MRRC: Scheduling System

All scheduling is done through our online portal. You must be connected to UPMC's network to access this website which means you need to be on the Oakland Campus or use UPMC's My Apps web portal to access it remotely for work-from-home situations. If you do not have a UPMC account, MRRC can sponsor one. You must email our IT Manager Cristy Matan to have a UPMC account sponsored.

Study teams use one of two methods for scheduling - on demand scheduling and fixed scheduling. On demand scheduling is available for study teams that want to schedule participants at will. Fixed scheduling is available for study teams that intend to schedule a participant at the same day/time every week or every other week with extreme regularity over 1 or more years.

To utilize on demand scheduling please follow the process below. Scheduling has two main components - having a time allocated to your study and entering information for your participant. Details are below:

  1. Log in to the MRRC's online portal using the account code and password provided to you during onboarding
  2. Review the schedule and look for available time (white), canceled time (red), or fixed slot's that aren't being used (light blue). You should only consider times for the scanner you are authorized to use. If you are unsure which scanner you are authorized to use, please email the MRRC faculty physicist assigned to your protocol.
  3. If the slot you are interested in is red or light blue, click the session and select the Priority Request or Urgent Request button to have the slot allocated to your study code. Priority requests usually are confirmed within 2 business days. Urgent requests are usually confirmed within a few hours. If the slot you are interested in is white, simply enter your study information and submit the request with all required information. MRRC staff will review these request and create a green slot on the calendar indicating the slot is successfully allocated to your study.
  4. Click you green scanning session on the calendar and select the "Submit Subject Information Here" option. Enter the required participant information. Save the subject information. Note: MRRC reserves the right to cancel sessions for studies that do not submit subject information prior to start of the scanning session.

To utilize fixed scheduling, email Andrew Reineberg to request a day/time. Upon confirmation, your reservation will be added to the schedule. Fixed scheduling reservations are typically added to the calendar approximately 2 months out. You reservation will appear on the calendar in a green box indicating the fixed slot is allocated to your study and available. If you have not entered participant information one week out from your reservation, the MRRC scheduler will automatically prompt you to enter screening information. If you have not entered participant information 5 days out from your reservation, the MRRC scheduler will automatically open the slot for the greater MRRC community to access. MRRC tracks fixed slot usage and retains the right to reclaim fixed slots with less than 50% utilization for a period of greater than 2 months. We are able to accommodate additional fixed slots for studies with high usage rates (e.g., typically 75% or higher usage). Note, it is considered best practice to open any of your fixed slots to the greater community as soon as you know you will not need the reserved time. To open an unneeded fixed slot, 1. select the slot, 2. select the "Edit Entry" option, and 3. change the "Type" of the slot to "Fixed Slot Available".

Useful Visual Instruction

Some people have asked what specific buttons to click when making requests as described above. The image below shows how to make an urgent/priority request: