🗓️Scheduling Session 1

Remember to send DocuSign forms to all participants who schedule Session 1.

I. Check Eligibility

1. Check the lab email for Qualtrics Survey results and messages from people interested in participating.

2. Check the Past Participants Sheet to make sure the person has not participated in our studies before.

3. Send them the Qualtrics Survey Link to fill out if they have not done it already.

4. Check their survey responses to make sure they are eligible.

5. Review and clear all contraindications with the person before scheduling.

   • Use MRI Contraindications in the lab manual.

   • Contraindications = any “yes" answers from the survey

   • If scheduled, add explanations for all cleared contraindications from the survey to the “Contraindication Notes” section of the fMRI Subject Database.

II. Schedule Session 1 with Bookings

1. If they are eligible, send them the fMRI Study Information & Sign-Up Email.

   • If they are ineligible, kindly tell them and thank them for their interest.

2. The participant will book Session 1 on their own.

   • They will automatically receive a confirmation email when they book their session, and a reminder email the day before their session.

   • The participant will be able to reschedule Session 1 on their own.

3. Update the fMRI Subject Database every time Session 1 is rescheduled/canceled.

   • Check the lab email for an “Updated/Canceled Booking” message every time a participant changes their session.

III. Add Participant to Subject Database

1. Check the lab email for “New Booking” messages.

2. For each new booking received, go to the lab's Bookings Page.

3. Select "Customers" from the menu on the left, and search for the participant from the new booking.

4. Add all the participant information from Bookings to the fMRI Subject Database.

   • First & Last Name

   • Email & Phone #

   • Mailing Address

   • Session 1 Date & Time

   • Scheduler (your initials)

   • Contraindications

5. Check the participant’s Qualtrics survey responses to make sure they are eligible.

   • This should be done prior to scheduling, but always check again.

6. Review and clear all contraindications with the person if not already done.

   • Contraindications = any “yes" answers from the survey

7. Add explanations for all cleared contraindications from the survey to the “Contraindication Notes” section of the fMRI Subject Database.

8. Mark the “New Booking” message as “Read” in the lab email.

IV. Send DocuSign Forms

1. Log into DocuSign.

   • Email: [e-mail]

   • Password: operationspan!

2. Select "Action Required" in the top menu bar.

3. Make a copy of the most recent file labeled "MRI Safety and Consent Forms: Attention and Working Memory Lab".

   • Select the “dots” next to the correct file -> Select “Copy”

4. Replace the copied name and email with the new participant's name and email.

5. Finish by selecting "Send Now".