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(Booking)
(Cancellations at 3T, 7T and of scanning assistance)
 
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=== Booking ===
 
=== Booking ===
 
To use scanner time as efficiently as possible, please take into account the following when booking slots:  
 
To use scanner time as efficiently as possible, please take into account the following when booking slots:  
* Make new bookings adjacent to existing bookings (unless there are no bookings yet).
+
* Please don't book too far (> 1 month) ahead, unless you already have a volunteer lined up to fill the slot.
* If you scan in the morning or late afternoon, please try to start at 9.00h or finish at 17.00h.
+
* Make new bookings adjacent to existing bookings whenever possible (unless there are no bookings yet).
* BHV/ERO support for scanning is available during [[opening times| opening hours]]. You can request support outside these times via [email protected].
+
* If you scan in the morning or late afternoon, please try to start at 900h, or finish between 1200h and 1300h, or finish at 1700h (unless you are an ERO, in which case you can start earlier or finish later.
* If you make a booking, always indicate who will be MR operator in the 'Summary' field, also when you will act as operator yourself. See [[Booking#Scanning assistance|below]] for details on arranging scanning assistance from a Spinoza staff MR operator.
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* If you are forced to leave time between bookings, try and make sure it is ample time for another researcher to run an experiment (i.e.; > 1 hour).  
* If you book [[Piloting|pilot time]], make sure to indicate this in the 'Summary' field by including the keyword 'pilot'(after talking to Diederick).
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* ERO support for scanning is available during [[opening hours| opening hours]]. You can request support outside these times via [email protected].
 +
* For safety and maintenance reasons, please make bookings outside office hours at least 24 hours in advance (weekdays) or before noon on Friday (weekend) to ensure staff is aware of your session.  
 +
* If you make a booking, always indicate who will be MR operator in the 'Description' field, also when you will act as operator yourself. See [[Booking#Scanning assistance|below]] for details on arranging scanning assistance from a Spinoza staff MR operator.
 +
* If you book [[Piloting|pilot time]], make sure to tick "Request Pilot Hours" and provide the reason for requesting pilot time in the 'Description' field (assuming the staff already consented to you doing pilots).
 +
 
 
* For 7T:
 
* For 7T:
** please indicate in the 'Summary' field which host you are using (R3, R5 classic or R5 multix).
+
** Please indicate in the 'Coil Choice' pull-down which coil you will be using.
** R3 is currently the default host, make sure to reserve time to switch before and after your session if you use R5 classic or multix (note: R5 classic will soon be phased in as new default).
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** If you plan to scan several subjects/sessions consecutively, do not book one long slot but make a separate booking per subject/session. This ensures simple administration of lost sessions due to technical problems (a common occurrence on 7T)
  
Bookings are checked against the conditions and can be rejected by the SC staff. If you believe you can't reasonably take these conditions into account get in touch with Trijntje.
+
Bookings are checked against the conditions and can be rejected by the SC staff. If you believe you can't reasonably take these conditions into account get in touch with SC staff.
  
===Cancellations at 3T===
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===Cancellations at 3T, 7T and of scanning assistance===
* Bookings can be cancelled without cost up to two weeks prior to the booking.
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* Erroneous bookings can be cancelled without cost up to one hour after making the booking. 
* Bookings cancelled between 14 and 7 days of the booking are charged for 50% of the booked time.
+
* Bookings can be cancelled without cost up to one week prior to the reserved scan slot.
* Bookings cancelled within 7 days of the booking are fully charged.
+
* Bookings cancelled from 7 days up till the day prior to the reserved scan slot are charged for 25% of the booked time.
* Cancelled time that is subsequently reserved by other users will not be charged. You can announce the available time via the [[Mailing lists| sc3tusers]] or [[Mailing lists| sc7tusers]] mailing list.
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* Same-day cancellations are fully charged.
 +
* Cancelled time that is subsequently reserved by other users will not be charged.
  
===Cancellations at 7T===
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===Technical issues===
* Bookings are not charged if they are cancelled prior to the onset of the slot.
+
Sometimes, scanning time is lost due to unforeseen issues with the scanners and/or peripheral equipment. In case this happens (apart from contacting Spinoza staff to solve the issues) edit your booking in Calpendo by filling in 'Technical Problem' and 'Session lost: yes/partially/no', a description of the problem and a screenshot of the problem, see picture. The Spinoza staff will automatically get a notification of this. Note that subject cancellations and no-shows are a risk of the researcher and not the Centre.
 +
[[File:Screenshot.png|thumb|Report Technical Problem / Session Lost]]
  
===Technical issues===
+
===Overviews and invoices===
Sometimes scanning time is lost due to (unforeseen) issues with the scanners and/or peripheral equipment. In case this happens (apart from contact Spinoza staff to solve the issues) send an email Trijntje and the hours will not be booked on the project. Note that subject cancellations and no-shows are a risk of the researcher and not the Centre.
+
After every quarter the operator and PI receive an overview of the booked scans in the past quarter. Please check the overview carefully. After receiving the overview, there is a month time to request corrections if needed via [mailto:[email protected] Production]. In absence of (timely) receipt of such a correction request, the overview shall be deemed accepted without reservation.
  
