Policies

Access & Training

Users are granted different levels of access depending on their level of training, expertise, and desire to conduct MRI sessions without a technologist.

• Level 1 Users: Have completed MRI Safety Training
• Level 2 Operators: Have completed Operator Training

Please note: We can only accommodate trainings for prospective users who are part of a concrete study that is already running at the ToNI or in the immediate planning phase. If you are interested in MRI research in general, contact one of our faculty members or sign up as a participant in our secure database.

Scheduling

Project and User types 

• Internal Projects are those funded with a grant administered at University of Toronto. This will likely be those at the tri-campuses, but in some cases may also apply to those at U of T affiliated hospitals.
• External Projects are those funded by researchers not affiliated with the University of Toronto, or by funds not administered by the University of Toronto.
• Level 1 Users have completed Level 1 safety training. These users can book the scanner and scan with the MR Technologist or other Level 2 Operator.
• Level 2 Operators have completed Level 2 training and exams. These users are permitted to operate the scanner without the MR Technologist. Researchers not based at the University of Toronto who wish to become Level 2 Operators will need to sign a User Agreement and provide written proof of insurance (please email  psy.mri.info@utoronto.ca for more information).

Session types

There are five categories of session types at ToNI and each have their own scheduling and billing policies. Generally, a new project will progress from Protocol Preparation to Pilot Session to Research Sessions.

• Protocol Preparation: These are sessions in which users meet with the MR Physicist to design their scanning protocol for a new study. These sessions do not take place in the scanner. To book such a session, email psy.mri.physicist@utoronto.ca. Users are expected to complete an information form so that the protocol can be developed in one session. Participants are not needed for these sessions because little, if any, data is collected. There is no fee for these sessions.
• Pilot Sessions: Up to two Pilot Sessions will be made available for new studies. These sessions are free of charge and are intended to test pulse sequences, experiment programs, timing, responses, etc. Users will be able to book sessions themselves through Calpendo after registering a new experiment. These sessions should always be completed with the MR technologist (not a Level 2 Operator) as Pilot Sessions are also be used to estimate the length of Research Sessions as well as setup and cleanup requirements.
• Research Sessions: Following piloting, users can book sessions through Calpendo for research scans. These sessions are booked and billed according to ToNI’s standard policies.
• Development Sessions: Occasionally, users may want to develop qualitatively new scanning protocols for an upcoming study. In these cases, several sessions worth of data must be acquired to optimize parameters. Users should consult with the MR Physicist to determine whether their new protocol would be of general interest to members of the ToNI community. If this is the case the MR Physicist will authorize up to ten free sessions for development. These sessions can only be booked during (1) off-peak hours or (2) empty slots within the next 72 hours. Once authorized by the MR Physicist, users will be able to book sessions themselves through Calpendo.
• Dedicated Hands-On Training Sessions: In pursuit of obtaining Level 2 status, Level 2 Apprentices may occasionally be interested in receiving additional training outside of billed Research Sessions. Dedicated Hands-On Training Sessions may be requested by emailing the MR technologist (psy.mri.info@utoronto.ca) the evening before an opening on the MRI calendar. The opening must be at least 1h long and the Level 2 Apprentice is responsible for finding a participant for the session. Approval is at the discretion of the technologist (e.g. may not be given if the technologist must perform facility maintenance during that time) and will be canceled if a conflicting last minute Research Session is booked. These session are not booked through Calpendo. There is no charge for the sessions, and data is not collected.

