Scheduling

Scheduling Basics

Requesting Recurring Blocks

Cancellation Policy

Reserving Free Resources

Getting Started with iLab

Scheduling Basics

There are two avenues for requesting time on the scanner:

1)  Recurring Blocks

Principal Investigators will have the opportunity to request recurring time blocks on the schedule. PIs will receive an email announcement calling for fixed block requests. This will occur approximately every 3 months for the following 3-month time period. Additional information for requesting recurring blocks is below.

2) Open Slots

Principal Investigators or green-badge members of their labs may request open slots on the MRI schedule. To request an open slot, login to the CBS Neuroimaging iLab website and click on an available time slot on the MRI calendar to begin the reservation process. Detailed instructions for registering for an iLab account and reserving slots in iLab can be found below.

If you are uanable to complete these steps for any reason, please contact Caroline West (wcwest [at] fas [dot] harvard [dot] edu) for assistance. You may email Tammy Moran(tmoran [at] fas [dot] harvard [dot] edu) to sign up for time until your issues are resolved. Note: The PI must be cc'd on any email requesting MRI scan slots.

Requesting Recurring Time Blocks

Guidelines for Requesting Recurring Blocks

Requests for recurring blocks must be made by the Principal Investigator.

When requesting scan blocks please indicate the following:

1) Number and length of blocks: [e.g., One 4-hour block and a separate 2-hour block]
2) Four preferred times in order of preference
3) Up to four excluded times (I will assume no one wants weekends unless you specifically request them)
4) Describe any special circumstances that are pertinent to your request (e.g., "I am scanning elderly subjects so I cannot scan after 5PM", "I would like my two 4-hour blocks to be on sequential days").  I will try to accommodate these special circumstances as much as possible.

Recurring Block Policy

These requests are for recurring weekly time slots that you fully own. That is, unless the scanner or equipment is broken, you are committing to pay for your slots. If your slot falls on a holiday you will have the option of claiming that slot or releasing it. This must be done within one week after the schedule is posted. You, of course, will not be charged for that holiday slot if you choose to release it. Any other changes, swaps, subject cancellations, etc are fully at the discretion of the investigator and his/her responsibility. The only situation that would result in not being billed is if the scanner malfunctions.

Cancellation Policy

Cancellations and changes to reservations on the MRI scanner are generally not permitted. We do strive to be reasonable and fair so the exceptions listed below will be permitted when possible. Requests for these types of schedule changes must be made by sending an email to both Tammy (tmoran [at] fas [dot] harvard [dot] edu) and Caroline (wcwest [at] fas [dot] harvard [dot] edu).

 1. cancellations and changes within 24 hours of making a reservation

 2. snow day cancellations - if you or your volunteer cannot get to the center safely

 3. minor changes (e.g., moving a slot to a different time on the same day) will be allowed if the schedule can accommodate and if sufficient notice is given to make the change

Advertising your available slots for sale:

If you know in advance that you will be unable to use your slot you can advertise your slot ‘for sale’ in two ways; we recommend doing both: 

 1. Send an email to the cbsn users list (cbsn [at] lists [dot] fas [dot] harvard [dot] edu) to advertise the slot for sale. 

 2. Note that the slot is 'For Sale' in the ‘Event Notes' section of your reservation in iLab so that other users can see these slots on the calendar.

Reserving Free Resources

Follow the instructions for reserving MRI slots but substitute the appropriate calendar (Mock Scanner, Testing Room, etc). Reservations for these rooms do not need to be approved. Please be considerate of other users when making your reservations.

Getting Started with iLab

Each user needs to register with iLab in order to make a reservation for the MRI and other CBSN testing rooms. Please reference the information below to complete the one-time registration process and log in.

Harvard Users

To get started, you must register for an account. If you previously used the CBSN SPINAL calendar, we have already set up your account and you can skip steps 4 and 5.

  1. Navigate to CBSN iLab login page HERE.
  2. Click "Sign In" the upper-right-hand corner and select "Sign in using Harvard (with HarvardKey) credentials" option. You will be directed to the HarvardKey authentication page.
  3. Once you have entered your HarvardKey credentials, click the "Login" button.
  4. Complete the iLab Registration page where you will need to select your PI/Lab, and verify your contact information
  5. Once your registration has been submitted, your PI will receive a notification that you have requested membership to their lab in iLab. They will need to approve your membership and assign any Expense Code for your use.
  6. Email Caroline at wcwest [at] fas [dot] harvard [dot] edu to be granted access to the CBSN calendars.
  7. The first time you login to iLab after being accepted into your PIs lab, you will need to set your time zone and confirm email address.  When you have set these, as desired, click the "Set" button.

