Booking Policy

The GIfMI booking policy ensures the MRI facility operates safely, efficiently and fairly. By following these guidelines, users help maintain reliable scheduling, responsible use of resources and smooth operation without unnecessary delays, supporting high‑quality scientific work and respectful collaboration among all researchers who rely on the GIfMI infrastructure.

Bookings for the CORE GIfMI facility are managed through the Core Facility Management Software (CFMS). To make a booking, the following conditions must be met:

• The study must have a GSB number issued after the submission of a study proposal (see the Start a Study section for details).
• The researcher must have a CFMS account linked to a valid financial account with sufficient budget..
• All researchers performing the study must have completed the MRI Safety Training before the first scheduled time slot.

• Bookings must be made via the CFMS website and require a GSB number and valid account code (see previous section).
• The minimum booking time is 1 hour, with 30-minute increments.
• Researchers must book sufficient time to complete all scan activities, including equipment set-up (such as monitors, button boxes, etc.) and cleanup of the scan room after the scan is finished (i.e., putting away equipment, cleaning the table and room, etc.).
• Bookings should preferably be scheduled back-to-back or separated by at least 2 hours. Gaps between subjects within the same study are not allowed as this makes the facility unavailable to other researchers.
• Animal studies must include buffer time for cleaning and to avoid contact with human participants. Animal studies should preferably be planned as the last scan of the day.
• Outside office hours, only qualified researchers may book time slots, subject to approval by the CORE GIfMI Ops team will assess the researcher's level of proficiency before approval.

• Booked time slots are strictly enforced. Researchers must ensure their study stays within the sheduled time slot.
• If a study exceeds its time slot and interferes with the next slot, it will be stopped, and the team must vacate the facility, unless the next researcher agrees to delay. The CORE GIfMI Ops team must be informed to update the booking.

• Bookings are frozen 7 days before the scheduled time. slot. Cancellations or changes made at least 7 days in advance are free of charge. For changes within 7 days, researchers must contact the CORE GIfMI Ops team.
• Late cancellations (i.e. within 7 days of the booked time slot) are charged at 100%. This also applies to issues outside the researcher’s control (e.g., subject no‑show, illness, traffic, claustrophobia). Failed sessions and experiments are considered a normal cost of conducting research. CORE GIfMI will not assess whether reasons for cancellation are “justified”.
• If a scan cannot proceed due to facility‑related hardware or software failure, no fee will be charged (the Ops team must be notified).
• Issues with user‑supplied hardware, software, or materials remain the researcher’s responsibility and do not qualify for an exception.

GIfMI aims to make MRI research accessible while ensuring fair, safe, and reliable facility use. These rules support smooth operation and may be applied with reasonable flexibility. However, when user behaviour compromises the proper functioning of the facility, the CORE GIfMI Ops team may take corrective action.

Fair Use means booking only the time needed, avoiding late cancellations, and ensuring other researchers can access the scanner within a reasonable time frame. When a researcher exceeds their scheduled time, the CORE GIfMI Ops team is notified promptly so the booking can be updated accordingly.

The CORE GIfMI Ops team monitors Fair Use and will contact researchers if violations occur, expecting them to take appropriate action to comply with the Fair Use policy.