Lab Manual | chanlab

Chan Lab Group Manual

Updated collaboratively and approved by all group members 06/11/2025

1. Introduction

Welcome to the Chan Lab! Our mission is to pursue meaningful and impactful questions in chemistry and biology while maintaining a productive, inclusive, and healthy work environment. We believe the best way to achieve this is by fostering a culture of respect, collaboration, and open communication.

We value intellectual curiosity, ethical conduct, and mutual support. Whether you are a graduate student, postdoc, undergraduate, or visiting researcher, your growth and contributions matter here. We encourage all lab members to ask questions, seek feedback, and support one another as we work together to advance science and build community.

2. Workplace Expectations

2a. Responsibilities of the PI

Time and Availability: Jeff rarely feels bothered when students stop by to talk science. If the office door is open, feel free to drop in with questions. If the door is closed, please knock, as someone may already be inside. If your question will take a while, it’s better to request a meeting.

Jeff meets with each lab member (graduate and postdoc students) one-on-one every other week, usually on Thursdays. He will keep the lab informed about upcoming travel or unavailability on Teams.

Feedback and Mentorship: If Jeff has concerns about your pace, progress, or approaching degree requirements, he will raise them during your individual meeting. He may also offer positive feedback during these meetings. If he doesn’t say much, don’t stress. You’re probably doing just fine.

Award Support: Jeff actively supports student applications for internal and external awards, scholarships, and fellowships. He regularly nominates students and is happy to write recommendation letters for such opportunities or job applications. Please provide at least 2 weeks’ notice before a deadline.

Things Jeff Will Not Do:

Micromanage your project
Discuss sensitive or personal information about you with other lab members
Expect you to always be “on” or available outside of work hours
Monitor your time spent in the lab as long as your progress is consistent
Criticize you for failed experiments when your approach was reasonable

2b. General Expectations of Group Members

Productivity is hard to quantify but in general, we define it as consistent and thoughtful experimental effort and not the frequency of success. Failed experiments are a normal part of the process. You are not expected to be right all the time but you are expected to approach your work with care, honesty, and a willingness to learn. If Jeff has concerns about your productivity, he will raise them during your individual meeting.

All lab members are expected to arrive on time and be prepared for group meetings. If it is your turn to present, it is best to have your slides or materials ready a few days in advance so you have time to get feedback and make adjustments as needed.

We are committed to protecting the intellectual property generated by our lab. To pursue patents internationally, inventions must remain confidential until filed. Confidentiality means not sharing any enabling details (sufficient for replication) outside of the lab. This includes posters, talks, emails, and informal conversations. If you are unsure whether a disclosure is enabling, please ask Jeff before sharing. Before submitting an abstract or presenting unpublished data, submit the materials to Jeff for review at least one week in advance. This gives time to determine whether the work should be patented and how best to present it.

Follow all safety protocols in the lab. Never conduct hazardous experiments when alone and always wear the appropriate PPE for the experiment you are conducting

If you are feeling stuck or unsure how to move forward, please do not wait and reach out to Jeff or a labmate. We are here to help each other. If you're overwhelmed or burned out, bring it up during your meeting. It’s okay (and encouraged) to ask for help.

2bi. Graduate Students and Postdocs

Lab members are expected to work five days per week (Monday through Friday). Weekend work is optional, but we recommend choosing Saturday when possible. This helps ensure overlap with other lab members in case you need assistance or run into a safety issue. Jeff does not keep track of when you work, but if you plan to come in during optional times like weekends or evenings, let him know. That way, he can try to be available to answer questions or help troubleshoot in real time if needed. Lab members are expected to arrive at or before 10:00 AM. This helps maximize overlap with labmates and ensures someone is available in case of emergency.

Exceptions to the arrival guideline:

If an experiment requires you to work overnight or run late into the night.
If you have a teaching assignment that begins at or before 10:00 AM.
If you have an appointment that begins at or before 10:00 AM (see ).

Lab members should be prepared to provide Jeff with past data within 24 hours upon request. This usually happens when he is preparing a grant, manuscript or presentation.

