Staglin MR Suite

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General Policies

All policies of the Staglin One Mind CCN aim to ensure participant and experimenter safety and to foster a community of respect, consideration and co-operation. If not followed, the Staglin One Mind CCN reserves the right to review and possibly revoke scanning privileges.

CCN Space

  • Learn about CCN Space including restricted areas, visitor policy and blood collection policy.

Certification and Training

  • Safety Certification section includes the steps to get certified at CCN and how to get recertification when it expires.

Personnel

  • Learn about policies about Scan Personnel, Observers, Volunteers, Visitors, and MRI Technician Services at CCN.

Scan Scheduling

  • Learn about the Scheduling Rule at CCN including Booking Policy, Cancellation Policy and Subject ID and Protocol ID Format.

Scan Procedures

  • Learn about the Scan Procedures at CCN including Illness Screening, Metal Screening, Pilot Scans, Protocol Development, Data Transfer and Incident Report.

Billing and Refunds

  • Scan Time: All scans must be paid for. CCN will pay for pilot scans as appropriate (see previous section: Scan Procedures > Pilot Program), but all others are paid for by users. Free scan hours are not permitted by Sales & Service, with the exception of specific technical testing and protocol development purposes, which must first be approved by CCN Tech.
  • Refunds: Refunds are provided only for CCN-side issues (e.g., scanner problem) or exceptional events beyond the users' control (e.g., earthquake during scan).

Metal and Safety Clearance

All requests for metal, safety, or implant clearance should go to ccn-safety@mednet.ucla.edu. Describe and attach as much documentation as you can find with all PII redacted. Below are some general CCN policies regarding common clearance topics:

  • At least six weeks must pass after any surgical procedure before your participant can be considered for scanning.
  • No tattoos or other permanent cosmetics on the face or head. The only exception is eyebrow microblading. To be clear, you should still obtain clearance for other tattoos your participant may have--just be aware that permanent ink of any kind on the face or head (except microbladed eyebrows) automatically disqualifies your subject.

Incidental Findings

A neuroradiologist is on CCN retainer for reviewing potential incidental findings. To be clear, you may only submit images for incidental finding review if you have this explicitly described in your approved IRB protocol. As a reminder, CCN is not a clinical facility, and other than our collaborating neuroradiologist, no CCN faculty or staff are medically trained.

For sample language, please refer to the OHRPP's Consent, Assent, and Screening Templates, in particular the section of the Biomedical Research Consent Form Standards and Sample Language document addressing clinically relevant results.


Project Management at Staglin

The figure below presents a general flow chart for starting a project at Staglin.

Project Startup Flow Chart
  • The study PI or co-coordinator is responsible for initiating an account (creating a new project) at CCN using the SIStat system.
  • Flow chart and instructions for project startup can be found here
    • After reviewing instructions, if you still have questions, please reach out to Marlo Duran

Project Information

  • When adding a new project to the system, it's important to fill out all fields in the New Project Form.
  • This includes IRB, Funding, Personnel, as well as project specific information regarding start and end dates, expected number of scans per week, total scan load, duration, and whether the project has any scheduling constraints.
  • All currently active projects should have this Form completed. If your project already exists and you need to add this information, simply navigate to Project Management in the SISTAT system, click on Edit/View of the project in question, and fill out the available information fields. This is very important, as CCN uses this information to assess schedule load and accommodate projects with strict time constraints.
Project Information Form

Personnel

Information about lab members can be found under General --> My Profile | My Personnel.

Personnel Page

Adding a New User

Before CCN Techs can activate a user for scanning in the scheduling system, an account must be created for them by a member of their lab. Your lab study PI or co-coordinator should have administrative privileges to add new users to the lab.

  1. Navigate to "General" → "My Profile | My Personnel"
  2. Under the "User" dropdown menu, select "Create Passport For New User"
    Create Passport
  3. Input the new user's information (bolded fields). Either create a strong password for them or a simple one they can change easily to a strong password of their own. Do NOT leave the password field blank.
  4. The new user will receive an email with their login credentials.
  5. Once the account is created, please reach out to CCN Techs to activate the account and input their certification information. SIStat does not notify CCN when new accounts are created, so if you forget this step, CCN staff will not know you need yours activated.

DICOM Accounts

CCN has a DICOM server that stores raw data under each group's directory. To apply for a DICOM server account:

  • Send an email with the following information to the CCN Programmer Analyst Jonathan Hernandez
    • Your Hoffman2 account ID if you have one
    • CC your request to the PI whose group directory you need access to for approval
  • If you have an account with the Brain Mapping Center and want access to the CCN DICOM server, you will still need to apply for an account. CCN and the BMC are separate organizations and require separate accounts and policies.

