When you are scheduling a session, be sure to reserve everything you need right away to avoid schedule conflicts.

Google Calendars

You will need access to the Google calendars for the people (clinicians, doctors) and resources (laptops, testing rooms) that are required for a study session. One of the other RAs will be able to give you access to most of them, but you may need to contact some individuals to ask for access. Beyond these, you should request access to the calendars of RAs and investigators as-needed.

Clinician calendars: Lynn Alexander, Nancy’s Calendar, Laurie Scott, Mei Hall (ask her for access), Emily LATN Calendar (for Emily Belleau)

Laptop calendars: Dell laptop, Large Lenovo, Lenovo Ideapad, Lenovo Laptop – Small Screen, Macbook-1, Macbook-2

Testing Room calendars: 227 Testing Room, 228 Testing Room, Behavioral Testing Room 237, Control Room (reserves 235 & 236), Control Room 243a, Experiment Room 243.

Study Doctors at the MIC: Dr. Olson for Pizzagalli, Gordana Vitaliano

Observe the following guidelines when reserving time:

• Include the study, your name and extension
• If a subject cancels, go back and release the time of everyone’s calendar
• For Clinical SCIDs, book 2 hours.
• For HC SCIDs, book 1 hour.
• If the clinicians will administer additional measures, or the subject has a particularly complicated history, think about booking more time
• Be sure to leave clinicians at least 30 minutes free for lunch around the middle of the day.
• ALWAYS reserve laptops on their calendar. Do not take a laptop without reserving. Also, sign the laptop out on the sheet in the cupboard. Make sure the laptop is fully charged when you return it.
• When reserving EEG rooms, include some time for setup and clean-up
• It is your responsibility to leave an experiment room on time if another study is booked immediately after yours.

Booking Study Doctors

To be supplied

Booking Rooms at the MIC

Some information is out-of-date.

There are three interview rooms at the MIC.  They can only be reserved during a scanning visit. The MIC has set the following rules for using these rooms:

• To book rooms for sessions at the MIC, use Calcium:
  https://calcium.mclean.harvard.edu/cgi-bin/Calcium40.pl?login
• No more than 2 ½ hours may be reserved per subject per group per room. Multiple blocks may be reserved but for no more than 2 ½ hours at a time.
• No group may reserve the same testing room for multiple, consecutive blocks on a given day. If multiple blocks are required, groups should alternate testing rooms as possible.
• Both testing rooms (169 and 171) rooms MAY NOT be reserved by the same group at the same time for the same study.
• Individuals responsible for the time reserved should indicate name, extension and study name for each time spot reserved.
• Staff should NOT knock or open the door if unsure if the room is in use; timed testing is often invalidated when subjects are interrupted during the completion of a task.
• All of your equipment, paperwork, accessories etc must be removed from testing rooms at the conclusion of the allotted time frame. Leaving laptops and other equipment behind causes needless delays for other groups and poses violations of subject/patient privacy and confidentiality.
• If you have reserved a time block and find that you will not need it, PLEASE remember to remove it from the Calcium calendar.
• The sign on the outside wall should be changed to reflect current status; i.e. make sure it says “vacant’ when you leave the testing room.
• There are four interview rooms in calcium, we use these rooms for SCID interviews that take place at the MIC (any study that requires labwork or requires Dr. Vitaliano or Dr. Olson to consent).
• There are also exam rooms at each scanner that can be booked for labwork during MRI scan sessions:
  • 3T Trio exam room: if someone else has a scan booked when you want to use the exam room (e.g. you need to do a blood draw before your scan) you must email them to make sure they aren’t using the exam room. It has a table for ECG, but you may need to get the ECG from another exam room. The internet is the best in this room. Wi-fi signal is great
  • 3T Prisma exam room: To be supplied
  • 4T exam room: This room is used the least, but it is usually available. A blood draw could be done here, but not an ECG. There is a centrifuge here for spinning blood. The -20C freezer for saliva samples is here.
  • MIC exam room: This is the room next to the 3T. It is not equipped as an exam room, so you must bring all your own supplies.  It is very cramped and there is no internet. There is no centrifuge, so if you use this room you will have to book an additional room for spinning the blood.

