See the item about the new guidelines in the minutes of the Management Forum meeting on 5 September 2023. The guidelines will be evaluated in one year’s time.
The Faculty of Medicine’s general guidelines for keeping lab journals
Keeping an approved laboratory journal is compulsory for all experimental subjects. Journals must be kept in such a way that others can repeat the experiments. The main purpose of the journal is to document laboratory work that is then going to be published.
The journal is the property of UiO and must be submitted for clearance or when the project is completed. Laboratory journals must be securely stored by the institute or department for at least 10 years after the experiments have ended.
Recording patent activities
A secondary goal of the laboratory journal is to provide a basis for patents.If experiments are to form the basis for a patent application, clear, concise and chronological entries that are accurately dated are necessary. All pages must be signed and dated. In order to rely on these dates, the pages should also be signed by another person. By signing, the person confirms that he or she has read and understood the intention of the experiment.
1. Roles and responsibilities
The supervisor/group leader/project manager is responsible for ensuring that everyone participating in his/her group/project keeps a laboratory journal.
The head of department creates electronic lab journals with defined access for the department’s research groups.
2. Language
Do not use slang or jargon without explaining what things mean.
3. Editing
Never remove data or text that has been recorded in the protocol. Draw a line through the paragraph and mark it with your initials. Corrections are to be described next to where changes have been made.
4. Description of experiments
All experiments must have a title (name), date, method(s), results, and conclusion. Ideally, there should be a brief description of the purpose of the experiment.
5. Detailing
Name all figures and record all calculations with the relevant denominations.
6. References
Samples used must be dated and labelled/numbered so that they are identifiable. Data must always refer precisely to the relevant material/sample.
7. The method must described accurately
Include relevant environmental factors, equipment, material, etc. If an SOP (Standard Operating Procedure) is available, you can easily refer to this with the SOP number and revision number. Otherwise, a complete method description must be included. Describe all deviations from the written procedure.
8. Storage of research data
The laboratory journal must include all relevant information and references to additional information, such as URL, database files, computer files etc.
Research data should be stored securely on a storage service that is regularly backed up. You must not store research data in your home area (M:) or locally on your own computer.
Storage of research data - The University of Oslo (uio.no)
9. Make sure your lab journal is regularly updated.
Partners and supervisors must also be able to use the lab journal. In addition, lab journals must be available for the Commission on Research Integrity, internal audits and supervisory authorities when necessary.
10. Terminated employment in research groups
Failure to submit in the event of terminated employment may prevent clearance, the issuing of diplomas and may lead to criminal prosecution.