*Current Policies may vary or be superseded during COVID-19 ramp-up. Please see this page for up-to-date-info
Scheduling Time on the Scanner
Data Access Policy
Beginning an MRI Study
The MRI Unit is here to assist with every step of beginning a study. Please see this page for more in depth explanations of pulse sequences and scanner hardware resources
- Structural Pulse Sequence Design
- Functional Pulse Sequence Design
- Spectroscopy Pulse Sequence Design
- Diffusion Tensor Imaging (DTI) Pulse Sequence Design
- Assistance with grant MRI methods section
- Assistance with statistical planning
- Schedule MRI scans
- Bill MRI scans
- Running MRI console
- On-call management of scanner malfunction and clinical issues
- Maintenance of MRI scanner
- Checking equipment
All MRI Safety rules and guidelines must be adhered to at all times.
Safety forms and screeners are located on this page
Safety Reads - the MRI unit will send structural MRIs to be interpreted by a neuroradiologist as requested by scan groups. The frequency at which this is done for individual subjects and interval between same-subject reads is determined by individual scan groups and their protocol(s). For IRB guidance with regard to neuroreads, please see https://irb.nyspi.org/investigators/guidance/mri-gudelines
The MRI Calendar is available online at http://nyspi.calpendo.com
If you are using Calpendo 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, excluding some holidays. The hours are 8am-8pm Monday-Friday (scan time is also available from 8pm-midnight with advanced scheduling, pending operator availability) and 9am-5pm on weekends (extended weekend hours may be negotiated on a per-case basis), as well as some holidays, pending operator availability. We will make every effort to accommodate same-day scheduling, however same-day scan slots scheduled during evening hours (after 6pm) may be subject to 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. Priority may be given to scans based on grant deadlines and/or funding source.
The calendar availability is open 2 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.
Scan groups will be granted access to the scanner / experiment area at the beginning of their scheduled scan time. Scheduled scan time includes both participant & equipment setup, as well as equipment breakdown & participant removal from scanner. If additional setup or breakdown time is needed, please factor this into the amount of scan time scheduled. Groups are expected to be mindful & respectful of other groups' time and participant(s). Please do not enter the experiment / scanner area before your scheduled time unless the preceding group has granted permission to do so.
Please be mindful that the scanner is a shared resource. Groups will be expected to be completely clear of the scanner / setup area no later than the end of their scheduled scan time. If additional time is needed, the active scanning group must receive permission from the following scheduled group to use additional time, without exception. We understand that there may on occasion be situations during a scan session that prevent a group from acquiring a full data set. Depending on the cause and circumstances, and at the MRI unit's discretion, we will work with groups to determine how to proceed with rescheduling a participant when possible, as well as any modifications to billing if deemed necessary.
Scans must be cancelled 4 calendar days in advance to avoid paying a cancellation fee. For the purpose of scheduling, days refers to calendar days (including weekends), and not hours. This is to ensure adequate time for other scan groups to find a participant and use the slot. Scans cancelled within the first 3 days of the 4-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.
If a group schedules and cancels a scan within the 4 day cancellation window, i.e, a group books a scan on a Monday for a scan session on Friday of that week, and then cancels before the Friday, they will not be penalized. If the group cancels the scan day-of in this circumstance, they will be charged half of the hourly rate.
If a group schedules a same-day scan session and cancels before the time of the scan they will not be charged a cancellation penalty.
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.
All new studies will be granted one initial scan under the protocol, to be designated a "pilot" scan, at no charge, to ensure their study starts off and runs as intended, and to verify that proper time has been allocated for session length. This is not the same as testing time. Pilot data should be collected on a subject consented under a study protocol as part of the study cohort or control group. After the initial pilot scan, subsequent scans under a protocol should be scheduled as paid scan time. Pilot scans are not the same as "testing time." Scans intended to work out bugs, optimize sequences, test paradigms and equipment, etc., should be scheduled as testing time (see section below).
All requests for testing that will require blocking off scanner time, regardless of purpose, must be approved by Dr. Rachel Marsh. Please submit the following when requesting a test – The purpose of the test, who or what is being scanned, as well as said subject's role within the scanning group, if applicable. Subjects scanned for testing purposes should be consented under IRB 7672R, Modification of MRI Pulse Sequences. All testing should be scheduled during the 8am-9am slot or 7pm-8pm slots when possible. Any requests for testing during other time slots will be granted only if the time is still vacant at 5pm the day before the proposed test, unless an exception is granted in writing. Images and other data obtained during testing time are intended for the purposes of optimizing pulse sequences, acquisition methods, and analysis techniques for a given study and may not be included in project-related data sets for publication. All test scan images and data 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. Groups who request excessive testing time for a project may be asked to provide justification, or to contact MRI staff & faculty for help optimizing and/or troubleshooting.
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, experiment code bugs, issues, etc., can happen, and exceptions may be granted on a case-by-case basis.
Costs for RFMH applications: $625/hour + $60 neuroradiology reading per subject
Costs for non-RFMH* applications: $725/hour + $60 neuroradiology reading per subject
Costs for Industry Sponsored Contracts: $1225/hour + $60 neuroradiology reading per subject
Annual 3% increase is to be included in budget for subsequent years.
*If the CU source of funding is not an NIH grant, please speak to Janelle to make additional arrangements
Ongoing Studies will continue at the agreed upon rates.
Joe will generate billing sheets for each group and a copy will be sent to the group's designated administrator.
- All RAs must attend RA safety training course - held once a month. Email firstname.lastname@example.org to sign up
- After course is completed RA receives a yellow badge to put on their NYSPI ID
- A yellow badge allows access to the MRI suite, but only under supervision of RA with a green badge
- RA with a yellow badge must attend 3 separate scanning sessions before receiving a green badge
- Technologist and RA with a green badge must sign off on each of these scans
- Lastly, RA must complete an RA safety quiz in order to receive a green badge
- Contact MRI Unit administrator at email@example.com for quiz
- RAs with a green badge allowed entry to the MRI suite and can run a scan with the technologist
- RA training form can be found: nyspi.org/mri/forms
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