Session timeline

The time required to prepare a participant for an MRI experiment can be unpredictable – participants may arrive late, may require extra time to change, or may have many questions. To ensure sessions run on time, please follow this suggested time line:

• When coordinating a participant’s arrival time please allot 45 minutes for pre-screening and preparation (30 minutes with experimenter + 15 minutes to complete the screening with MR Technologist or Level 2 Operator) in addition to any study-specific preparation time (task instructions, practice, etc.).
• All experimenters (Level 1 and Level 2) are responsible for greeting their participant, obtaining consent, pre-screening, explaining MRI protocols, and ensuring the participant has changed and has used the washroom (if necessary). Experimenters are encouraged to use this check list to ensure that all necessary preparations have been completed.
• All preparation should be complete 15 minutes before the scanning session begins. At this time Level 1 Users should bring the completed screening form and the participant to the MR technologist for final screening. Alternatively, Level 2 Operators should be prepared to start setting up the control room as soon as the prior scanning session is completed.

Session length

• Sessions are booked in 15 minute increments, with the approved length of Research Sessions determined during the corresponding Pilot Sessions. It will be roughly the total scanner time + 1 minute between each run + 15 minutes for standard setup and cleanup. Additional time may be required for peripheral equipment (e.g. eye-tracker calibration) or if working with special populations. Fifteen minutes for screening will also be appended if the experimenter has not been authorized to perform pre-screening because technologist cannot run other studies while screening.
• Approved length can be reduced over the course of a project by the MR technologist if sessions consistently terminate 15 minutes ahead of schedule.
• If a session runs longer than the booked time, the experimenter can request to extend their scan time if (1) there are no sessions booked immediately afterwards or (2) the experimenters responsible for all immediately following sessions agree to push-back their scan time. This request must additionally be approved by the MR technologist. If a project runs overlength more than once, the experimenter may be asked to extend their approved scan length. Time added to overlength sessions will be billed at the regular rate.

Peak hours:

• Peak hours are defined as hours when the MR Technologist is available, generally 9am-5pm.
• All user types are able to book the scanner during peak hours for Research Sessions.
• Peak hours on Thursdays are reserved for those not based at the St. George Psychology Department. These slots will be opened to all users 72 hours prior (i.e. Monday of the same week).

Off-peak hours:

• Off-peak hours can be booked only by Level 2 Operators.
• These sessions can be used for research sessions or development sessions.
• Off-peak hours receive a discount of $100/hour.

Booking restrictions and last-minute bookings:

• In any given week, each study is allotted no more than 10 hours during peak hours.
• If the scanner has not been booked 72 hours prior to a given slot, caps are lifted and it is fair game for anyone to book.
• All users wishing to book a same-day scan must call the center.
• Sessions cannot be booked more than 8 weeks in the future.
• To optimize the usage of our busy scanner, one cannot book the scanner for a start time between 9:30 and 10:45, unless a prior scan is already booked for that morning.

Cancellations:

• Users will be charged for cancellations made within 72 hours of the booked slot, unless the user secures a replacement. The replacement may be either a new participant, or another study that can fill the time slot. Users will be billed at 100% for time that is not filled.
• Participant information (name, contact information, and handedness) must be inputted into the system within 72 hours of booking the slot. If it is not, the slot will be cancelled (and the user will be charged if the scan is occurring within the next 72 hours). The system will send a reminder email 24 hours prior to releasing the slot.

Booking the mock scanner:

• Due to the volume of researchers who require access to the mock scanner, it can only be booked for sessions that directly involve using the mock scanner (i.e., it cannot be used as a space for overflow behavioural testing).

Developing a Scanning Protocol

At ToNI, we have several pulse sequences that have been optimized for our MRI facility. We encourage researchers to use these sequences, with minor tweaks, for their studies.

• Not all experiments have the same priorities, so users with specific aims (e.g., imaging areas with high susceptibility, especially high temporal resolution or spatial resolution) are also encouraged to tailor their protocol for their needs.
• Regardless of the level of customization, all users meet with our MR Physicist prior to piloting a new experiment. During this meeting, users discuss their specific needs and the parameters of their task to develop a scanning protocol.
• We expect that a one-hour meeting should be ample time to design most protocols. To ensure this time is spent efficiently, users are asked to fill out this form and email it to psy.mri.physicist@utoronto.ca. The Physicist will use this information to prepare templates prior to the meeting.