Lab members should also be ready to contribute to grant writing when asked. This may include drafting sections related to your research area or providing processed data or figures. Jeff will not ask you to write full grants unless you have specifically expressed interest in grant writing. For example, if you are considering a future academic career, you may be asked to write larger portions.

Lab members are also expected to assist with peer review assignments. Once you receive a review request, mark the due date on your calendar and follow up with Jeff if he has not mentioned it again. Reviews should be completed within one week of the assignment date.

2bii. New Graduate Students Joining the Group:

Once you join the group, we hope you are excited to get started, and we expect you to dive into your new project! This could mean immersing yourself in the literature, getting hands-on training, designing experiments, or something else (it just depends on your situation). We also recognize that you’ll also be approaching final examination week shortly after joining the lab. You are welcome to spend some of your work hours studying. We simply ask that you maintain a presence in the lab during regular work hours when you can.

2biii. Expectations for Undergraduates/Visiting Students

If you are an undergraduate student, you and your mentor will determine your work hours. Your research responsibilities will be scheduled such that they do not interfere with your academic commitments. Please see the Undergraduate Student Manual for detailed information.

2c. Expectation of Ethical Conduct

Students are expected to uphold the highest level of ethical conduct in accordance with the policies of the University of Illinois. Unethical behavior such as fabrication of results can seriously harm your career and goes against the principles of scientific research.

All students are expected to help maintain an environment that is free from harassment and discrimination following university policies. If you witness or experience harassment or discrimination, you are encouraged to report it. You may speak with Jeff, the Assistant Director of Graduate Diversity and Program Climate, or the Title IX coordinator.

Behaviors such as unwelcome sexual attention, inappropriate touching or comments, intimidation, and any other actions that contribute to a hostile environment are unacceptable. If you experience conversations or behavior that make you feel uncomfortable, excluded or disrespected, please say something. We want everyone in the lab to feel welcome and safe. If you are not comfortable addressing the issue directly, you are encouraged to speak with Jeff who will work with you to help resolve the situation and improve the environment.

We affirm our commitment to creating a safe and inclusive space for all lab members regardless of race, gender, sexual orientation, disability, physical appearance, religion or other aspects of identity.

Our lab has a jovial culture and humor is part of how we interact. Still, if a joke makes you uncomfortable even if it was not intended to be harmful, you should feel free to say so.

As a mandated reporter, Jeff is required to report any incidents of sexual harassment or abuse to the university’s Title IX coordinator. If you would prefer to speak with someone who can maintain confidentiality, counselors are available through the Counseling Center and McKinley Health Center.

2d. Shared Equipment Etiquette

Many instruments and tools in the lab are shared resources. Being considerate and organized when using shared equipment helps keep things running smoothly for everyone. If a piece of equipment requires sign-up or scheduling, always reserve your time in advance and respect the schedule. If you finish early or need to cancel, update the calendar as soon as possible so others can use the time.

Leave equipment in good condition. Clean up after yourself and return any accessories, solvents, or tools to their proper place. If something breaks, runs out, or is acting strange, report it right away. This helps us avoid delays and ensures everyone has access to reliable equipment.

If you are using an instrument for the first time or are unsure how it works, ask for help or training before using it. Never assume it is okay to use something you have not been shown how to operate. Be aware of others waiting to use the equipment. If you are doing a long run or using a setup for several hours, let people know when you expect to finish.

2e. Time Away from the Laboratory

2ei. Vacation Policy: Each student is allotted time off for the 14 or 15 campus holidays each academic year, as listed on the campus Human Resources webpage. These holidays include New Year’s Day, Martin Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Election Day (in a year with a qualifying election), and Christmas Day, as well as several designated holidays and gift days. Students are not required to work on campus holidays.

In addition to campus holidays, graduate students in the Department of Chemistry (and therefore in the Chan Lab) are allowed 24 days of PTO per academic year away from their academic obligations (research, teaching, and studying), to give a total of 38 or 39 days off per year. PTO for an academic year is valid from August 16 through August 15.