==Booking system==
+
==Calpendo Booking system==
* [https://www.spinozacentre.nl/booking Booking site]
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* [https://spinozacentre.calpendo.com/ Calpendo]
 
* The booking agenda has separate schedules for
 
* The booking agenda has separate schedules for
 
** 3T and 3T testing room (can be reserved independently)
 
** 3T and 3T testing room (can be reserved independently)
 
** 7T and 7T testing room (can be reserved independently)
 
** 7T and 7T testing room (can be reserved independently)
** TMS lab
+
** psychophysics lab
 
** mock scanner
 
** mock scanner
 
** meeting room
 
** meeting room
* Access to the different schedules is user specific based on active projects.
+
* Access to the different schedules is user-specific based on active projects.
 
* Bookings are approved periodically by the SC staff.
 
* Bookings are approved periodically by the SC staff.
  
 
==Scanning assistance==
 
==Scanning assistance==
* The Spinoza Centre can provide (incidental or structural) scanning assistance and/or BHV/ERO support for your project. For general questions on the subject you can contact Trijntje. Actual requests for scanning assistance should be sent to [email protected].
+
* The Spinoza Centre can provide (incidental or structural) scanning assistance and/or ERO support for your project. For general questions on the subject or requests for scanning assistance you can contact [mailto:[email protected] scanning]).
* As of February 19 2018, scanning assistance will be available by default on Tuesday, Wednesday and Thursday between 9.00-17.00h. However, it is still desirable to inquire in advance by sending a mail to [email protected]. This to prevent double bookings of assistance for 3T and 7T at the same time. Requests on other days will only be honored in exceptional cases.
+
* Scanning assistance is typically available on request during [[opening hours | office hours]]. Requests on other days/times can sometimes be arranged on special request, but is currently limited.  
* You can also request BHV/ERO support outside [[opening times]] via [email protected].
+
* In some cases it is possible to request BHV/ERO support outside [[opening hours]].

Latest revision as of 15:31, 14 May 2024

Policy

Before you can book time on the scanners, you first need an approved project as well as a designated MR operator (by 'bringing your own' or arranging scanning assistance).

Booking

To use scanner time as efficiently as possible, please take into account the following when booking slots:

  • Please don't book too far (> 1 month) ahead, unless you already have a volunteer lined up to fill the slot.
  • Make new bookings adjacent to existing bookings whenever possible (unless there are no bookings yet).
  • If you scan in the morning or late afternoon, please try to start at 900h, or finish between 1200h and 1300h, or finish at 1700h (unless you are an ERO, in which case you can start earlier or finish later.
  • If you are forced to leave time between bookings, try and make sure it is ample time for another researcher to run an experiment (i.e.; > 1 hour).
  • ERO support for scanning is available during opening hours. You can request support outside these times via [email protected].
  • For safety and maintenance reasons, please make bookings outside office hours at least 24 hours in advance (weekdays) or before noon on Friday (weekend) to ensure staff is aware of your session.
  • If you make a booking, always indicate who will be MR operator in the 'Description' field, also when you will act as operator yourself. See below for details on arranging scanning assistance from a Spinoza staff MR operator.
  • If you book pilot time, make sure to tick "Request Pilot Hours" and provide the reason for requesting pilot time in the 'Description' field (assuming the staff already consented to you doing pilots).
  • For 7T:
    • Please indicate in the 'Coil Choice' pull-down which coil you will be using.
    • If you plan to scan several subjects/sessions consecutively, do not book one long slot but make a separate booking per subject/session. This ensures simple administration of lost sessions due to technical problems (a common occurrence on 7T)

Bookings are checked against the conditions and can be rejected by the SC staff. If you believe you can't reasonably take these conditions into account get in touch with SC staff.

Cancellations at 3T, 7T and of scanning assistance

  • Erroneous bookings can be cancelled without cost up to one hour after making the booking.
  • Bookings can be cancelled without cost up to one week prior to the reserved scan slot.
  • Bookings cancelled from 7 days up till the day prior to the reserved scan slot are charged for 25% of the booked time.
  • Same-day cancellations are fully charged.
  • Cancelled time that is subsequently reserved by other users will not be charged.

Technical issues

Sometimes, scanning time is lost due to unforeseen issues with the scanners and/or peripheral equipment. In case this happens (apart from contacting Spinoza staff to solve the issues) edit your booking in Calpendo by filling in 'Technical Problem' and 'Session lost: yes/partially/no', a description of the problem and a screenshot of the problem, see picture. The Spinoza staff will automatically get a notification of this. Note that subject cancellations and no-shows are a risk of the researcher and not the Centre.

Report Technical Problem / Session Lost

Overviews and invoices

After every quarter the operator and PI receive an overview of the booked scans in the past quarter. Please check the overview carefully. After receiving the overview, there is a month time to request corrections if needed via Production. In absence of (timely) receipt of such a correction request, the overview shall be deemed accepted without reservation.

Calpendo Booking system

  • Calpendo
  • The booking agenda has separate schedules for
    • 3T and 3T testing room (can be reserved independently)
    • 7T and 7T testing room (can be reserved independently)
    • psychophysics lab
    • mock scanner
    • meeting room
  • Access to the different schedules is user-specific based on active projects.
  • Bookings are approved periodically by the SC staff.

Scanning assistance

  • The Spinoza Centre can provide (incidental or structural) scanning assistance and/or ERO support for your project. For general questions on the subject or requests for scanning assistance you can contact scanning).
  • Scanning assistance is typically available on request during office hours. Requests on other days/times can sometimes be arranged on special request, but is currently limited.
  • In some cases it is possible to request BHV/ERO support outside opening hours.