Columbia University Medical Center
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NewYork-Presbyterian Hospital The University Hospital of Columbia and Cornell

Scheduling Policy

 

Scheduling Scanner Time
 
The MRI Calendar is available online at http://nyspi.calpendo.com
 
If you are using Calpeno for the first time, please “Register as a new user” - Groups' projects will be added to Calpendo once they are officially approved by the imaging director. 
 
Scanner time is available seven days a week. The hours are 8am-8pm Monday-Friday and 9am-5pm on weekends (extended weekend hours may be negotiated on a per-case basis), as well as some holidays, pending operator availability.
 
Groups may appoint one or more people as the responsible part for scheduling scanner time for a group and/or project, with the written approval of the project’s Primary Principal Investigator.
 
Projects will be allotted a pre-allocated number of hours each month. Once a group has exceeded their calendar allotment, they may request additional time with valid reasoning, subject to approval by the Imaging Director.  Allocations will be primarily determined based on two factors: an overall expected rate of scan for the project, and a fair distribution of available time to all active scanning groups.
 
The calendar availability is open 3 months in advance, with new months available at 8am on the first day of each month on a first-come, first-serve basis. (i.e. December slots are available September 1st) Slots booked before this time will be automatically declined.
 
Cancellations
 
Scans must be cancelled 5 days in advance to avoid paying a cancellation fee. This is to ensure adequate time for other scan groups to find a participant and use the slot. Scans cancelled within the first 4 days of 5-Day window will be charged one half of the hourly rate for each hour cancelled. Scans cancelled on the day of the scan will be charged the full rate.
 
A utilization ratio will be automatically calculated for each group based on the number of cancellations vs. actual scans. If a group’s cancellation rate exceeds 25% of their total scheduled time, their hour allotment for the next open month will be reduced by one half of their cancellation rate. (i.e., if a group cancels 30% of their scans for the month, their allotment will be reduced by 15% for the next month that opens) – This reduction is temporary, and will be reviewed on a monthly basis.
 
Testing
 
All requests for testing that will require blocking off scanner time, regardless of purpose, must be approved by Rachel Marsh. Please submit the following when requesting a test – The purpose of the test, who or what is being scanned, as well as their position within the scanning group, if applicable, and the protocol that will be used for consent. All testing should be scheduled during the 8am-9am slot or 7pm-8pm slots. Any requests for testing during other time slots will be granted only if the time is still vacant the day before the proposed test, unless an exception is given in writing.  Images and other data obtained for the purposes of testing may not be used for research or included in project-related data sets, and will be made available to other researchers via the “test” project in XNAT. Paid scans will be given priority over testing, and a test slot may be cancelled (with at least 24 hour notice) should a group request the time for a paid scan. 
 
If you have any questions, please don’t hesitate to contact us, and we’ll be happy to help as best we can. We realize that last minute circumstances may arise, as well as urgent situations for resolving code issues, etc., can happen, and exceptions may be granted on a case-by-case basis. 

 

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