Study Team & Personnel FAQ

Can an uncertified person shadow my scan?

  • As per the information above (see CCN's Restricted Areas policy), uncertified individuals are not allowed in the control room unless granted an exemption by CCN. Contact CCN for such an exemption if it's necessary for someone to shadow your scan. Regardless, the uncertified person is prohibited from touching any research equipment and any exemptions granted only apply to a single instance. Users who have started but not finished the certification process are considered uncertified until the full certification is completed. If you have questions about this, please ask.

Can I be a primary user?

  • See "Scan Personnel" in Section 1.3 above for general restrictions on user roles. Current CCN policy stipulates that primary users need to be full-time in some capacity (staff, faculty, postdocs, etc.), with a few exceptions for personnel such as faculty with part-time appointments.
  • Primary Users are required to have significant scanning experience. The typical path to Primary status is to gain experience by scanning alongside existing Primary Users in the lab as Secondary Users (safety seconds). CCN does not stipulate a specific number of required scans because we understand that new users come in with different backgrounds and levels of scan experience. Once the Secondary User has become highly familiar with the setup/cleanup process and scan procedures, email ccnsupport@g.ucla.edu (cc'ing the PI and Primaries they have scanned with) to request Primary status.
  • If your lab is new or has no current Primary Users for another reason, email ccnsupport@g.ucla.edu and explain your situation. You will need to find other ways to gain scan experience, which may involve scanning with and/or shadowing other labs. The situation becomes more complicated if you need to go from newly-certified to Primary User very quickly. Communicate early and closely with CCN admins to work out a plan.
  • If your group needs an undergrad RA or work-study to become a Primary User, please email ccnsupport@g.ucla.edu for review.

Primary User (Responsible User) Definition

  • Allowable Roles: Full-time staff, Post-doc, Graduate student, or Faculty member
  • Can perform all scan related responsibilities independently without the need for supervision
  • Will serve as the primary scan operator
  • Responsible for assigning tasks to and providing oversight for the secondary user, especially if secondary user has volunteer status

Secondary User Definition

  • Allowable Roles: Any of the aforementioned full-time roles, Part-time paid/work-study students, volunteers
  1. Full-time roles
    • Allowed to perform all responsibilities independently without supervision of the primary scanner
    • May serve as scan operators
  2. Part-time paid undergraduate/work-study
    • May perform responsibilities explicitly defined in their UCLA approved job description independently without supervision
    • This can include operating the scanner, handling scanner and peripheral equipment, interacting with participants
    • May only serve as primary user with additional review by CCN
  3. UCLA volunteer
    • May NOT directly handle participants, coils, or operate MR beds/controls
      • Must ALWAYS navigate the CCN suite under strict supervision of the primary scanner/responsible user
    • May not serve as primary user
    • In the event of an emergency where the primary scanner is unable to perform their duties, volunteer personnel should be trained on stopping the scan and removing the participant
    • Required to undergo full CCN safety training
    • Must be officially onboarded via UCLA Health Sciences Volunteer Office
    • Please refer to the Staglin CCN Volunteer Addendum

Funding & Costs

Scan Costs

  • Current pricing for the scanner is set at $600 per hour (incremented at $150 every 15 minutes) during "Prime Time" hours.
    • Please note this is expected to increase to $650 per hour after our Sales and Service contract is reviewed
  • Scanning is priced at a reduced rate for "Off-Peak Hours" and Weekends
  • Full list of pricing available in the image on the right of this section
    • Please review the image carefully for a breakdown of the times considered "Prime" and "Off-Peak"
Scanner Pricing - Hourly

Add Fund

  • Funding sources can be added under "Financial" → "Add Fund"
    • New projects must be linked with Active funds
  • Adding a fund requires:
    1. Funding agency
    2. Active FAU
    3. Start and End date
    4. Fund manager overseeing this fund

Project Documents

  • CCN requires new projects to upload approved IRB documents before scanning can commence.

Facilities & Equipment

MRI Facilities

The Staglin IMHRO Center for Cognitive Neuroscience operates a Siemens 3 Tesla Magnetom Prisma Fit MRI Scanner running XA30 software, equipped with 20, 32, and 64 channel head coils.

  • Sequences: Standout sequences include full CMRR multi band package, Siemens simultaneous multi slice with physio logging, 3D multi-delay pCASL, T1 and T2 structural with navigator technology, multi shell, multi band diffusion, MEGAPRESS and HERMES multi voxel spectroscopy.

Scan Simulator

An MRI simulator or "mock scanner" that gives subjects a realistic sensory experience.