If you observe religious holidays beyond those listed, please let Jeff know as early as possible. Ideally, this is something you discuss when you join the lab, but at a minimum, please notify him at least one month in advance. For vacations longer than three days, provide at least one week notice. For shorter vacations, provide at least 2-day notice. You are welcome to discuss your plans with Jeff in person, but you must also email him using the subject line “Vacation Request [INITIALS]” so it is documented. Unused vacation days do not roll over to the next year unless you have discussed a specific exception with Jeff in advance. Time off within your 38-day allotment cannot be denied unless it overlaps with a core degree requirement. These include your literature seminar, preliminary exam, original research proposal, or thesis defense.

2eii. Wellness Days: Your health comes first. You are encouraged to stay home if you are feeling unwell in a way that will significantly affect your productivity or risk spreading illness to others. This includes both physical and mental health. If you take a wellness day, update your Teams status to “Out Sick” and email Jeff before noon to let him know. If you think you may need more than one day to recover, please say so in your message. Please do not come to lab if you are contagious. Staying home protects your labmates and helps prevent wider disruption.

2eii. Medical Leave: If you are dealing with a serious health issue (physical or mental) that cannot be resolved in the short term, you may want to consider taking medical leave. If you’re unsure whether this applies to your situation, schedule a meeting with Jeff to talk through your options. If you are frequently taking wellness days, Jeff may check in and help you explore whether medical leave is appropriate. Medical leave may delay your graduation timeline, but your health and long-term success come first. If you take medical leave and one of your projects is time-sensitive, Jeff may assign another student to continue the work. This will not affect your authorship. Your contribution will still be recognized according to the usual authorship policy.

2eiv. Emergency Situations: Emergencies include the serious illness or death of someone close to you, or an unexpected family situation that requires your immediate attention. If an emergency arises, email Jeff as soon as you can to let him know how long you expect to be away. Update your Teams status to “Away” if possible. You may take up to three days off for the emergency itself, plus any travel time needed. If you need more time, just let Jeff know. Emergency days do not count against your vacation.

2ev. Appointments and Self-Care: It is completely acceptable to leave lab during the day for things like doctor or dentist visits, therapy, haircuts, or car repairs. These do not count as vacation or wellness days. Try to schedule these during slower times when possible, and let Jeff know if you will be out for a while. No formal notice is needed for short appointments, but it's helpful to communicate so people know when to expect you back.

2evi. Adverse Weather: If the University officially closes due to weather, you are not expected to come to lab. If the University stays open but you believe it is unsafe for you to travel (e.g., roads are closed or conditions are severe where you live) stay home and let Jeff know. If possible, update your Teams status and work from home that day.

* Regardless of the reason why you are going to be out of the lab, it is your responsibility to make sure your group job is covered, especially if it involves a daily task or you are scheduled on a specific day. Please arrange coverage in advance and communicate clearly with the person taking over.

3, Expectations of Progress Towards Degree

3a. Feedback

You will meet with Jeff formally once every two weeks. However, frequent informal meetings are common and welcomed. During either of these interactions, it is a good time to update him on your research, troubleshoot issues, and discuss any challenges you are facing. You are also welcome to talk about professional development, career planning, or anything else that might help you succeed. If you ever feel like you need more frequent meetings, just ask.

3b. Degree Requirements

It is your responsibility to know the requirements for your graduate program. These include coursework, exam deadlines, and teaching obligations. Jeff is happy to help, but ultimately you must track your own progress toward your degree.

3c. Committee Selection

You should start thinking about potential thesis committee members during your second year. It is best to choose faculty who can offer useful feedback and support your research goals. If you are unsure who to ask, Jeff can help you brainstorm options.

3d. Literature Seminar

Your literature seminar should cover an area of chemistry that you are not currently working on. Choose a topic that is interesting, well-defined, and intellectually stimulating. Jeff is happy to give feedback as you plan and refine your seminar.

3e. Prelim Exam

Your prelim proposal must present a hypothesis-driven project that includes controls, pitfalls, and a timeline. You should understand all experiments you propose, even if they are outside your current expertise. Jeff will help you prepare by reviewing your proposal and giving feedback. If he does not offer feedback fast enough, please remind him.

3f. Original Research Proposal (ORP)

The ORP should focus on a topic outside of your current research area. Make sure your idea is creative, feasible, and backed by a sound understanding of the literature. Jeff will review drafts and provide feedback. Don’t hesitate to send reminders if needed.

