University of Missouri

Brain Imaging Center
Department of Psychologial Science


Important Changes at the Brain Imaging Center Effective February 1, 2013

There are a number of changes being implemented at the Brain Imaging Center that will affect all projects. Our hope is that these will improve the services that we provide users and also Center safety and security. Please read these carefully, and contact me with any questions:

All users are responsible for understanding, and complying with, these policies. These and other existing policies will be reviewed during Level 1 certification and recertification, and soon be available on the BIC website. Note that several changes impact Level 2 users (scan operators) specifically.

In the absence of prior approval, no one should enter the control room when another group is scanning. This creates needless distraction, which is a potential safety and data quality issue, and can also compromise participant confidentiality.

1. Scheduling

We use a scheduling software called Calpendo. Users should go to the Calpendo website and watch the tutorial and register:

  • Dr. Huiling Peng will provide support for this software and create accounts for all approved projects. From the users’ perspective, this will be similar to Google calendars, but will provide much better tracking and control for the Center. Once you have registered, you will need to contact Huiling Peng to have your name associated with (a) specific project(s). Likewise, if you need assistance to get started with Calpendo, please contact Huiling:
  • Users will need to have current safety certifications in place in order to schedule (see below). We will allow a brief amnesty period for everyone to come into compliance this winter.
  • Level 1 users will be able to schedule only when the MRI Technologist is available. Level 2 users will be able to schedule at any time. With reasonable advance notice (minimum of 1 week), the technologist will do her best to be available for after hours and weekend scanning.

2. Development Time

  • We recognize that some projects need additional time to develop and test complex apparatuses (stimuli, physiological gear etc.) or to refine and implement novel sequences. These activities can be accomplished at no charge during times when the scanner is not engaged in billable scans. R&D activities can be scheduled, but should be noted as such on the calendar. Paid scans will take precedence for scheduling and can displace R&D from the calendar with 24hrs notice.
  • Note that scanner maintenance or repair does not fall into this category and will be given scheduling priority.

3. Billing

Effective February 1, 2013, we will begin billing for the time that the MRI system is actually scheduled, rather than only the time that the system is actively collecting data.

  • Each study will be given an additional 15 mins prior to the scheduled scan time for subject set up, and another 15 mins after scheduled time for clean up. These 15 min buffers will be automatically added when scans are scheduled using Calpendo. Users need only schedule the actual scan time that they need. Studies with extraordinarily complex setups can petition for additional time and this will be reviewed and approved if justifiable.
  • It is imperative that scans begin and end on time. We encourage users to have their participants arrive early enough to complete all paperwork, screening, behavioral testing etc. so that the 15mins prior to the start of their scan can be used for participant setup. Likewise, you should plan to end on time, allowing the 15mins at the end to be used for cleanup. If you are running late, you risk being unable to complete data collection.
  • Users will have one week from the time that they receive an invoice to question any billing. After that point, we will be submitting charges to MOCODES.
  • Reminder: As per earlier communications, all new grants submissions and projects will be charged $500/hr including the services of our MR Technician, or $450/hr if using a Level 2 operator with current certification.

4. Cancellations

For those scanning after hours with their own operator, the policies below will not currently apply. They will apply, however, to after hours scanning that uses our Radiology Technician, as well as all prime time weekday scanning.

  • When you cancel a scan in Calpendo, it will generate an email notifying BIC staff and users that the time is now available. The time that this email notification is generated will be used to determine whether or not a fee will be assessed.
    • i. Scans cancelled with > 24hrs notice will not experience any charges.
    • ii. Scans cancelled with 24hrs - 30mins of start time will be assessed at 50% of the standard hourly rate for the entire scheduled slot.
    • iii. Failure to provide any advance notification (<30mins) of a cancellation will result in charges at 100% of the hourly rate for the entirety of the scheduled slot.
  • In all cases, if another investigator is able to use the slot, or if the BIC is able to use the time for needed R&D, then no charges will be assessed. We encourage people to partner with one another for this reason. In extraordinary circumstances, petitions for amnesty can be made and these will be reviewed and approved if justifiable.
    • i. BIC is creating a list of healthy adult, paid volunteers that will be available to researchers for recruitment. It will be made available to researchers as needed and should be included in your IRB. We will note individuals who may be available on short notice in hopes that this will help with cancellations.

5. Marx Building Security

  • During working hours (weekdays 8:30AM – 5:00PM) the front entrance will be unlocked.
  • After hours access will be available through a new keycard reader installed on the front door that will use your MU ID. All Level 2 operators, and those who work in Marx, will have access added automatically. However, individuals are responsible for verifying that their cards work. Others may be granted keycard access and this will be decided on a case-by-case basis.
  • With the exception of the front entrance, all Marx exterior doors have been rekeyed and should never be used for building entrance or egress except in the event of an emergency. The loading dock can be opened from inside the building only and should only be used for deliveries. Propping the door open will trigger an alarm after a short time.

6. Safety Certification and Annual Recertification

  • All users will be required to have current Level 1 or Level 2 certification in order to schedule or participate in scans. Certifications will need to renewed on an annual basis. Users will receive an email reminder of the need to renew their certification prior to the anniversary. Level 1 training and recertification will be offered twice each semester. If there is a significant need, we will consider adding additional group training sessions.
  • Level 2 users will now be required to also have current CPR and first aid training. The fees associated with on-campus training will be covered by the BIC.

7. Data Transfer and Archiving

  • We have a new system in place that automatically transfers data from the scanner to a secure storage array using the Clinical Trials Processor (CTP). Users are now able to access their data, and only their data, through a web portal and copy it to a location of their choosing. The instruction of data transfer from CTP server can be found here.
  • This change requires us to implement some changes in file naming conventions. Specifically, there are now 4 additional fields for information that needs to be entered by the operator. If you are a Level 1 researcher, then these will be implemented by our MR technologist. However, Level 2 operators will need to familiarize themselves with the new system and follow the new procedures. You will need to contact Huiling Peng to arrange a brief demonstration.