Scheduling Policy & Procedures for the 3T Scanner
The following scheduling policies and procedures are designed to encourage efficient use of MR instrument time and to help insure that when openings in the schedule become available, they are distributed fairly among users.
- Scheduling Policies
- Project Scheduler
- Requesting Time Slots
- Tech Not Available-Open
- Open Time Today
- Special Requests
- Use It or Lose It
- Cancellation Procedure
- Scan Summary
- Email Reminder
- General Policies
- All research studies must have a Project Application Form (PAF) approved by the MR Lab Director prior to scheduling any MR studies. This includes both funded research studies as well as pilot studies.
- Human studies requiring technologist scan support can only be scheduled during business hours (8AM-5PM Mon-Fri).
- Small animal studies should be scheduled after business hours.
- Policies for human studies after business hours
- No contrast cases
- Safety forms need to be submitted to Jeff Stevenson, MR Lab Manager, before 2 pm the day of exam. You may fax them to: 206-543-3495 and email or call Jeff to check.
- Policies for animal studies requiring technical assistance
- It is Departmental policy that Primate animal studies be scheduled for the FIRST or LAST slots of any given day. There is no other appointment scheduled before or following, respectively.
- All small animal and other non-primate studies should be scheduled during non-business hours. If business hours are required for special support needs, then scheduling of those studies must be requested and approved by Jeff Stevenson or Jenee O'Brien.
- Please allow ˝ hour on both sides of scan for the necessary set up and clean up (For example, if your scan is scheduled from 8:00 - 9:00 a.m., your actual reservation time will be 7:30 - 9:30 a.m.).
- Any exceptions will be handled on a case-by-case basis, subject to approval.
Before you can access and schedule time slots for your scan, you need to be a registered team member on a specific approved research project. The registration process can be done at PAF submission. If you are not registered at the time of PAF submission, please contact DISC Support Center or Tina Guan with your UWnetID, project involved and email address.
To reserve scan time, Please go to the MR 3T Schedule and check the availablity of scanner and Tech support.
To schedule a new study time, click "NEW" on a selected date, a new window will pop up for scheduling information. When requesting a scan time, please be very clear and include as much information about your study as possible. Please include the following for each request in your request:
- Project name (from pull-down menu)
- Date of study requested (MM/DD/YYYY)
- Start time of the scan
- Duration of the scan (30 - 120mins)(if more time needed, please contact Jeff or Jenee as special request)
BE SURE TO ALLOCATE SUFFICIENT TIME FOR STUDY. ROOM TURN OVER AND DATA TRANSFER TIME WILL BE AUTOMATICALLY ADDED TO THIS. YOU WILL NOT BE BILLED AND MAY NOT SCAN DURING DESIGNATED ROOM TURNOVER TIME! - Subject ID or initials (you must have subject ID# to start scan)
- Any other relevant info such as IV required & physician coverage, claustro/patient medications, universal precautions, set up/clean up, etc.
Sometimes, you may see time slot marked with “TechNotAvailable-Open” during business hour. This is the time that our Technician is not available for scan. The scanner is available if you don’t need Tech support. Use the normal scheduling procedure to reserve your time slot.
Any one may scheudle time at the last minute on any "Open Time" slot during the current day. However, animal studies or studies needing special support need to be confirmed with the Lab Manager, Jeff Stevenson.We will make every attempt to accommodate special requests, for example, requests for non-business scan hours with technical support. However, with the growing number of studies vying for imager time we ask that users consider their special request carefully, be flexible and reasonable.
Special requests should be sent to:
Jeff Stenvenson: mrjeffs@u.washington.edu
Jenee O'Brien: jeneeh@u.washington.edu
Frequent non-use of scheduled scan time indicates a problem, and may result in a loss of a user's ability to schedule future time slots.Periodically, the history of magnet use will be reviewed carefully to improve efficiency.
If you are unable to use your scheduled time slot, you will not be billed
for that time provided if you cancel at least 48 hours in advance. You must cancel
your time on
MR 3T Schedule.
Click on the event you want to cancel, change the status from "sched" to "cancel", and click "update".
You may be billed for the entire block of time reserved if you fail to cancel 48-hours prior to your slot and that time is not used by another funded study.
The only exceptions to the above are last-minute subject cancelations or emergencies. In these cases, you must first cancel your time on the MR 3T schedule and then send an email to the appropriate address (above) providing the reason for cancellation. Please make every effort to keep these incidents to a minimum by calling your subjects to confirm their appointments, making sure that they know when and where to report for the study, and how they can reach you at any time.
To better manage your scheduled scan time, review your scan time summary information for each project. On the top of the MR 3T Schedule page, click on "My Project". You will see a list of your project(s). Click on the project title to see the summary and detail of information on that project.
A user-friendly email will be sent to the scheduler for any scheduled studies within 72 hours.
Questions and problem regarding scheduling, please contact DISC Support Center