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Scientific Notebook (SN) Training

Scientific Notebook (SN) Training. NSHE Basic Research QA Program. QAIP-20.1. Outline. Purpose of the SN Opening the SN Documenting work in the SN Reviewing the SN Closing the SN. Purpose of the SN.

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Scientific Notebook (SN) Training

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  1. Scientific Notebook (SN) Training NSHE Basic Research QA Program QAIP-20.1

  2. Outline • Purpose of the SN • Opening the SN • Documenting work in the SN • Reviewing the SN • Closing the SN

  3. Purpose of the SN • To document sufficient information to retrace or repeat the experiment and obtain exact or comparable results without consulting the author.

  4. Purpose of the SN • A SN is required for all GNEP tasks • Applies to trial-and-error, preliminary, developmental, and scoping work • SN must be protected from loss and damage

  5. Opening the SN • SNs are available from the Document Control Coordinator (DCC) or can be purchased by the Task. • The SN must: • Be hardbound • Have pre-numbered pages • Table of Contents (numbered i, ii, iii, etc.)

  6. Opening the SN • The SN must include1,2: • Unique document number from the DCC (including volume number) • Task number • Notebook title • Name of primary user • Reserve at least 7 pages for technical and QA reviews3

  7. Documenting Work • Initial Entries4: • Scientific Investigation Plan (SIP) number and title • Purpose of SN • Printed names, signatures, and initials of contributing personnel • Personnel authorized to access electronic data and level of access

  8. Documenting Work • Provide traceability and identification: • Procedures (TIPs) or other documents to control work5 • Standards (mfr. & unique ID)6 • Measuring and Test Equipment (mfr & unique ID)7 • Samples ID (unique, such as barcode)8 • Software (name and version)9

  9. Documenting Work • SN entries must be: • Documented as work is conducted • Documented step-by-step unless referenced procedures are used • Legible • Made in English • Task related • Technically adequate and complete • Made in ink

  10. Documenting Work • Sign (or initial) and date at the end of the workday’s entries10 • Correct errors and change entries with a single line-through, initial and date11 • Initial and date insertions or additions12 • Cross-out, initial, and date excessive blank space13 • Obliterating and overwriting are not permitted

  11. Documenting Work • Securely fasten loose materials with no overlap and initial and date across material onto SN page14 • Number SN attachments and include attachment list to TOC or cite location of list in TOC15 • Add explanatory notes when the SN is not used for more than 2 weeks16

  12. Documenting Work • Data: • Ensure inputs and outputs are correct • Ensure data meet acceptance criteria or label as “rejected”17 • Document accuracy and precision results18 • Document data reduction if not described in a procedure19

  13. Documenting Work • Electronic Data: • Storage location • References to external data • Input and output file names20 • Collected by task: • Include in SN • Cite as an attachment to SN

  14. Reviews • Technical and QA reviews of SNs, attachments, & data are required: • At SN completion • When Task is complete • Prior to data submittal • As needed • At least annually

  15. Reviews • Who can review? • QA Review: QA Manager • Technical Review: Independent person capable of understanding technical work to be reviewed

  16. Closing the SN • Document close out statement21: • SN is complete • Final technical and QA comments resolved • SN is acceptable • Update TOC • Cross-out blank spaces • Transmit closed SN, attachments, and data to DCC

  17. Summary • Record daily activities • Ensure traceability • Protect SN from loss and damage • Initiate technical and QA reviews at least annually • Transmit SN, attachments, and data to DCC when SN is closed out

  18. Thank You! You have completed the required Scientific Notebook Training! If you have any questions, please contact the QA staff: Amy Smiecinski (702) 895-1420 smiecins@unlv.nevada.edu Julie Bertoia (702) 895-2613 juliea@unlv.nevada.edu Terry Mueller (702) 895-2720 tmueller@unlv.nevada.edu Raymond Keeler (702) 895-1159 keeler@unlv.nevada.edu

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