External users (including Harvard-affiliated hospitals*)

 For external users with a HarvardKey, please register for an iLab account with your institution’s credentials - not with your HarvardKey.

 If you already have an iLab account:

  1. Email Caroline at wcwest [at] fas [dot] harvard [dot] edu to be granted access to the CBSN calendars. 
  2. Navigate to the CBSN login page HERE.
  3. Click the "Sign In" button in the upper-right hand corner and select "Sign in using iLab (no HarvardKey) credentials".
  4. Once you have entered your credentials, click the "Login" button. 
If you don't already have an iLab account:
  1.  Navigate to CBSN iLab login page HERE.
  2. Complete the registration form.
  3. Receive a Welcome Email from iLab (typically within one business day) with login credentials.
  4. Email Caroline at wcwest [at] fas [dot] harvard [dot] edu to be granted access to the CBSN calendars.

Scheduling Equipment Reservation in iLab

Once you have been accepted into your PI’s lab and assigned an Expense Code, you can schedule equipment time.

  1. Navigate to the CBSN iLab login page HERE.
  2. Click "Sign In" the upper-right-hand corner of and select the appropriate log-in  (“Sign in using Harvard (with HarvardKey) credentials”  or  “Sign in using iLab (no HarvardKey) credentials”).
  3. Select the Schedule Equipment tab and click on the "View Schedule" button next to the instrument of interest. Click and drag on the time frame you would like to schedule your reservation for.
  4. A window will pop up that will allow you to verify your reservations details and provide usage type and payment information (33-digit expense code or Purchase Order) before saving the reservation.
    1. Under "Times," click the pencil to adjust the reservation start and end times. Click the green check mark to save. 
    2. Under "Use and cost of reservation," click "pricing details" and select the appropriate usage type (e.g., Pilot Session, Peak hours, Off-peak hours, etc).
    3. Under "Payment information," select the appropriate expense code or purchase order (if you have more than one). If you do not have payment information at the time of reservation, it will be required prior to month’s end for billing.

Information for PIs and Financial Administrators

New researchers will need to join your group in iLab. You can either add them directly into your group, or they can make a request to join your group.  If they make a request, you will receive an email asking to approve the request. The request email will have specific instructions on how to approve the request.  Instructions are also provided below.

Instructions – Approve request to join group

  1. Navigate to the CBSN iLab login page  HERE.
  2. Click "Sign In" the upper-right-hand corner and select "Sign in using Harvard (with HarvardKey) credentials" option. You will be directed to the HarvardKey authentication page.
  3. Once you have entered your HarvardKey credentials, click the "Login" button.
  4.  Once logged in, look for the link in the left-hand menu labeled "My Groups". Hover-over and select your lab.
  5. Set the auto-approval amount if you do not wish to have to approve service requests below a certain dollar amount. To do this, select the "Members" panel and enter a dollar amount in the "Auto Pre-Approval" amount and click "save settings."
  6. To approve lab membership requests, select the "Membership Requests & Expense Code" tab. New membership requests will show at the top of this page. Click “Approve” to accept a member into your lab. Click “Reject” if they are not a member of your lab.

Instructions - Assign Expense Code

  1. Existing expense codes (i.e., 33-digit account code) associated with each research group have been loaded into iLab. Below are the steps to assign an Expense Code to a member of your group.
  2. Navigate to the CBSN iLab login page HERE.
  3. Click "Sign In" the upper-right-hand corner and select "Sign in using Harvard (with HarvardKey) credentials" option. You will be directed to the HarvardKey authentication page.
  4. Once you have entered your HarvardKey credentials, click the "Login" button.
  5. Once logged in, look for the link in the left-hand menu labeled "My Groups". Hover-over and select your lab.
  6. Find the member in the above (lab) list where it says, "Manage Expense Code".
  7. Select the checkbox(es) to the right of their name for the Expense Code(s) you wish to assign them.

For More Information

If you have any questions or issues about scheduling CBSN equipment calendars and current appointments, please send an email to both Caroline (wcwest [at] fas [dot] harvard [dot] edu) and Tammy (tmoran [at] fas [dot] harvard [dot] edu) so that we can assist you most efficiently. For questions about billing and assigning expense codes please contact Caroline directly. To learn more about iLab Operations Software please visit the iLab support site.