Booking

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:

• 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 9.00h or finish at 17.00h.
• 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).
• BHV/ERO support for scanning is available during opening hours. You can request support outside these times via [email protected].
• 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 below for details on arranging scanning assistance from a Spinoza staff MR operator.
• If you book pilot time, make sure to indicate this in the 'Summary' field by including the keyword 'pilot'(after talking to Diederick).
• For 7T:
  • please indicate in the 'Summary' field which host you are using (classic or multix).

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 Minni.

Cancellations at 3T

• Bookings can be cancelled without cost up to two weeks prior to the booking.
• Bookings cancelled between 14 and 7 days of the booking are charged for 50% of the booked time.
• Bookings cancelled within 7 days of the booking are fully charged.
• Cancelled time that is subsequently reserved by other users will not be charged. You can announce the available time via the sc3tusers mailing list.

Cancellations at 7T

• Bookings are not charged if they are cancelled prior to the day on which the slot is booked.
• Cancelled time that is subsequently reserved by other users will not be charged. You can announce the available time via the sc7tusers mailing list.

Cancellations of scanning assistance

• Bookings can be cancelled without cost up to one week prior to the booking.
• Bookings cancelled within 7 days of the booking are fully 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)
  • TMS 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 times.