How Equipment Sharing Relates to Efficient Use of Research Dollars
Equipment sharing leads to efficient use of research funding by avoiding the need purchase multiple pieces of equipment, and importantly because it leads to efficient use of overhead costs in support of research such as costs associated with laboratory space use, energy/water, and laboratory infrastructure - ventilation, electrical lines, processed chilled water, etc.
Sharing laboratory equipment and other research assets (such as computer/software resources) increases access to equipment resources by a greater number of scientists, thus benefiting equipment utilization and science. It is not uncommon for the research focus of a principal investigator (PI) to move in different and sometimes unexpected directions, which can also lead to different equipment/resource needs at different times.
When equipment and other assets are “owned” by individual researchers rather set-up for sharing, equipment can become underutilized or unused in individual spaces as research directions change. Understandably, PIs will hold on to equipment assets, often storing the equipment in their laboratory spaces, in case their future research needs will require the equipment again. However, if instead, the equipment was shared (preferably in a facility with an equipment manager to maximize access and care of the equipment), then it could benefit many researchers at once, regardless of whether a particular PI’s present research needs it or not.
Sharing equipment also benefits efficient space utilization. In the case of laboratory space, this is particularly important since laboratories are one of the most expensive spaces to build/maintain on a campus. Shared equipment in shared spaces helps avoid duplication of equipment resources and avoid the use of laboratory space as storage space for “owned” equipment waiting for a PI’s research to require its use again.
Importantly, sharing equipment and avoiding duplication is a requirement of the Code of Federal Regulation (CFR) Title 2 - Grants and Agreements, Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards:
Title 2 CFR 200.313 c2: “During the time that equipment is used on the project or program for which it was acquired, the non-Federal entity must also make equipment available for use on other projects or programs currently or previously supported by the Federal Government, provided that such use will not interfere with the work on the projects or program for which it was originally acquired. First preference for other use must be given to other programs or projects supported by Federal awarding agency that financed the equipment and second preference must be given to programs or projects under Federal awards from other Federal awarding agencies. Use for non-federally-funded programs or projects is also permissible. User fees should be considered if appropriate.”
Title 2 CFR 200.318 d: “The non-Federal entity's procedures must avoid acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.”
Sharing laboratory equipment and other research assets (such as computer/software resources) increases access to equipment resources by a greater number of scientists, thus benefiting equipment utilization and science. It is not uncommon for the research focus of a principal investigator (PI) to move in different and sometimes unexpected directions, which can also lead to different equipment/resource needs at different times.
When equipment and other assets are “owned” by individual researchers rather set-up for sharing, equipment can become underutilized or unused in individual spaces as research directions change. Understandably, PIs will hold on to equipment assets, often storing the equipment in their laboratory spaces, in case their future research needs will require the equipment again. However, if instead, the equipment was shared (preferably in a facility with an equipment manager to maximize access and care of the equipment), then it could benefit many researchers at once, regardless of whether a particular PI’s present research needs it or not.
Sharing equipment also benefits efficient space utilization. In the case of laboratory space, this is particularly important since laboratories are one of the most expensive spaces to build/maintain on a campus. Shared equipment in shared spaces helps avoid duplication of equipment resources and avoid the use of laboratory space as storage space for “owned” equipment waiting for a PI’s research to require its use again.
Importantly, sharing equipment and avoiding duplication is a requirement of the Code of Federal Regulation (CFR) Title 2 - Grants and Agreements, Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards:
Title 2 CFR 200.313 c2: “During the time that equipment is used on the project or program for which it was acquired, the non-Federal entity must also make equipment available for use on other projects or programs currently or previously supported by the Federal Government, provided that such use will not interfere with the work on the projects or program for which it was originally acquired. First preference for other use must be given to other programs or projects supported by Federal awarding agency that financed the equipment and second preference must be given to programs or projects under Federal awards from other Federal awarding agencies. Use for non-federally-funded programs or projects is also permissible. User fees should be considered if appropriate.”
Title 2 CFR 200.318 d: “The non-Federal entity's procedures must avoid acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.”