3g. Thesis Defense / Graduation

About six months before you plan to defend, Jeff will meet with you to map out a plan. This includes your remaining experiments, writing goals, and potential post-graduation plans. You will be expected to prepare drafts of your chapters in advance and to meet internal deadlines. Jeff will work with you to give feedback and help make sure things stay on track.

3h. Publication Expectations

All students should aim to publish their work in a peer-reviewed journal. Most PhD students will publish one or more first-author papers before graduation. Papers should be written with care, and you are encouraged to ask others in the group for feedback. Jeff will help you structure your paper and guide the submission process.

3i Conference Expectations

You are encouraged to attend conferences and present your work. These meetings are a great way to build your professional network and get feedback from experts. If you would like to go to a meeting, talk to Jeff as early as possible so he can help you prepare an abstract, talk, or poster. Travel funding is often available, but advance planning is key.

3j Allerton & CBARC

Each year we attend the Chemistry Department Allerton Conference and the Chemical Biology Research Area Conference. All students are expected to attend and present a poster or short talk. It is also a good chance to meet new students and learn about the work happening across the department.

4. Career Development and Alumni Network

We support all career paths, as shown by the diverse directions our alumni have taken. Whether you plan to stay in academia, move into industry, pursue science communication, policy, teaching, or take another route, you have Jeff’s full support. You are encouraged to take ownership of your career planning and explore the options that best match your interests and goals.

If you are unsure what direction you want to pursue, that is completely normal. You can bring this up during your one-on-one meetings with Jeff or reach out any time. Jeff is happy to connect you with people, suggest resources, or talk through your plans.

If there are skills you want to develop, such as mentoring, writing, presenting, or collaborating outside the lab, let Jeff know. When possible, he will help you find ways to build those skills.

You are also encouraged to talk with postdocs, senior students, and lab alumni. Staying in touch with former lab members can be helpful when preparing for your next step. If you are graduating or leaving the lab, we hope you will stay connected and be open to mentoring others in the future.

5. Lab Resources / General Policies

5a Meetings

5ai. Individual Meetings: You will meet with Jeff every other week to discuss your progress. You should bring an update sheet in any format you prefer. Documents, ChemDraw files, or PowerPoint slides are all fine. Your update should include:

A list of short-term and long-term goals
A checklist of progress since your last meeting
Any major time demands, like TA responsibilities or upcoming exams

This helps you and Jeff stay on the same page and gives context for your overall productivity.

5aii. Group Meetings: Group meetings are held every Thursday starting at 5:00 pm. They usually run between 1.5 to 2 hours. These meetings include a mix of formal presentations, short group updates, rapid-fire literature overviews, and synthesis workshops. The specific format for each meeting is listed on the shared Google Sheet available to all lab members.

5b. Seminars

The department hosts excellent speakers year-round. Students often have the chance to meet them for lunch. Jeff nominates students for these lunches and tries to rotate opportunities fairly. If you are interested in a particular speaker, let him know a few weeks in advance.

Check the seminar calendar here: https://chemistry.illinois.edu/newsroom/seminars

You are highly encouraged to attend seminars in your research area, including these named lectureships:

O/CB: Fuson, Marvel, Rinehart, Frontiers, Organic Reactions, Organic Syntheses, Abbvie, BMS, Eli Lilly, Novartis
Analytical: Smith
MCB: Ada Doisy

You are excused if the seminar overlaps with a class, exam, or TA duty.

5c. Interpersonal Relationships

5ci. Authorship: You can expect to be listed as an author if you were assigned a role on a project and produced publishable data. Jeff will determine the order of authors during the writing process and will explain the reasoning clearly.

5cii. Resolving Conflicts Within the Lab: Try to address issues directly and professionally. If that does not work, talk to Jeff for help resolving the problem.

5ciii. Addressing Issues with Jeff: You can always schedule a meeting to discuss concerns. Jeff appreciates a little context beforehand if you are comfortable sharing it, but it is not required. You can also speak with your committee members for perspective. If needed, either you or Jeff may request a university mediator. Any concern you raise will be kept confidential unless you give permission to share it.

