Appendix VI

last updated 1/9/2024

Appendix VI - Scheduling Policy

Upon the recommendation of the CCBBI Steering Committee, all studies must receive prior approval from the Director before scheduling. Each study is assigned scanning time, an expiration date, and a unique study ID/password for the CCBBI Scheduling Calendar. Scan time is allocated specifically for the identified study and its Principal Investigator (PI). PIs are not allowed to donate time to other projects. Proposed changes to the original protocol, such as an increase in the number of scans, inclusion of a different population, or extending beyond the end date, will require an amendment (form coming soon).

 

Scanner Hours

  • Business hours:          

Monday through Friday, 8:30 am – 5:00 pm

  • Off-business hours:   

 Monday through Thursday, 5:00 pm- 8:00 pm

 Two Sundays per month, 9:30 am – 1:00 pm

 

Scheduling Policy for CCBBI Fellows and Affiliates

To schedule scanner time for a study, use the assigned study ID and password to access the CCBBI Scanner Calendar. While a study can be scheduled at any time, users are strongly advised to schedule at least one business day in advance.

CCBBI Fellows: 

  • Allowed to schedule up to 8 hours per week per study, during both business and off-business hours. 
  • If additional hours are needed for a particular study, please email Assistant Director, Dr. Xiangrui Li, at ccbbi.service@osu.edu for approval.

CCBBI Affiliates: 

  • Permitted to reserve up to four hours per week. 
  • An additional four hours may be added, on a weekly basis, to the upcoming week beginning on the preceding Friday, for a maximum of 8 hours per week. It is important to note that these additional hours can only be scheduled for regular business hours and not during off-hours.

 

Notification of Changes and Rescheduling

Every effort will be made to avoid schedule changes, but staffing or machine problems may lead to unavoidable rescheduling. The Principal Investigator will be notified as soon as possible if a scan must be rescheduled.

 

Magnet Time Usage

Reservation times are strictly enforced. The investigator must reserve sufficient time for the experiment. This includes time for setting up study-specific equipment (such as monitors, button boxes, microphones, etc.) and time to clean up the scan room after the study is finished (i.e., put away equipment, place dirty linens in the hamper). The control room should be left in a clean state (no empty coffee cups, scrap paper, etc.). No food is allowed in the control room and beverages must never be near any of the computer equipment. Any time spent in the facility beyond the reservation time will be billable in 15-minute increments. Investigators may use the separate testing/computer rooms B55B and B55C without charge.

  • The minimum reservation time is one hour. Additional time can be added in 15-minute increments. Unused fractional hours cannot be carried over to a future study.
  • When scheduling consecutive subjects, please include 15 minutes for room turnover time. 
  • Studies that go over their reservation time will be charged in 15 minutes increments.
  • If a study goes over its reservation time and encroaches on the next scheduled study, it will be immediately stopped, and the investigator’s team must leave. 
  • If the Calendar permits, investigators and their team may choose to arrive 15 minutes before their reservation time to begin setting up and preparing the control room. However, if another scheduled study is in progress, they may not enter the control room. Investigators can assist in preparation by asking the subject to use the restroom, change into scrubs, and assemble prescription eyeglasses (if applicable) prior to the study start time.

 

Preparing for Your Reserved Time 

  • Investigators using their own computers or equipment must make certain that everything works before their arrival. If the equipment is untested in the MR environment, arrangements for testing time with the CCBBI staff must be made. Depending on the amount of time needed for such testing, a fee may be added.
  • Scan protocols must be prepared in advance and programs must be tested before running an experiment. 
  • The MRI staff on duty must be made aware of the study protocol such that they can safely terminate a study without any assistance from the experimenter. 
  • The MRI staff must be informed of all substances and equipment that need to be brought into the scanner room for the experiment. No substance or equipment can be brought into the scanner room without first being cleared by the MRI staff.

 

Off-Business Hours 

Off-business hour policies have been designed to keep in mind the needs of the investigators, the availability of various staff members, as well as the need to adhere to the safety and regulatory procedures of the University. The CCBBI team is committed to providing quality service to our users and expects users to be mindful of these policies at all times. When reserving off-business hours, please note the following policies:

  • Two experimenters, with at least one of the experimenters being a faculty member, a lab manager, a graduate student, or a post-doctoral scientist, must be present at all times, including during the final clean-up.
  • Reservations for off-business hours must be made by email to Xiangrui Li via ccbbi.service@osu.edu. Any requests sent to personal email addresses of CCBBI staff members will not be honored.
  • The MRI technologist’s schedule is finalized on Friday for the upcoming week (defined as Monday through Sunday). All off-business hour scan requests for the upcoming week must be sent in by 4pm on Friday. Under no circumstances will late requests be accommodated. Reservations cannot be made more than one month in advance.
  • These off-business hour time slots are intended for everyone's use. For now, we will place a limit of 4 off-business hours per week per PI. If there is less demand for off-business hours, this limit may be relaxed in the future.
  • Reservation requests to ccbbi.service@osu.edu will be responded to in the order in which they are received. 
  • Experimenters must be well-versed in the Center’s emergency procedures.
  • Under no circumstance will the MRI Technologist leave the Control Room to provide access to participants. Given that the building is locked on Sundays and there will be limited staff present at the Center during the evenings, experimenters must have a plan for meeting their participants and letting them into the building. Additionally, it is the PI and/or experimenter’s responsibility to ensure that visitors to the building are not wandering the building unsupervised during off-hours. Participants should also be escorted out of the building following the completion of the session.
  • The Psychology Building is closed on Sundays. It is the responsibility of the PI to ensure that their experimenters have external building access to the Psychology Building.
    • PIs with a faculty appointment in the Department of Psychology must email the Psychology Department (psych.service@osu.edu) to request exterior building access for experimenters. Access requests must be renewed annually.
    • PIs who do not have a faculty appointment in the Department of Psychology can request exterior building access by emailing Uyen Tram at ccbbi.service@osu.edu for assistance.
  • Scanner and ancillary equipment access and MRI Technologist services will be available during off-business hours; however, additional Center services will be unavailable during these times. Please note that support for problems with scanner sequences, auxiliary equipment, or any additional needs will not be available during these hours.

 

Cancellation Policy

  • Cancellations or changes made at least two business days (48 hours) before the scheduled scan will not incur a penalty (charge or forfeiture of hours).
  • Cancellations or changes made 48 hours or less before the scheduled start time for Funded Studies will be charged for the number of hours reserved. For Pilot Studies, those hours will be forfeited.
  • A scan cannot be changed to a Pilot Study in the event of a cancellation to avoid the CCBBI service charge.
  • If the entire reservation time slot is not needed, the experimenter must notify CCBBI staff to change the scan time. If this is done at least two business days (48 hours) before the scheduled time, the PI will not be charged for the original scan time. (For example: 3 hours were blocked but now only 2 hours are needed. If the request to change is not made at least 48 hours before the scheduled time, 3 hours will be charged.)