaining a positive and productive environment. Conflicts may arise in any setting, but how we address them is key to preserving our lab's integrity and cohesion. Below are the steps and expectations for how lab members should work together and address interpersonal conflicts using a "calling in" approach—encouraging thoughtful, solution-focused dialogue.
1. Principles of Working Together
Respect and Inclusivity: All lab members must treat each other with respect, regardless of role or background. This includes respecting diverse perspectives and fostering an inclusive environment where everyone’s contributions are valued.
Support and Teamwork: Collaboration is essential for success. Lab members should support each other, share knowledge, and seek opportunities to work together on research projects. Remember that science is a team effort.
Clear Communication: Maintaining professional, clear, and considerate communication is critical. Whether in-person or digital, lab members should communicate openly about expectations, responsibilities, and progress.
2. Conflict Resolution Approach: "Calling In"
In line with the CLEAR Lab Book principles, we emphasize "calling in" as the preferred approach to address conflicts. "Calling in" is a respectful and compassionate process where the goal is to engage in constructive dialogue rather than blame or criticize. Here’s how to approach conflict resolution using this method:
Step 1: Recognize and Reflect
Recognize the Issue: When a conflict or misunderstanding arises, the first step is to acknowledge it. Take time to reflect on the situation and identify the root of the issue before reacting emotionally.
Self-Awareness: Consider your role in the situation and how your actions may have contributed to the conflict. This step encourages ownership of your behavior and fosters open-mindedness in future discussions.
Step 2: Call In – Initiating Dialogue
Private Conversation: Approach the person involved privately and respectfully. The goal is not to "call out" or embarrass but to call in—inviting them into a dialogue aimed at understanding and resolving the issue.
Use “I” statements: Express your feelings and perspective using statements like, “I felt excluded when…” or “I noticed that we had a disagreement on…”
Be specific and focused: Clearly explain the behavior or situation that concerns you without generalizing or making assumptions about the other person’s intentions.
Step 3: Listen and Engage
Active Listening: During the conversation, listen to the other person’s perspective without interrupting. Ask clarifying questions if necessary to fully understand their point of view.
Empathy and Understanding: Approach the conversation with empathy, seeking to understand the feelings and perspectives of the other person. Keep the focus on finding common ground and a way forward.
Collaborative Solutions: Work together to identify possible solutions or adjustments that can resolve the conflict. The goal is to improve future interactions and foster a supportive working relationship.
Step 4: Mediated Discussion (If Necessary)
Seek Mediation: If direct communication through the calling-in process does not resolve the conflict, or if either party feels uncomfortable addressing the issue alone, mediation with a neutral third party is the next step. This could be:
The Principal Investigator (PI) or a senior lab member who is not involved in the conflict.
A university DEI officer or other designated mediator.
The mediator’s role is to facilitate respectful communication and help both parties work toward a solution. Both parties should participate in mediation with a willingness to resolve the issue constructively.
3. Escalating Conflict Resolution
If the conflict remains unresolved after direct communication and mediation, or if the issue escalates to affect the broader lab environment, more formal steps may be required:
University Resources: We may consult the university’s Office of Conflict Resolution, Human Resources, or a Diversity, Equity, and Inclusion (DEI) Office for further guidance and support.
Documenting the Issue: In cases where conflicts are escalated, lab members should document the steps taken to address the conflict (e.g., summaries of discussions, mediation efforts) to ensure transparency and accountability.
4. Accountability and Professionalism During Conflict
Confidentiality: Any discussions related to conflicts must remain confidential. Lab members should not discuss the issue with individuals who are not directly involved unless necessary for resolution.
Professional Conduct: All lab members are expected to maintain professionalism throughout the conflict resolution process. Personal attacks, derogatory comments, or retaliatory behavior will not be tolerated.
Commitment to Growth: All individuals should approach conflict resolution with a mindset of growth and improvement, aiming to strengthen the working relationship and lab culture.
5. Fostering a Positive Lab Culture
To prevent conflicts and maintain a healthy lab culture, we encourage:
Regular Check-ins: Lab meetings and one`on-one check-ins with the PI or lab manager are opportunities to discuss potential concerns or challenges before they escalate into conflicts.
Ongoing Feedback: Constructive feedback should be offered and received in a spirit of collaboration. Feedback is meant to support professional growth, not to criticize or undermine colleagues.
Team Building: Engaging in team-building activities and maintaining open communication within the lab can strengthen relationships and create a more harmonious environment.
