DT - Lab Management

Digital Technologies, 2026.10.15

Golden rule: plan ahead & request by email. Every request email states who · what · when, and cc’s Prof. ZHANG Feng (feng.zhang@hibiuh.edu.cn). Sections 1–5: planned requests — by email. Section 6: urgent issues during a session — by Teams call.

Team & Contacts

Lab Tech	Responsibility	Email
LI Yue	Academic & course-related lab activity; general management	yue.li@hibiuh.edu.cn
HE Pu	Teaching Labs & equipment management	pu.he@hibiuh.edu.cn
PAN Qunyi	Computer Labs management; Phase Test	qunyi.pan@hibiuh.edu.cn
Guilherme VIEGAS	Lab activity organization & promotion	guilherme.viegas@hibiuh.edu.cn

1. Computer Labs — Mr PAN Qunyi

1. Before the semester — include the lab sessions in the semester schedule.
2. During the semester — email Mr PAN with the students involved, software required, and the requested date & time.
3. If a self-managed lab is free, the booking is confirmed — use the lab as booked.
4. If all self-managed labs are occupied, set up the spare lab (Room C315).
5. If the spare lab is also full, borrow a CS Dept lab (Room B203 / B301) — considered only as a last resort.

2. Teaching Labs — Mr HE Pu

1. Per the schedule — attend as per the schedule; no extra action needed.
2. Change to the schedule (room / time / cancel / extra session) — email Mr HE as early as possible.
3. Outside the schedule — email Mr HE at least 5 working days ahead.
4. Mr HE confirms the request and prepares the lab.
5. Run the session — follow the safety rules.
6. Afterwards, tidy the lab and report any damage the same day.

3. Phase Test — Mr PAN Qunyi

1. The lecturer sends test materials and scope to the Lab Tech.
2. The Lab Tech generates exam questions with AI.
3. The lecturer reviews the questions.
4. The Lab Tech sends the questions to Mr PAN.
5. Mr PAN creates the exam and uploads the questions.
6. The lecturer and Lab Tech jointly invigilate — students use the Exam Browser and fill in the Exam Room Record.
7. Mr PAN anonymizes the data, analyzes the results and issues the report.

4. Equipment Borrowing — Mr HE Pu

1. Email Mr HE at least 3 working days ahead — items, purpose, and pickup/return dates.
2. If available, pick it up and sign the equipment log; if not, ask Mr HE for alternatives.
3. Use the equipment — handle it responsibly.
4. Return it on time and sign off; need it longer? email before the due date.

5. Lab Server & Lab Activities — Mr Guilherme VIEGAS

1. Email Mr VIEGAS at least 10 working days ahead — server (GPU server) access application, activity plan, users/audience, and date.
2. Mr VIEGAS arranges server account, books rooms and equipment and sets the schedule.
3. [for activities] Have all posters and announcements reviewed by Mr VIEGAS first.
4. The activity runs as planned.

6. Regular Course Support - Mr LI Yue

1. Email Mr LI Yue at least 5 working days ahead — content, date, time.
2. Mr Li coordinates communications between available lab techs and instructors.
3. Lab tech support for the regular course

7. Urgent Issues — Real-time Response

Booking and scheduling requests are always handled by email (see above). But if a problem comes up during a session — equipment failure, software issue, login problem, room access — contact the responsible Lab Tech directly by Teams call for an immediate response:

Situation	Teams call
Computer Lab issues (software, login, hardware, network)	PAN Qunyi
Teaching Lab issues (equipment, safety, room access)	HE Pu
Phase Test issues (exam setup, Exam Browser, exam data)	PAN Qunyi
Lab Server issues (access, server failure)	Guilherme VIEGAS
Corresponding Lab Tech unavailable	LI Yue → then Prof. ZHANG Feng

Teams contacts can be found by searching the Lab Tech’s name or email address in Teams.

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General inquiries: LI Yue (yue.li@hibiuh.edu.cn). Late requests are considered but not guaranteed.

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