ℹ️Session 3: Reschedule, Cancel, or No-Show

Rescheduling Session 3

1. Check the lab email for messages from participants who need to reschedule.

2. Highlight the session in purple (rescheduling) in the fMRI Subject Database

3. Log into CABI Scheduler to find and offer new scan times for the participant.

4. Update the scan in CABI Scheduler.

   • Find and select the original scan time on the schedule.

   • Change the scan to the rescheduled time and date -> select “Update” to finish

5. Update the contraindications form with the new scan time.

   • The original scan time can not be removed; cross it out and add the new scan time next to it.

6. Send the updated form to [e-mail] with the following message:

   Subject Line: Rescheduled Session for [URSI #]

   Attachment: Contraindications_Screening_Form_[Participant Name].pdf -> Make sure the participant URSI # and new scan date/time has been added.

   Message: Hello, We rescheduled participant [URSI #] to [scan date/time]. Please find the attached contraindications form. The participant answered “yes” on these questions: [form question(s)] because [explanation for contraindication[s]). Thank you,

7. Update the session in the lab’s Bookings Page.

   • Find the original booking on the calendar -> select “Edit”

   • Change the booking to the rescheduled time and date -> select “Update Booking” to finish

8. Remove the purple highlight and update the session in the fMRI Subject Database

9. Mark the "Updated Booking" message as read.

Canceling Session 3

1. Check the lab email for messages from participants who need to cancel.

2. Highlight the session in red (canceled) in the fMRI Subject Database

3. Add the reason for canceling to the "Notes" section.

4. Cancel Session 3 in CABI Scheduler

   • Find and select the original scan time on the schedule.

   • Select “Delete” to cancel the scan.

5. Email [e-mail] with the following message:

   • Subject Line: Cancelled Session for [URSI #]

   • Message: Hello, We need to cancel the scan for participant [URSI #] on [scan date/time] please. Thank you,

6. Cancel the session in the lab's Bookings Page

   • Select the original booking on the calendar -> select "Cancel"

   • Select "Send Cancelation" to finish.

7. Mark the "Canceled Booking" message as read.

No-Show for Session 3

1. Highlight the session in grey (no-show) in the MURI Subject Database

2. Cancel the session in the lab's Bookings Page

   • Select the original booking on the calendar -> select "Cancel"

   • Select "Send Cancelation" to finish.

3. Mark the "Canceled Booking" message as read.

4. Copy and email the following message to the participant:

   Hi [Name],

   We had you scheduled today to come in for MRI scan. If you're still interested in participating, we ask that you please use email us to reschedule. If you are no longer interested in participating, please let us know.

   Please contact us with any questions!

   Best, The Attention and Working Memory Lab