Process for Access to MRI Scanners by CDT Students
(Approved by the MRI Users Meeting)
Dated: 8th October 2015
1. General considerations
1.1
1.2
1.3
It is recognised that some College for Doctoral Training (CDT) students require to
undertake research projects as part of their training that may involve requiring
access to imaging facilities.
Division of Imaging Sciences and Biomedical Engineering (ISBE) would like to
support such projects in the wider interest of its academic commitment and in
consistent with the reputation of the College.
This protocol therefore is used as a guidance to inform and follow the proper
process for requesting access to imaging facilities and an agreed procedure to
follow to approve such projects.
2. Requesting Access:
2.1
Supervisors of CDT projects require to submit an application for access to imaging
facilities (See Appendix – 1) with a brief description of the CDT project, which
their students are involved.
2.2
Each project requires a separate application form.
2.3
Application can be made for access to MRI scanning at the Divisional MRI
scanners including the PET-MRI scanner where PET MRI is used as MRI scanner.
2.4
Only those CDT projects requiring MRI access for technical developments and
proof of concept clinical validation are facilitated using this protocol. Any CDT
projects involving clinical studies are not facilitated using this protocol, as they
need to be funded through an identified funded grant.
2.5
Supervisors require to submit the application on a yearly basis, taking into
account of the requirements of the project. All such applications should be sent
to the Divisional MR Clinical Research Facilities Manager.
2.6
MR Clinical Research Facilities Manager will then follow it up with the CDT
supervisors and complete a project feasibility form at an earliest opportunity.
This then be presented at the MRI Users Committee for its considerations.
3. Costs
3.1
The normal Full Economic Costs for imaging facilities are considerably higher.
However in the interest of providing training support for CDT students, the
Division operates a reduced price scheme.
3.2
There are two banding levels of access to imaging facilities. They are:
3.2.1 Level – 1: Maximum of 30 hours per year at a price £20/hour chargeable
at a quarterly basis.
3.2.2 Level – 2: Further hours at £50/hour can be requested beyond the initial
30 hours, only if there is a genuine need for further hours to complete the
project. Only a maximum of 20 hours could be granted at Level 2 rating.
However, such requests are only entertained when CDT supervisors do
3.3
3.4
not have a funded grant related to the PhD project that may complement
the extra-required time.
For the MRes project, supervisors/CDT students are entitled to apply for up to 10
hours at reduced price (level 1) and an additional 5 hours at (level 2)
Reduced price scanner time is for the exclusive use of CDT students and it should
be used to only to support their PhD projects. If this condition is violated
applications in subsequent years may not be considered.
4. Resources
4.1
No radiographer support could be provided for the facilitation of CDT project in
the Division. CDT students are expected to be flexible with their requirements,
which means that scans may have to be performed outside the normal working
hours, in the event no slots can be allocated during normal working week.
4.2
All CDT students require to be adequately MRI safety trained and they agree to
work in accordance to the Local Rules.
4.3
If CDT students require any scanning training support, they should consult their
supervisors in the first instance.
5. Record keeping
5.1
All CDT project applications are recorded on to the booking system in the
following order:
5.1.1 CDT Project – Supervisor’s name – Project name – Department
5.1.2 Divisional MR CRF manager would produce an annual audit of all
approved CDT projects to validate the usage under the projects
5.1.3 Divisional MR CRF Manager will issue the billing statement to the
departmental managers, who will organise the fund transfer to the
scanner account.
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Appendix – 1: Application Form for the access to Imaging Studies
APPLICATION FORM
FOR ACCESS TO IMAGING FACILITIES
Please complete this form as fully as possible questions marked with * must be
completed. Please return this form to Ramesh.Valapil@kcl.ac.uk at your earliest
convenience. A further meeting to discuss the feasibility will be arranged before the
study will be discussed at the MR committee.
GENERAL PROJECT DETAILS
Full Project Name*:
Application type*:
Modalities required*
Study status*:
Is there ethical approval? *:
Pump priming
Fully funded
Extension of hours (grant has no more paid hours left)
Teaching hours
Student hours
CDT
PhD
MReS
MRI
Catheter Lab
Design stage
In set up
Open
Not required
Awaiting approval
Approval granted Number:
Yes
No
Summary Attached (500 words Max)
 Hypothesis
 Relevance
 Methodological Outline
 Why pilot data are necessary
 Have been given any pump
prime hours? If yes, how
many hours?
 Plans for substantive funding
(if applicable)
 Grant code for funding*
 Funding Source Type
(Industry/Charity etc)*
 Cost per hour submitted to
grant application *
 How many hours have you
applied for on your grant? *
NAME AND CONTACT NUMBERS OF STAKEHOLDERS *at least 1 member of the Division of Imaging Sciences and
Biomedical Engineering at KCL
Name of PI*
Name of departmental manager
Name and Title
Contact Phone Number
No of scanning hours requested*:
(Pump priming is a maximum of 20hours/application)
Imaging Facilities Required:
Neonatal 3T
Guys 1.5T
Rayne 3T
Hydra 3T
Ingenia 1.5T
X-MRI
NW Cath-Lab
Any
Any usage of contrast agents
indicated? If yes, what contrast agent
and dose levels required
Estimated Start date*:
Estimated End Date*:
Estimated hours per week:
Could scanning be completed out of
work hours?
Do you need Radiographer support to
undertake the study?
Do you need a report on scans?
Imaging storage:
Additional Support
Yes
No
Yes
No
Yes
No
Details:
Yes
No
ISD PACS
Storage PACS
Radiographers
Post processing
Image transfer
DVD
Email
Other (please state):
Image archive
Other (please state):
PROJECT FUNDING
Current Funding Information for Project
If pilot (ie no current funding), to which funding body will an application be submitted to using pilot data
PROJECT APPLICATION REVIEW AND APPROVALS
Approver
Signature and date
MR Committee Chair
Grant PI (if not the applicant)
Divisional (Finance) Manager
Clinical Trial and Research Coordinator
Clinical Research Facility Manager
PROPOSED FEE
Fee Per Hour:
Total Fee (Hours x hourly rate)
Invoicing information – further information (for MR Manager to complete)
Additional
Funding available
Booking system information
hours applied
Y/N
for
Agreed at MR
committee?