6. Consequences of Unresolved Conflict
Unresolved conflict can harm not only the individuals involved but also the overall productivity and culture of the lab. If conflicts are left unaddressed, the following consequences may arise:
Decreased Productivity: Ongoing conflict can disrupt research progress and negatively impact the quality of work.
Strained Relationships: If issues are not resolved, they can damage relationships among lab members, making collaboration difficult.
Lab Disciplinary Action: In severe cases, unresolved conflicts that affect lab performance or violate lab policies may result in disciplinary action, including changes in project assignments or university intervention.
7. Lab Values and Shared Responsibility
In the Virus, Diversity, and Bioinformatics Lab, we are committed to creating a respectful, collaborative, and supportive environment. All lab members share responsibility for maintaining these values and addressing any conflicts that arise in a constructive and thoughtful manner.
Field Safety Guidelines for Marine and Terrestrial Sampling
Conducting fieldwork in tropical marine and terrestrial environments requires strict adherence to safety protocols to protect the well-being of all participants and ensure successful sampling efforts. The following guidelines outline the necessary gear, procedures, training, certifications, and approvals required for anyone engaging in field sampling, ensuring that lab members are well-prepared and equipped.
1. Pre-Field Trip Requirements
Approval from PI: All field trips, whether marine or terrestrial, must receive prior approval from the Principal Investigator (PI). This approval ensures proper planning, adequate equipment checks, and the implementation of safety protocols. No unauthorized individuals should take part in any field sampling without prior discussion and approval from the PI.
Field Plan Submission: Lab members planning a field trip must submit a detailed field plan to the PI for approval. The plan must include:
The location and objectives of the trip.
A list of all participants and their respective roles.
Sampling methodologies and expected duration.
Potential hazards or challenges related to the environment.
Emergency contact information, including local emergency services and nearest medical facilities.
Safety measures for the specific environment (e.g., marine or terrestrial).
2. Required Gear for Marine and Terrestrial Sampling
Safety is paramount during all field activities. All participants must have and maintain the appropriate gear for both marine and terrestrial fieldwork.
Snorkeling Gear:
Mask and Snorkel: A well-fitting mask and a snorkel with a purge valve to ensure clear breathing.
Fins: Properly fitting fins to allow for efficient movement in the water.
Wetsuit: A wetsuit appropriate for tropical water temperatures (commonly 3mm or thinner). A wetsuit provides buoyancy, thermal protection, and protection against stings or cuts from marine organisms.
Buoyancy Device: A snorkel vest or personal flotation device (PFD) is required for safety.
Safety Equipment: Every participant must carry a whistle or dive alert device, as well as a signaling device (e.g., inflatable surface marker buoy).
Collection Gear: Ensure that sampling tools such as collection bags, underwater slates, or specimen containers are securely attached to prevent environmental damage or gear loss.
SCUBA Gear (For certified divers only):
All participants engaging in SCUBA activities must have the following gear:
Regulator and Octopus: Primary and secondary regulators must be regularly serviced and maintained.
Buoyancy Control Device (BCD): A BCD with an integrated weight system for buoyancy management.
Dive Computer or Depth Gauge: All divers must use a dive computer or depth gauge to monitor depth and bottom time, ensuring adherence to no-decompression limits.
Wetsuit or rash guard: Appropriate wetsuit or rash guards for tropical water temperatures (3mm or less) for sub and thermal protection.
Dive Knife or Shears: Used for cutting through entanglements if necessary.
Surface Marker Buoy (SMB): A surface marker buoy is required for indicating location to surface personnel.
Tank: Properly filled air tanks with visual and hydrostatic testing records.
Weight Belt or Integrated Weights: Weights should be adjusted for neutral buoyancy at the surface and safety stops.
Terrestrial Sampling Gear:
For terrestrial fieldwork, especially in environments such as shallow lagoons, mangrove forests, and urban areas, the following equipment is required:
Footwear: Durable, closed-toed shoes or boots suited for the terrain. Waterproof boots or waders may be necessary in waterlogged or muddy environments, like mangroves.
Protective Clothing: Long-sleeved shirts, hats, and long pants to protect against the tropical sun, insects, and plant scratches. Clothing must be appropriate for the tropical climate.
Hydration Equipment: Reusable water bottles or hydration packs to maintain adequate hydration. Field members must carry sufficient water supplies, especially when working in hot or remote areas.
Heat Exhaustion Prevention: Use marine-safe sunscreen, wear hats or cooling towels, and take electrolyte supplements. Participants should monitor heat exposure and take frequent breaks in shaded areas.
