The following summaries provide a high-level overview of Shared Resources operational policies. These summaries are intended to make users aware that these policies exist and to describe their general purpose. Full policy details are available to users upon request.
Data Stewardship Policy
Shared Resources is responsible for the secure and timely delivery of scientific data generated through its core services. Upon completion of a requested service, data is delivered to the user's designated storage account or retained by Shared Resources for up to 30 days, after which it may be deleted. Users (Data Stewards) are responsible for long-term storage, management, and regulatory compliance of their data after delivery.
Sample Retention Policy
Shared Resources maintains a Sample Retention Policy to ensure the responsible management of biological samples — including tissues, nucleic acids, cells, and related materials — collected or generated during research services. Samples are generally retained for up to 30 days following project completion, after which they are disposed of in accordance with established protocols and environmental regulations. Extended retention beyond 30 days may be available in certain cores with prior written agreement. Access to stored samples is restricted to authorized personnel, and any sharing of samples among research groups requires investigator permission and satisfaction of all applicable regulatory, legal, and financial requirements.
Reservation Policy
To promote fair and equitable access to shared instruments and services, Shared Resources maintains a reservation and cancellation policy that applies to all users, including external entities. Reservations are made through designated scheduling systems, and charges may apply for late cancellations, no-shows, or underutilization of reserved time. Exceptions exist for circumstances such as experimental failures or unforeseen clinical issues, provided users notify staff before the scheduled start time. Users who repeatedly cancel or fail to use reserved time may have their scheduling access modified.
Research Outcomes Policy
Shared Resources acknowledges the inherent uncertainties of scientific research and is transparent about the scope of its service commitments. While every effort is made to deliver high-quality results, Fred Hutch Shared Resources cannot guarantee specific experimental outcomes. Clients are responsible for providing clear project objectives and communicating relevant constraints. In cases where a client is dissatisfied with a service outcome, a structured escalation process is available, beginning with the relevant Shared Resource Director and escalating as needed through Shared Resources Administration and senior leadership.
Rate Setting & Implementation Policy
Shared Resources operates on a fee-for-service basis and maintains a structured, transparent approach to setting service rates. Rates are organized into three tiers — internal/Cancer Consortium, academic and external — and are calculated to reflect the actual costs of supplies, labor, and equipment. Rates are reviewed on a regular cycle and must comply with federal Uniform Guidance cost principles.
Service Billing Policy
Shared Resources follows established billing practices to ensure accurate, timely, and compliant invoicing for all services provided. Services are billed based on documented utilization, and all invoices are issued through the Fred Hutch Financial Management System. Billing rates reflect the customer type (internal/Consortium, academic or external), and resource providers are required to submit billing within 30 days of service. Customers have 30 days from the invoice date to dispute any billing discrepancies in writing.
Collections & Write-Off Policy
Shared Resources is committed to the responsible management of accounts receivable. When invoices are not paid in a timely manner, a defined collections process is followed, including follow-up billing and collection letters. Unpaid balances that are deemed uncollectible may be written off through a tiered approval process based on the dollar amount involved. This policy ensures that collection efforts are handled consistently, fairly, and in accordance with institutional financial standards.
For questions about any of these policies, please contact Shared Resources Administration at SRAdmin@fredhutch.org.