🗓️Scheduling Sessions 2 & 3

I. Create COINS Account

1. While running Session 1, log into COINS on the running room iPad.

   • Username: dseeburger3

   • Password: operationspan!

2. Select "Account Details" -> "Subjects" -> Select "Enter new subject".

3. Use information from the fMRI Subject Database to register the participant.

   • Leave "Subject Tag Type" as "None"

   • In the "Select Study" dropdown menu, choose "Pupil_LC"

4. Select Continue -> Select Add to finish.

5. Add the participants URSI Number to the fMRI Subject Database.

II. Schedule Session 2 in Bookings

1. Once the participant has finished Session 1, open the fMRI Study Part 1 Sign-Up Link.

2. Choose an available time on the calendar with the participant.

3. Fill out the participant details and answer the eligibility questions.

4. Finish by selecting "Book".

5. Add the participant's Session 2 date to the fMRI Subject Database.

   • The participant will automatically receive a confirmation email when we book their session, and a reminder email the day before their session.

   • The participant will be able to reschedule Session 2 on their own.

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

7. Update the fMRI Subject Database every time Session 2 is rescheduled/cancelled.

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

III. Schedule Session 3 in CABI

1. Log into CABI Scheduler.

   • Email: [e-mail]

   • Password: !operationspan!

2. Scroll through the schedule to look for availability.

   • Do not schedule more than 5 scans per week.

   • Each “block” is 15 minutes.

   • Look for 6 open “blocks” or 5 open “blocks” followed by 1 red buffer “block”.

3. The scan time will be 1.5 hours but tell the participant their session starts a half hour before their scan.

   • Example: if the scan is at 12:30pm, tell the participant the session will start at 12:00pm.

4. Click and highlight the boxes to create a scan session.

5. Title the scan session as “Pupil LC – [URSI Number]”

6. Select “Create” to finish.

7. Update CABI Scheduler and the fMRI Subject Database every time Session 3 is rescheduled/canceled.

   • Check the lab email for messages from participants who need to reschedule/cancel Session 3.

IV. Schedule Session 3 in Bookings

1. Open the fMRI Study Session 3 Sign-Up Link.

2. Choose the time on the calendar that is 30 minutes before the scheduled scan time from CABI Scheduler (e.g., if the scan is at 12:30pm, the session will start at 12:00pm).

3. Fill out the participant details, URSI number, and answer the questions.

4. Finish by selecting "Book".

5. Go to the lab's Bookings Page and find the session you just created.

6. Select the booking -> "Edit" -> Scroll down to the bottom to select "More options"

7. Uncheck the box labled "Let customers manage their appointment" -> select "Update Booking" to finish

8. Add the participant's Session 3 date to the fMRI Subject Database.

   • The participant will automatically receive a confirmation email when we book their session, and reminder emails one week before, three days before, and the day before their session.

   • The participant will NOT be able to reschedule Session 3 on their own. They will need to contact us at least 72 hours in advance if they need to reschedule/cancel.

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

10. Update CABI Scheduler and the fMRI Subject Database every time Session 3 is rescheduled/canceled.

    • Check the lab email for messages from participants who need to reschedule/cancel Session 3.

11. The participant can be dismissed after Session 3 is added to Bookings.

V. Add DocuSign Forms to Sharepoint

1. Log into DocuSign.

   • Email: [e-mail]

   • Password: operationspan!

2. Select "Action Required" on the homepage.

3. Find the participant's forms and select "Sign" to fill out the rest in DocuSign.

   • Add the participants URSI number and Session 3 time and date to the top of the MRI Contraindications Form.

   • Sign the bottom of the consent form.

   • Select "Finish".

4. Select "Completed" on the homepage.

5. Find the participant's forms and select "Download".

   • Only select the form documents (4 in total), not the certificates of completion.

6. Rename each downloaded file:

   • Consent_Form_[First Name] [Last Name]

   • Contraindications_Screening_Form_[First Name] [Last Name]

   • Health_ScreeningForm_[First Name] [Last Name]

   • MRI_ScreeningForm_[First Name] [Last Name]

7. Upload the participant's forms to the Lab Sharepoint.

   • Search for the "Forms" folder within the "ONR fMRI 3pt" Folder.

   • Add the downloaded forms to their corresponding folders.

VI. Email Contraindications to CABI

1. Email the participant's contraindications form to [e-mail] with the following:

   • Subject Line: Rescheduled Session for [URSI #]

   • Attachment: Contraindications_Screening_Form_[Participant Name].pdf -> Make sure the participant URSI # and scan date/time are added to the form.

   • Body: Hello, Please find the attached contraindications form for participant [URSI #] that we have booked for [scan date/time]. The participant answered “yes” on these questions: [form question(s)] because [explanation for contraindication[s]). Thank you,