Once a research project application is approved, the investigator or team delegate will be given access to the online booking system, Calpendo.
Calpendo is only accessible from within the SickKids network (via VPN). Non-SickKids staff can contact the Research MRI team to set up their bookings.
Users who are not on the SickKids network, including non-SickKids staff, can add Calpendo to Outlook 365, which allows remote users to view the schedule through the Outlook 365 web app. This calendar will be read-only and will only update about once every hour.
For participant confidentiality and privacy, following the Tri-Council Policy Statement, do not put participant personal information such as initials, age, gender, diagnostic, etc. in the booking comments. Instead, use participant codes if you wish to distinguish your bookings.
An active REB is required for bookings in Calpendo. The system will not allow an expired REB/study account to schedule participants. Calpendo will send an automatic email requesting the new REB when a project is due for REB renewal. If you receive a notice about REB expiry or booking ability has stopped, please inform the study investigator immediately and forward the REB renewal letter to firstname.lastname@example.org.
Booking approval and automatic denials
Reserving time without confirmed participants is not permitted. Calpendo booking approval depends on a signed Epic order, otherwise the Calpendo booking will remain “Requested”. Bookings that remain in a “Requested” state will be automatically cancelled based on the following schedule:
If there are:
- 20 or more business days between the booking and appointment, a warning email will be sent 5 business days after booking
- Between 5 and 19 business days between booking and appointment, a warning email will be sent 1 business day after booking
- Less than 5 business days between booking and appointment, a warning email will be sent immediately after booking
- For bookings past the project expiry date and past the above deadlines, a warning email will be sent 1 business day after the project is extended
Bookings will be automatically cancelled if they are still unapproved 24 hours after the warning email was sent.
Bookings are made in increments of 30 minutes and will include:
- time in the lab for setting up equipment
- preparing participants (placing fiducials, attending to their comfort, explaining tasks, etc.),
- actual recording/scanning time,
- and equipment disassembly.
The area should be cleared and ready for the next group by the end of the booked time. In the event the study is not completed within the booked time the scan may be terminated or the additional time billed in 30 minute increments if the schedule allows.
Cancelling booked sessions
If the investigator is not able to attend the booked session, 48 hours notice is required for a no-penalty cancellation. Please notify the technologist and remove your code from the schedule.
If 48 hours notice is not given prior to cancellation, the study will be charged for 50% of the scheduled time with a minimum of 30 minutes at the normal rate.
In the event of expected or unexpected downtime, the Research MRI team will inform the investigators and research coordinators. It is the responsibility of the study team to notify and reschedule participants.
Your study may require booking a participant outside of our regular operating hours.
We occasionally accommodate special bookings when we have a technologist available. Please contact the MRI technologist directly for special booking requests. There will be an overtime fee added to the regular hourly rate for your session.
Note that all paediatrics and/or diagnosed participants must be scanned by a registered technologist. Human-funded healthy volunteers, phantoms, specimens may be scanned by a trained researcher. Basic research scanning can be booked outside regular hours directly.
There is a small assessment room in the Research MRI & MEG Reception area that is available to book for free. This can be used for running behavioural assessments, etc. on participants that are booked for an MRI research study on the same day or within a few days.