Scheduling MRI Scans

Some information is out of date

Each time that you book a participant for a study, you will need to request a scan time for them. You can do this in the reserved time for your study, or in “open time” that’s listed on Calcium. If you do not have a subject booked for a reserved time slot 48 hours in advance, you will lose the reservation and the time will be released for anyone to book it. Therefore, it is important to try to book participants in your reserved time first, rather than try to book open time on the scanner

Requesting a 3T slot for a study session

• If you are requesting a time from your reserved time slot, it is important to request it more than 48 hours in advance so that it will not get released as open time
• If you are booking open time, you can request it at any point. However, MRI requests for open time are completed on a first come first serve basis
• You will need to print the MRI Request form (stored in the exp folders of each study) and fill out the study doctor, the PI, your name, the date and time of the scan, what scans will be done, and also the subject’s name, DOB, and gender. You must also answer the yes/no questions at the bottom. The address and contact information for the subject is unnecessary
• It is important to use the subject’s full name (not nicknames) and print very clearly
• The form gets faxed to 617-855-3757
• If you have questions call Lynn Hathaway (she does the MRI bookings) at x3385
• Lynn will call you when she books the scan to give you the MRN for the subject. Write this on the top of the MRI request, and store the request in the locked cabinet in the folder labeled “MRI requests”
• To release pre-scheduled time, email 3TSCHEDULE@mclean.harvard.edu
• If your study is canceled on the day of (e.g. no-show, late cancellation), you must:
  • email the MIC list-serve to let them know that the 3T/4T is now free from X time to X time (same even with new scheduling system), include the reason the for the release (e.g., subject no-show, issue with scanner, etc)
  • email 3TSCHEDULE@mclean.harvard.edu with the same above information
• We are not charged for no shows and last minute cancellations.  This was factored in the utilization percentage for each group as this happens for all groups.  Scott recommends that groups with subject populations that tend to have cancellations to book a back-up subject.  There is IRB-approved language for this that can be shared to others.

Reserving the 4T for a study session

To be supplied.

Requesting a Developmental Scan

Out of Date

• You must fill out a ‘blue sheet’. These are kept in the supply/copy room at the NIC.available online.
• Fill out the reason why you are requesting a scan, and how many you are requesting.
• Have Diego review this document
• Send it to Scott Lukas to sign off on
• Then it must be manually dropped off to Kathleen
• She will keep this on file.
• You may only request a development time slot on the scanner 24 hours in advance
• If you need to request additional development scans for the study, you can edit the blue sheet (it will need to be approved again) or just fill out a new one.

Scheduling PET Scans at MGH

There is an online calendar for viewing available PET scan times. An interview room for questionnaires and computer tasks can be booked through this website. You will need to book a room for the beginning of the session and the end for a computer task and questionnaires

To book a PET scan:

• Go to: http://petmanager.mgh.harvard.edu/
• Log in with your partners id and password
• Click on the calendar
• We can book PET scans for our studies at 11:15am and 2:15pm. Sometimes other times (e.g., 10:30, 12:30) are available if you ask. PET scans usually take 1hr 15 mins ish.
• Call the MGH registration line (866-211-6588) to get the subject’s MRN number (mention that you are calling on the subject’s behalf and that he/she is only participating in a research study). Information needed: Name, DOB, Phone, and Address
• Note MRN in “Subject_Info.xls” in common/restricted/
• When you have the subject’s MRN, you will need to email Steve Weise (weise@pet.mgh.harvard.edu) to reserve the PET scan time. You should email him the following information:
  • Name of Subject:
  • Date of PET Scan:
  • Time of PET Scan Start:
  • MRN:
  • Date of Birth:
  • Subject contact phone number:
  • WOCBP:
  • Consenting required: No
  • IRB Protocol Number:
  • Imaging Compound: (ex:11C-Altropane)
  • PeopleSoft Fund Number:

To book a testing room for the PET scan:

• We use Room 233 in the White building for testing
• Log into the PET calendar website
• Click on “Shared Events” and create a new event
• This will allow you to book White room 233.