  • Features a real table fitted with a wooden bore (no magnetic field or metal concerns).
  • Includes Mo-Track software, and a dedicated laptop to play movies and recorded scanner noise

Quality Control

Staglin runs a daily stability check (as the schedule allows) via the Siemens Service Platform to check signal intensity and drift. A more in-depth monthly routine is also acquired for advanced analysis, including QA for each coil, and RF spectrum analysis for each peripheral device.


Multimodal Data Collection

Testing Room

A dedicated private room for screening, interviews, and pre-/post-scan assessments. Each group is allowed use of the room for 30 minutes before or after their paid scan, at no additional charge. This room can be reserved on SIStat when you book your scan.

Electronics and Machine Shop

Facilities for fabrication of specialized devices required by the users, such as radio receiver coils, stimulation and response devices, holders and stabilizers for subjects.

MR Suite Supplies

Extra supplies can usually be found in the tall grey cabinets to the left of the sink. In general, please contact CCN staff if something is running low.

Where to order supplies

Support and Peripheral Equipment

Peripheral Equipment

Peripheral equipment available for projects include:

iMac Computer

The MR suite is equipped with a dedicated iMac computer running Mac OS High Sierra with a dual-boot Windows 10 partition capable of running:

  • Psychophysics Software:
    • Psychtoolbox,
    • PsychoPy,
    • E-Prime,
  • MATLAB 2015b
  • AcqKnowledge 4 (for BioPac MP150)

To start up the dual-boot and access Windows, restart the iMac while holding down the Option key. You will need a password--contact CCN staff for it.

For new software, please contact the MR Technician before installation.


CCN MR Documentation

  • Safety Manual
    • Topics include: MR safety concerns, hazards, common and adverse reactions etc.
  • Operations Manual
    • Topics include: Running QA, standard reboot procedures, saving log files, editing subject info after a scan etc.


Common Questions and Concerns

Implants & Devices

Is my participant's implant safe?

  • The simple truth is, we don't know yet! Please refrain from emailing CCN personnel without acquiring documentation, records, or official communications from a medical professional.

I have received information, now what?

  • If you receive manufacturer information (make/model number etc.) about your participant's implant, please go one step further by searching the web for implant safety information. Oftentimes there will be documentation published by the manufacturer or the FDA.
  • If you are unable to get specifics about the manufacturer/model of your participant's implant, please forward as much information as is available to CCN Technical Staff. This is often in the form of communication from your participant's surgeon, radiologist or medical team.
  • When emailing ccn-safety@mednet.ucla.edu, please try to follow the template below:
    • Implant Type:
    • Manufacture:
    • Model/serial number:
    • Implant location:
    • Date implanted:
    • Composition:
    • MRI Status at 3T(if found):
    • Any documents that you could find or that your participant sends you:
  • Example:
    • Implant Type: Hip Implant-Acetabular shell
    • Manufacture: Zimmer Biomet
    • Model number/serial number: 123456
    • Implant location: Hip
    • Date implanted: 1/1/2000
    • Composition: Titanium
    • MRI Status at 3T(if found): MR conditional at 3T
    • Any documents that you could find or that your participant sends you: Attach all doctor's notes, surgeon's reports, manufacturer manuals, proof of prior 3T head MRI, and so on related to this implant.

My participant can't find any information about their implant from authoritative sources, but has had previous MRIs and assures us it's MR safe. Can they scan?

  • Having previous MRIs does not automatically clear their implant to scan at CCN. Most MRIs will be clinical, and there are many meaningful differences between clinical scanners/sequences and research scanners/sequences. Plus, because your participant is receiving no clinical benefit from this scan, CCN and your scanning team should aim for zero risk to protect yourselves and the center.

Safety Status of Common Implants & Devices

  • In Progress

Certification & Training

I've been safety certified with CCN before. How do I get recertified?

  • Safety-certified users need to renew their certification every year. See the Training section on this page for general instructions on recertification. To summarize, you will need to log onto BruinLearn (with your UCLA credentials), enroll in the Staglin safety course if you haven't already, take the MRI Recertification Exam, and email CCN staff once you've passed.
  • If you can log into BruinLearn, but don't see the Staglin Safety course and can't find the MR Recertification Exam, you are not yet enrolled in the course. Please talk to your lab manager or admin for an enrollment link and only email CCN staff if they do not have it.

I got the enrollment link from my lab admin, but clicking it gives me a Page Not Found error.

  • Make sure you are able to log into bruinlearn.ucla.edu with your UCLA credentials. Do not use Mednet credentials, as BruinLearn requires a @ucla.edu address to enroll.
  • Try again in 24-48 hours. UCLA credentials that were granted very recently to new employees/students take some time to propagate through the system.

