MRI Scheduler

The MRI Scheduler is hosted on the Rotman Support and Services website here:
https://www.rotman-baycrest.on.ca/index.php?section=340

Gaining access to the Rotman MRI Scheduler

1) Researchers will only be granted access to the MRI Scheduler if they are both listed on the project REB Personnel Log and have completed MRI Safety Training and Orientation.
2) rotman-baycrest.on.ca account creation:
Internal Users: All Rotman Research staff should have accounts on rotman-baycrest.on.ca created for them during onboarding (your username is the first part of your Rotman email address, if you don’t know your password try the “Reset password” link in the top right).
External Users: Please contact Garry and ask for the External User Intake Form Link. Once you have completed the form, you will receive an email from Research IT with a welcome message and further instructions to complete your account setup.
3) Once you have an account on rotman-baycrest.on.ca, email Garry with your username and the MRI Project you need Scheduler access for.
4) Garry will confirm when you have been added to a project.

Using the Rotman MRI Scheduler

1) The MRI Scheduler can be access at this link:
https://www.rotman-baycrest.on.ca/index.php?section=340
2) To view the scheduler, click the “Reservations Calendar” button.
3) Choose the “Start Date” you wish to view. If you have access to multiple projects, you can select which project you are making a reservation for using the “Project” drop down menu. You can change the “Number of days” to view between 1 and 7 days at a time. Finally, click “View Project Schedule”.
4) You will be able to create a reservation everywhere that the timetable is marked Green. Your ability to modify your project’s existing reservations will depend upon your project’s settings.

MRI Scheduler Notes and Rules

MR scanner hours of operation – Monday to Friday from 9:00 to 12:00 and from 13:00 16:00. Additional hours may be available on request based on demand and casual MR Technologists availability. Additional hours may include Sunday from 9:00 to 12:00, and 13:00 -16:00, and Monday evenings from 16:00 to 20:00.
Maximum advance reservation time – You are able to make reservations up to 30 days in advance.
Minimum advance reservation time – You are able to make reservations until 72 hrs prior to the time (down to the minimum 30 minute booking intervals). Please note that if there is an open reservation and you are inside of the 72 hrs minimum, you may contact Garry at ext. 3320 with your MRI Project Number and Participant ID to request the reservation.
Weekly hours quotas – Each project is restricted to a specified number of hours available weekly. This number is based on your IOC application request and approval. The default for most projects is 4 hours per week. You may request approval for over quota scan sessions on a per session basis. If you are over your weekly quota and there is an opening available within two weeks of the scan date, contact Garry by email. If you are over your weekly quota and there is an opening available within 72 hrs of the scan date, contact Garry or leave a message by phone at ext. 3320. Please include your MRI Project Number and your Participant ID.
Cancellations outside of 72 hours – Cancellations can be made on the MRI Scheduler by the researcher up to 72 hrs prior to schedule reservation at no charge. To cancel your reservation online, open the reservation and select the red “x” at the top left of the page.
Cancellations or Changes within 72 hrs – There is no researcher access to cancel or make changes on the MRI Scheduler within 72 hrs of your reservation. Please contact Garry by phone at ext. 3320. Full charges will apply to cancellations within 72 hours.
No shows – If a participant has confirmed they will be attending the MRI scan but doesn’t show up on the day of the reservation, the researcher must come to the MRI Facility in-person at the reservation time to inform the technologist that their participant did not show. At the technologist’s discretion, an adjustment can be made so that the reserved time will be billed at half rate. Phone calls or emails of last minute cancellations will result in the reserved time being billed at the full rate. Please make every effort to have backup participants ready for these cases. Consider using your internal research participants for such events. You can also transfer your reservation time to another project if you are able to find someone who can use the reservation.
Emergency reservations – Tuesdays from 10:30 to 12:00 and Thursdays from 13:00 to 14:30 are reserved for various last minute emergency scans, e.g. clinical trial studies requiring an MR within a 48 hour time frame prior to start of treatment, suspicion of a new adverse event (ARIA), or prior reservations having to reschedule due to technical malfunction. You may contact Garry at ext. 3320 to request these slots if they are unbooked within 72 hours.
Participant ID’s – A valid Participant ID, properly assigned to your REB Project on the Participant Database, is required in order to reserve time on the web scheduler . Reservations with invalid or unassigned Participant ID’s may be deleted with or without prior notice. We can not scan participants who are not assigned to your project in the participant database.
MR Simulator – Simulator hours of operation are Sunday to Friday from 8:30 to 20:00. Simulator Room Badge Access can be granted to researchers to allow direct access to the Simulator Room without the presence of MRI Staff, and after normal MRI operating hours. Note that if you require access to other areas (sink for EEG studies) you will not have this access after hours. Please see the After Hours Simulator Access page for more information.
If you would like to book any part of the MRI Facility for other reasons, e.g. technical development, photos, tours, please contact Jacob and/or Garry.