Community Standards and Pro Tips

In an effort to ensure scanning runs smoothly for everyone, below are the CFMI Community Standards that summarize expectations and rules. Our hope is that this document will answer common questions. This is a resource for you to turn to before reaching out to the CFMI team and can be updated as necessary. Thank you in advance for adhering to the Community Standards, this helps the center run smoothly and efficiently. For more details about expectations for scanning, click here.

We are here to help you and your lab get high-quality data and ensure the safety of everyone involved. If there are ways we can improve, please let us know. We view the users of our facility as collaborators--we are working together to get you great data!
Reserving and Cancelling Scan Time

Reserving Time:
  • Scan time must be reserved at least 24 hours in advance.
  • NEW! If there is an open time slot in the window of 11a - 3p on a weekday, you can book it anytime before the start time. This includes day-of.
  • Development hours need to be pre-approved by Dr. John VanMeter, and should not be used on real participants.
Canceling Time:
  • Cancellation of reserved scan time must be submitted before 11:59 PM the night before the scan.
  • You will be billed for the scan that you cancel on the day of the scan.
  • The day of the scan starts at midnight.
Weekend Scanning

  • The availability of weekend scan slots is decided on the basis of need and CFMI staff availability and is usually only available for pediatric scans. Exceptions should be arranged with Dr. John VanMeter.
  • Pediatric groups should check the Weekend Scanning Google calendar to see which weekend days the scanner is available, then request scan sessions by emailing weekend.scans.cfmi@gmail.com.
  • Scans are to be booked 9am-5pm.
  • At least 2 scans must be booked per weekend day and all scans must be back to back. These requirements can be fulfilled with multiple groups scheduling on the same weekend day (collaboration is key!). This is to ensure the time (including travel) and effort of the 2 CFMI staff members needed for scanning is justified.
  • No development time on weekends.
  • The deadline for requesting scans on weekend days that have no other scans is noon the Monday prior to that weekend.
  • The deadline for adding more scans to weekend days that do have other scans is 5 PM the Wednesday prior to that weekend.
  • The deadline for cancelling weekend scans is 5 PM the Wednesday prior to that weekend.
Scan Day Pro Tips

A successful scan is one that begins and ends on time. Preparation and planning are key.

Assuming all of that is ready the day of the scan should go smoothly if you follow these Pro Tips!
Arrive ~20 mins early with your participant and make sure the following are completed BEFORE your scan time starts:
  • Register them on the CFMI website with a UNIQUE ID*. You may only register participants only using a CFMI computer. No other computer will be able to access the subject registration page.
  • Have participant fill out safety screener.
  • First-screen them**--the more carefully you complete this step, the faster we can double screen them.
  • Have participants use the bathroom, get water, etc. Otherwise, this cuts into your scan time and will likely make your scan run longer than requested, which will incur a cost to your lab; that’s a really expensive bathroom/water break.
  • Ask the participant to remove all metal--belts, jewelry, empty all pockets, remove collar stays, etc.
  • 5-10 minutes before scan time, ask any CFMI RA to double screen the participant. Only a CFMI RA or AU can do a second screen.

    • *What constitutes a unique ID? It should have letter identifiers that usually correspond with your project and/or lab. Ex. LAB_BRAINZ_1005. Example of a bad ID: C01 or P01.
    **Thoroughly screening your participant means making sure ALL their surgeries and previous MRI scans are listed on the screener form. The idea is to help them search their memory and make sure they have not forgotten that one time they broke their arm, or got that permanent retainer, etc. Also, remember a thorough phone screen prior to the day of the scan can save everyone a lot of trouble - see the MRI Safety Implant Screening steps.
    ***If your participant has any non-removable metal in/on their body (surgical or otherwise), having it pre-approved as documented in the MRI Safety Review Form is required! Waiting until the day of scan will cause delays and potentially result in your scan being canceled. Starting this process at least a week before your scan time is ideal. Details on how to pre-screen a participant can be found here.
Before Scan Day Pro Tips

A successful study relies on following a well-established protocol that is used every time you scan someone. Science depends on reproducibility! Variations in how each participant is instructed/scanned will add noise to your study and could prove to be the difference between a successful study and null results (seriously!).
Below are helpful hints on how to achieve this:
  • Make sure all of the parts of your scanning protocol are working and previously tested.
  • This includes making sure your fMRI task scripts are working and the scan protocol has been setup with both tested before your first real scan.
  • Famialirize yourself with the proper settings of the fMRI switches for button boxes and other components for your study.
  • Have a written script for what you say to the participant for every scan and every stage of their visit.
  • Make sure the wording of your script is understandable by your participants.
  • Make sure everyone in your lab uses the same script and procedures.
  • Have a plan for training your participants ahead of time perhaps using the mock scanner. If your participant doesn't understand what you expect them to do during the fMRI task your results are not likely to be very good!
  • Make regular backups of your behavioral data from the stimulus computer for your fMRI tasks.