5d. Purchasing

Refer to the Group Jobs list to see which lab members are approved to place orders.

Preferred vendors include Aldrich, Acros, Fisher, Oakwood, AK Sci, Combi Blocks, TCI, Cayman Chemical, Alfa Aesar, and Matrix.

To place a chemical order, fill out the Chemical Order Form in Box. Orders are submitted every Monday afternoon. If you need something sooner, ask Jeff to place the order for you and make sure the form is updated to show that it has been submitted.

Purchasing items from the storeroom is acceptable, except for glassware, which should be ordered from a specialty vendor.

6. Lab Safety

Safety in the lab is everyone’s responsibility. Our goal is to maintain a working environment where people can conduct research efficiently without putting themselves or others at risk. You are expected to stay aware, follow safety guidelines, and speak up if something seems unsafe.

6a. General Expectations

Follow all Department of Chemistry and University of Illinois safety policies.
Wear proper personal protective equipment (PPE) at all times. This includes safety glasses, gloves when handling hazardous materials, and a lab coat when working at the bench.
Never work alone when performing any hazardous or unfamiliar procedure. If you must work outside standard hours, coordinate with a labmate to be present or on-call.
Know where safety equipment is located, including eyewash stations, fire extinguishers, spill kits, and first aid kits. Make sure you know how to use them.

6b. Training and Documentation

Complete all required safety training through DRS (Division of Research Safety) before starting lab work.
Read and understand the Standard Operating Procedures (SOPs) relevant to your project. SOPs for common procedures and chemicals should be available on Box. If something is missing, let Jeff know.
Maintain a clean and organized workspace. Label all containers clearly with contents, date, and your initials. Improperly labeled materials will be disposed of.

6c. Chemical Handling

Always label reagents and reaction flasks with full names and hazards when applicable.
Store chemicals in appropriate cabinets. Flammables, acids, bases, and oxidizers must be stored separately according to DRS guidelines.
Never leave active reactions unattended without clear labeling and notification to others in the lab.
If you generate waste, use the appropriate labeled containers and log it in the chemical waste sheet on Box. When full, notify the designated lab member in charge of waste disposal.

6d. Accidents and Incidents

Report all accidents or near-misses to Jeff as soon as possible, even if no one was hurt. These reports are used to prevent future problems, not to assign blame.
If a spill occurs, assess whether it is safe to clean up on your own. If not, evacuate and follow emergency procedures.
In case of injury, seek medical attention promptly. For minor issues, visit McKinley. For more serious incidents, go to Carle Hospital ER and inform Jeff immediately after receiving care.

6e. Inspections and Safety Audits

Expect routine safety checks, both internal and from DRS. Treat them as a chance to improve and should not as something to be nervous about.
If you are assigned to respond to safety feedback, do so promptly. Jeff will review all responses before submitting them to DRS.

7. Data Management

Maintaining accurate and accessible research records is essential for reproducibility, transparency, and future use. All lab members are expected to manage data in a way that aligns with NIH guidelines and supports the long-term integrity of our research.

Lab notebooks must be updated in real time or shortly after completing experiments. Entries should be detailed enough that another trained scientist could repeat the procedure. Include all key parameters, observations, and deviations from planned protocols.
Raw data must be saved in the group Box folder in its original format, along with any processed files. Do not store important data only on your personal computer or external drive.
Organize your data consistently using clear, descriptive folder and file names. Others should be able to understand your naming scheme without asking. If needed, include a short README file to explain abbreviations, labels, or naming conventions.
Images, spectra, and other instrumental data must be labeled with sample identity, date, and experiment type. Avoid relying on screenshots or unlinked files with unclear sources.
If you leave the lab, you are responsible for making sure your data is accessible to others. This includes transferring ownership of any files, organizing your Box folders, and confirming that all lab-generated data has been uploaded.
Final figures and data sets used for publications or presentations must be clearly linked to their source files. You may be asked to walk through how a figure was generated during manuscript review or when responding to reviewer comments.
For collaborative projects, communicate with your collaborators about data formats, naming conventions, and access rights early in the project.