Safety Equipment: A first aid kit, insect repellent, and sun protection gear must be carried. In urban environments, ensure protective gloves, GPS devices, and proper sampling equipment are secured.
Communication Devices: A working mobile phone or satellite phone must be available for communication in case of emergencies. In remote areas, use walkie-talkies or VHF radios to maintain communication where cell service may be limited.
3. Training and Certifications
All individuals engaging in marine and terrestrial fieldwork must meet the following training and certification requirements:
Snorkeling Competency: Anyone involved in snorkeling activities must demonstrate competence in open water through a check-out swim with the PI. This check-out ensures they can perform sampling tasks safely and confidently in marine environments.
SCUBA Certification: For SCUBA diving, participants must have a valid certification from a recognized organization (PADI, NAUI, AAUS, etc.). Approval from the UPRM Department of Marine Science Dive Program is required for anyone conducting SCUBA activities, ensuring compliance with institutional and AAUS standards.
First Aid and CPR Certification: All individuals should have current First Aid and CPR certifications. For SCUBA divers, additional certification in Oxygen Administration for Diving Emergencies is also strongly recommended.
Environmental Safety Awareness: All participants must be trained to recognize environmental hazards such as marine life dangers (e.g., jellyfish, stingrays), unstable surfaces (e.g., in mangroves or rocky shores), and urban hazards (e.g., traffic, stray animals).
Heat Stress Management: All field members must be aware of the signs of heat stress and dehydration and should receive training in the prevention and management of heat exhaustion and related conditions common in tropical environments.
4. Field Safety Protocols
Safety in both marine and terrestrial fieldwork is non-negotiable. The following protocols must be adhered to at all times:
Buddy System: No one is allowed to perform fieldwork alone. A buddy system is required for all marine and terrestrial sampling activities. Ensure that you are always within visual or verbal contact with your buddy.
Check-Out Swim: All participants expected to swim or engage in water-based sampling must complete a check-out swim with the PI to ensure they are comfortable in the water and can safely conduct sampling activities.
Dive Planning and Logs: For SCUBA diving activities:
Develop and follow a dive plan detailing the maximum depth, bottom time, planned surface intervals, and exit strategies.
Log each dive, recording air consumption, time in the water, and any issues encountered.
Emergency Procedures: Field participants must familiarize themselves with local emergency procedures, including the location of the nearest hospitals, hyperbaric chambers (for SCUBA activities), and local emergency medical services.
Weather and Environmental Conditions: Always check weather conditions, tide charts, and local environmental hazards before conducting fieldwork. Field trips should be postponed or canceled if conditions pose safety risks, such as strong currents, storms, or extreme heat.
5. Terrestrial Field Safety Protocols
For terrestrial sampling in environments such as shallow lagoons, mangrove forests, or urban areas, the following protocols should be observed:
Sun and Heat Exposure: Wear appropriate sun protection (e.g., hats, sunscreen, protective clothing) and ensure all participants stay hydrated. Take breaks in shaded or cool areas and monitor for signs of heat exhaustion.
Insect and Wildlife Hazards: Use insect repellent, especially in areas with high mosquito or tick prevalence. Avoid disturbing wildlife, and be cautious of venomous species or stray animals.
Sampling in Muddy or Wet Areas: Use proper footwear, such as waterproof boots or waders, when working in muddy areas (e.g., mangroves). Be cautious of sharp objects or roots that may be hidden under the surface.
Urban Safety: When conducting fieldwork in urban areas, be mindful of traffic, pedestrians, and potential safety concerns. Always use caution when handling equipment or materials near populated areas.
6. Post-Field Trip Responsibilities
Equipment Maintenance: After each field trip, all gear (both marine and terrestrial) must be thoroughly cleaned, dried, and properly stored to ensure its longevity and future safety.
Sample Handling and Storage: All collected samples must be properly labeled and stored in accordance with lab protocols. All sampling activities should be recorded in your lab notebook the first chance you can.
Incident Reporting: Any incidents or near-misses must be reported immediately to the PI. A detailed incident report must be filed in the ViDaB Lab Teams repository.
7. Unauthorized Individuals
No unauthorized individuals are allowed to participate in field sampling activities. All participants must receive prior approval from the PI and meet the necessary training, certification, and safety requirements.
8. Adherence to NOAA, UPRM, and AAUS Guidelines
All fieldwork, whether marine or terrestrial, must comply with the safety standards set by NOAA, the UPRM Department of Marine Science Dive Program, and the American Academy of Underwater Sciences (AAUS). This ensures that all activities are conducted with the highest level of safety, professionalism, and adherence to established scientific protocols.