Policies, Instructions and Forms

Table of Contents

• I. New or returning investigators
• II. Requesting feasibility, development, and/or pilot time
• III. BIC Facility User Registration
• IV. Access to 3T Siemens Allegra (head-only system)
• V. Access to 4.7T SISCO
• VI. Access to 14.1T Varian 600 MHz
• VII. Access to 3T mock magnet
• VIII. Access to 1.5T full-body GE & 3T full-body Siemens Trio (at Carle Clinic)
• IX. Access to wet lab
• X. User fees & billing

I. New or returning investigators

All new and returning investigators who would like to run a project on ANY of the machines and equipment at BIC or on the accessible Carle Clinic machines should first contact Tracey Wszalek, Ph.D. (Associate Director) at traceyws@uiuc.edu (217-333-3149) or Emily Wee, Ph.D. (Assistant Director) at ewee@uiuc.edu (217-333-6894).

II. Requesting feasibility, development, and/or pilot time

Feasibility, development, and/or pilot time are hours provided at no charge by BIC to assist a user in determining the feasibility of their project or developing and testing a protocol. To request feasibility, development, and/or pilot time on any of the machines at BIC, please submit a brief description of your work and the approximate number of hours you will need to Tracey Wszalek, Ph.D. (Associate Director) at traceyws@uiuc.edu (217-333-3149). Note that this unbilled time is not provided for the purpose of collecting publishable data.

III. BIC Facility User Registration

After your project has been discussed with a BIC Research Scientist but before feasibility, development, and/or pilot work begins, all new users (i.e., anyone who will be involved in the aspects of the project at BIC) must first complete the BIC’s registration requirements. The BIC User Registration procedure includes:

• signing a Chemical Hygiene Awareness/OSHA Standard Laboratory acknowledgment form;
• completing and submitting the BIC User Data Record form;
• completing and submitting the Investigator Safety Screening form; and
• watching an MRI safety video at BIC.

Registration times are Tuesdays at 10 am or 3 pm and Thursdays at 9 am or 2 pm. Please contact Mary Jane Ham at m-ham1@uiuc.edu or (217) 244-0600 to begin this process. Note that all non-faculty users must provide the name of the responsible faculty PI associated with the project.

IV. Access to 3T Siemens Allegra (head-only system)

New users of the 3T Siemens Allegra head-only scanner must attend an orientation and training session with the 3T technologists before any subject running begins. The session will cover the following:

1. General safety issues in the control room
2. Set up and shut down of stimulus presentation equipment
3. Checking subject's visual acuity
4. "De-magnetizing" procedures
5. Assisting the MRI technologist

To schedule the orientation and training session on the 3T, please send an email to Allegra-Scans@beckman.uiuc.edu.

Users should read the 3T Running Rules for information on consent forms, magnet schedules, run times, and other user requirements. Below are the forms you will need when you start running.

• Research Participant Safety Screening form
• Functional MRI Consent Form Template - Paid Adult
• Functional MRI Consent Form Template - UIUC Student Credit Hours
• Structural MRI Consent Form Template - Paid Adult
• Scan Confirmation Form
• Post Scan Form

V. Access to 4.7T SISCO

New users must complete the BIC Facility User Registration before any project on the SISCO can begin. Please see III. BIC Facility User Registration above.

All users working with animals should have a currently approved IACUC protocol. If you are using vertebrate animals and your name is not listed in the IACUC animal project protocol, we are required to call IACUC and/or your PI to confirm that you have completed the IACUC Animal Care and Use training.

Users can schedule time to use the SISCO, usually not more than two weeks in advance. Registered users can schedule their time on-line by visiting http://bic.beckman.uiuc.edu/calendars.html. In case of a scheduling conflict, preference will be given to the user working with animals. Please be aware that reserved time may be cancelled if the user is 30 or more minutes late for their session.

In some cases, advanced users who have demonstrated the ability to work safely and independently may arrange to have after-hours access to BIC to run their studies. For more information, contact Emily Wee, Ph.D. (Assistant Director) at ewee@uiuc.edu (217-333-6894). If you have any questions about the Varian 600 machine, please contact Boris Odintsov, Ph.D. at bodintso@uiuc.edu (217-244-8454).

VI. Access to 14.1T Varian 600 MHz

New users must complete the BIC Facility User Registration before any project on the Varian 600 can begin. Please see III. BIC Facility User Registration above

All users working with animals should have a currently approved IACUC protocol. If you are using vertebrate animals and your name is not listed in the IACUC animal project protocol, we are required to call IACUC and/or your PI to confirm that you have completed the IACUC Animal Care and Use training.

Users can schedule time to use the Varian 600, usually not more than two weeks in advance. Registered users can schedule their time on-line by visiting http://bic.beckman.uiuc.edu/calendars.html. In case of a scheduling conflict, preference will be given to the user working with animals. Please be aware that reserved time may be cancelled if the user is 30 or more minutes late for their session.

In some cases, advanced users who have demonstrated the ability to work safely and independently, may arrange to have after-hours access to BIC to run their studies. For more information, contact Emily Wee, Ph.D. (Assistant Director) at ewee@uiuc.edu (217-333-6894). If you have any questions about the Varian 600 machine, please contact Boris Odintsov, Ph.D. at bodintso@uiuc.edu (217-244-8454).

VII. Access to 3T mock magnet

The mock magnet is used to screen subjects for claustrophobia and fit in the 3T Siemens Allegra. It can also be used for longitudinal and training studies. All new mock magnet users must attend a short user training session with one of the 3T technologists. The mock magnet user guidelines will also be discussed during the training session. To schedule your training appointment, please send an email to Allegra-Scans@beckman.uiuc.edu.

Note: Use of the mock magnet is free at this time. BIC reserves the right to bill users for halted 3T runs that are due to failure to screen subjects in the mock magnet.

VIII. Access to 1.5T full-body GE & 3T full-body Siemens Trio (at Carle Clinic)

All access to the scanners at Carle Clinic is controlled through BIC. Please contact Tracey Wszalek, Ph.D. (Associate Director) at traceyws@uiuc.edu (217-333-3149) for more information.

IX. Access to wet lab

Access between 8:30 am - 4:30 pm. (M-F)

For safety reasons, the BIC wet lab is locked at all times. If a BIC Research Scientist informs you that your project will require the use of the wet lab, download the BIC Wet Lab Access Form. Read and complete p. 2 of the form and submit it, along with the paperwork requested in the form, to Emily Wee at least 2 weeks prior to your intended start date. If you have any questions, please contact Emily Wee Ph.D. (Assistant Director) at ewee@uiuc.edu or 217-333-6894. After your request has been received and reviewed, a BIC staff member will contact you to schedule a time to do a BIC Wet Lab Walk Through.

Note: If you are using vertebrate animals and your name is not listed in the IACUC animal project protocol that you submit to us, we are required to call IACUC and/or your PI to confirm that you have completed the IACUC Animal Care and Use training.

Access after hours and/or weekends

Access to the wet lab after hours or during weekends is limited to users who are trained and authorized by BIC to independently operate the equipment. Please contact Emily Wee Ph.D. (Assistant Director) at ewee@uiuc.edu or 217-333-6894 for more information.

X. Billing and UIUC user fees

Billable Account Number

BIC requires an account number to which billable hours will be charged. Kindly provide this account number to Emily Wee Ph.D. (Assistant Director) at ewee@uiuc.edu or 217-333-6894 before data collection begins.

User Fees