Frequently Asked Questions

 

If your question is not answered below, please e-mail mycoresmail@ucsf.edu for assistance.

How do I log in to MyCORES?

In order to access MyCORES, a user must request a MyCORES account and have an active MyAccess ID number. Please visit the MyCORES UCSF Users page or the MyCORES Affiliate & External Users page for instructions on requesting a MyCORES account. If you already have a MyCORES account, you can log in via MyAccess.

What is my MyAccess ID?

In order to access MyCORES, a user must have an active MyAccess ID number. Please visit the Get MyAccess page to activate your MyAccess ID. If you already have a MyAccess ID but do not remember it, you can go to the Forgot MyAccess ID page to e-mail it to yourself.

What is my Employee ID?

If you do not know your Employee/Student ID number. Please visit the UC Learning Center - Don't Know My UCSF ID page for instructions on where to locate it.

How do I add a speed type to MYCORES?

Speed types are automatically uploaded to MyCORES every evening and are usually available the day after they are activated. Speed types may not upload to MyCORES for reasons such as there is no PI assigned to the Project ID, it is inactive or expired, or the speed type name contains a special character such as - or _. Most of these situations must be corrected by the department which created the speed type. However, if a speed type has not loaded into MyCORES and you are unsure of why, please e-mail mycoresmail@ucsf.edu with the speed type and name of the PI.

How do I add a PO# or Reference# to MYCORES?

External (non-UCSF) customers may fill out the MyCORES External PO Information Form. If this form is not sufficient or you have questions, please e-mail mycoresmail@ucsf.edu with details.

How do core facilities bill the appropriate speed type?

The person creating the reservation or service order must select a valid speed type to complete the order/reservation. If you are authorized on more than one speed type and are unsure about which to choose when requesting services, you should contact your PI or department finance manager for guidance. All confirmed orders are billed monthly to the speed type associated with the order/reservation.

How do I restrict speed type use to specific resource users?

The PI or Lab Manager has the ability to assign speed types to specific Resource Users. To edit the list of speed types that a Resource User has access to, log in to MyCORES and navigate to Maintenance Menu >> Resource User. Then, click on the user's name to edit their access to the PI's speed types. When a new Resource User is added to the system, they will be given access to all of a PI's speed types and the PI and/or Lab Manager will be notified.

How do I correct the speed type associated with an order/reservation?

You can only correct speed types for orders prior to invoicing. PIs, Lab Managers, and Department Administrators can change the speed type associated with an order/reservation using the Speed Type Correction/Distribution page.

How do I get an incorrect charge removed from my speed type?

If the charge has already been invoiced, the Core Manager will need to process a refund and then re-key the correct information as a new order. To request this, please dispute the invoice in MyCORES.

    How do I reserve a core device?

    Under "Quick Links", click Reserve Core Device. Available core devices will be displayed. You have the option to select up to six (6) calendars for view at once. If a resource to which you should have access is not displayed, contact the Core Manager to request access.

    Why can't I reserve a specific device?

    Restrictions for reserving devices are determined by the core facility on a per-calendar basis. Restrictions include prior training, authorization to use the device, etc. If you have not yet been authorized to use the device, you will not see the resource as an available option. Please contact the Core Manager to request access. 

    Am I billed for time I have reserved that I do not use?

    If you use a device or a resource for a different amount of time than what you reserved it for, it is necessary for you to contact the Core Manager to let them know. It is up to the individual core to enforce any policies they have regarding billing for unused reservation time. If you fail to contact the Core Manager to request changes to your reservation, you may be billed at the end of the month for the time as originally reserved.

    How long do I have to edit a reservation?

    Restrictions for editing reservations are determined by the core facility on a per-calendar basis. If you need to make a change to your reservation, and are unable to do so in MyCORES, contact the Core Manager. They can make changes to a reservation until 11:59 PM on the date of the reservation. At this time, the reservation becomes an "Unconfirmed Order". Changes can be made to the unconfirmed order by the Core Manager until the order is confirmed and submitted for billing.

    How do I place a service order in MyCORES?

    Under "Quick Links", select Order Entry. You will be asked to select a valid speed type prior to requesting core services. Once you select a speed type and core, use the Add Item button to add as many line items to the order as desired. Then, select the specific line items from the dropdown lists, enter comments, and add attachments (if available), then click Submit.

    What if PI doesn’t want to receive monthly invoices?

    At the beginning of every month, the Principal Investigator will receive an invoice summary via e-mail listing the amount that has been charged against their speed types. If the PI does not wish to receive the email notification, they or their Lab Manager can enter alternative or additional e-mail addresses to receive this summary on the Maintenance Menu >> User page.

    Can I see the details of the charges against my speed type?

    Yes! MyCORES was designed to make accessing this information easy. You can use a number of report functions in the Reports Menu to obtain detailed information about core products and services purchased on your designated speed types. Examples include:

    • Pre-Invoice Report will display charges that have been entered in the system which have not yet been invoiced.
    • Query allows a customized search for current charges or historical orders, reservations, and invoices.
    • Usage Report will provide summary or detail information on all orders, reservations, and invoices.
    • Invoice Report will provide summary information on invoices by month.