8. Other Areas of Interest

8a. Group Equipment and Responsibilities

Responsibilities related to shared lab equipment are distributed according to the Group Jobs List. If you are unsure who is in charge of a particular instrument or task, consult the list or ask Jeff for clarification.

8b. Recruiting

Recruiting new graduate students can be enjoyable but also time-consuming. All lab members are expected to contribute and may include tasks such as direct hosting, giving lab tours, or driving.

8c. Communication

We use a mix of meetings, email, and Microsoft Teams to communicate lab matters. Important announcements or policy changes will be shared during group meetings and also sent by email. Teams may be used for additional notice. Non-mandatory updates can be shared through any method. You are not required to respond to messages outside regular working hours. If you are on vacation, Jeff will minimize communication but may reach out for urgent matters like paper revisions, grant deadlines, or conference updates. If possible, check your email or Teams once a day so you can respond to anything time-sensitive. However, you are not expected to work while on vacation.

8d. Mentoring Rotation Students

Occasionally, Jeff may not receive much advance notice before a new rotation student is assigned to the lab. When possible, he will inform you ahead of time if you are expected to mentor. Jeff will try to match each student with a mentor based on relevant experience. For example, students focused on synthesis will be paired with mentors doing synthetic work, while students working on cell culture or animal studies will be paired with those currently involved in similar tasks. This approach helps prevent one rotation student from overloading multiple graduate students. When a mentor is assigned, Jeff will meet with both students to define the structure of the mentorship. This includes the duration of the rotation, the nature of the project, whether the student will work alongside or independently from the mentor, and expectations for time commitment from both parties.

8e. Volunteering

The Chan lab encourages participation in outreach and service activities on campus and in the community. These activities are valuable for professional development and also contribute positively to the lab culture. If you plan to volunteer during work hours, get approval from Jeff in advance. Be clear about the time commitment, such as whether the activity involves a weekly meeting, a few weekend events, or a single all-day session. If you are away from the lab for an approved event, update your Teams status to reflect that.

8f. Internships

If your funding includes an internship requirement, Jeff will work with you to plan the timing and duration. Depending on how long it is and how it fits with your progress, the internship may or may not impact your graduation timeline. If your funding does not require an internship, but you are pursuing a career where one could be helpful, you can request a meeting with Jeff to explore the possibility. Approval for such internships will be handled case by case.

9. How This Document Will Be Maintained and Amended

All new students will sign this document when they join the lab to acknowledge that they have read and understand the expectations. At the end of each academic year, following the Annual Safety Meeting, the safety officers will remind the lab to revisit this manual and review it for possible updates or revisions.

If a lab member would like to propose a change, they must notify the student in charge of the Group Calendar within one week of the safety meeting. That student is then responsible for scheduling a meeting to discuss the proposed changes within the next two weeks. This meeting will take place during a regular group meeting to encourage full participation.

The proposed change will be discussed during that meeting. Any students who cannot attend for an approved reason may cast their vote via email or Teams. If both Jeff and a majority of graduate students and postdocs in the lab agree to the change, the document will be updated accordingly. If this level of agreement is not reached, the document will remain unchanged.

Once any agreed-upon revisions are made, the updated document will be finalized. All continuing lab members will be asked to review and sign the updated version before the start of the fall semester to confirm their agreement with the contents.

Some changes do not require a group vote. These include updates that are required by national policy, by the University of Illinois, by the School of Chemical Sciences, or by the Department of Chemistry. They also include administrative updates such as changes to CFOP numbers, contact information for Diversity and Title IX officers, or revisions to links and file locations (for example, switching from Dropbox to Box or from Slack to Teams). These updates will be made as needed to keep the document accurate.

10. Final Comments

This policy document was created through group consensus and is intended to be a living document that reflects the values and evolving practices of the lab. An editable version will be stored in the group Box folder, along with a PDF copy labeled with the date of the most recent amendment. A printed version will also be available in RAL 39 for any prospective students who want to learn more about the lab’s expectations and policies. Please feel free to share this document with anyone outside the lab, as we are proud of what we have created and we value full transparency.

Chan Lab Group Manual

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