I passed the MR Safety Exam. Now what?

  • Monitor the BruinLearn calendar for Walkthrough and Operations Training sessions. Sign up for a pair of these sessions as soon as you see an available posting that you can attend.
  • If you are looking at the calendar and don't see any options for signing up, it means all current postings are full. CCN staff offers these sessions as often as the schedule allows, but demand for safety certification is usually high and the sessions fill up very quickly. Watch the calendar for cancellations and new postings--if you have a strict deadline or have been actively trying to find a spot for a long time, reach out to discuss a special accommodation.

I am BMC certified. Will I need to get re-certified to be allowed in the CCN scanner and/or to access the CCN server?

  • Yes. CCN and BMC are separate organizations, so you will need to be safety certified at CCN to access the scanner and server.

Why am I not in the user dropdown list when scheduling a scan?

  • The most likely reason is that your safety certification has expired. You can see certification expiration dates in the My Profile > My Personnel page on SIStat. Users also receive an email a few weeks before expiration.
  • As with the question above, see the Training section for instructions on (re)certification.

I finished my certification training and passed the exams. Now what?

  • Once you have passed the Operations Exam, you are able to start serving as a safety second for scans. There are no further exams to take or physical certificates to get. You will simply need to be recertified after a year has passed (see "How do I get recertified?" above).
  • Your lab admin will need to add you to your lab's personnel list on SIStat. See the Lab Personnel section on this page for instructions. This will allow us to mark your certified status in the system, your lab to schedule you for scans, and you to book scans yourself.
  • After you have gained some experience as a safety second, you will be able to become a Primary or Responsible User. See the section about primary users on this page for qualification criteria. CCN does not stipulate a specific number of required experience hours, as everyone's MR background is different, but will assess each individual's experience level as necessary.
  • Contact CCN staff for access to the CCN mailing lists and Slack workspace. These are the primary communication channels for CCN information and announcements.


Scheduling & Administrative

Will a MR tech be provided for my scans?

  • CCN staff are typically on-site during regular hours and happy to help in the case of technical issues, scanner questions, and so on. However, they do not attend every scan as an established primary or secondary user. If you need help with developing protocols or learning to use equipment (e.g., the eyetracker), CCN can set up dedicated support time for you to come in. Otherwise, your lab is responsible for having a team capable of running your scans independently.

Why isn't my project showing up on the system?

  • The most likely reason for this is because your project has run out of funds. If you navigate to "Projects" --> "Summary of Existing Projects" (or MRI Scheduling > Scheduling Summary), you'll find information about all your lab's projects. Projects with balances in parenthesis i.e. ($1200.00), are overdrawn and more funds need to be encumbered.
Projects Dropdown
Summary of Existing Projects Attn: Project Balance

How do I transfer my scanning protocols from the BMC scanner to the CCN scanner?

  • Please export a copy of the .exar1 files of the scanning protocol from BMC scanner computer and email the .exar1 to CCN Technical Staff, who can import the protocol. Alternately, you can also copy the DICOM data of a subject directly from the BMC scanner computer (or from a server) onto a CD, which can be converted in the exam interface. Please contact CCN lab manager with requests and files for transferring protocols. Note: CCN scanner computer does support data/protocols stored on flash drives, but drives must be virus scanned every time before being connected to the host machine. Sophos anti-virus is available on the CCN iMac next to the scan computer.

Can People Visit CCN for Teaching, Filming, or Other Purposes?

  • Contact CCN with as much notice as possible. The Center will need to set up an event and provide waivers for unaffiliated visitors that must be completed before they enter the suite.
  • Filming is allowed at CCN, but only through proper channels:
    1. Reach out to UCLA Media team in order to fill out appropriate paper work and acquire proper permits.
    2. Reach out to Semel's Facilities Manager for approval. Email CCN staff for his contact information if your lab does not already have it. Make sure to include all relevant logistical details about the session (who you are, your lab's UCLA affiliation, when and where you are requesting permission to film, purpose and duration of the filming, etc.)
    3. Once approved by UCLA Media team, email CCN Staff to discuss scope of work and logistics (who will be involved, will an actual scan with a human subject be needed? etc.).
    4. CCN will provide waivers for unaffiliated visitors that must be completed before they enter the suite.
    5. CCN Staff can block off time for the shoot free of charge, but every effort must be made to use off-hour times, such as early morning (before 8am), or evening (after 7:00pm) availabilities.
    6. Film crews may film inside the control room, but under no circumstances are they to enter the scanner room.
    7. A sign reading "Filming In-Progress", must be posted on the outside of the CCN entrance, in order to alert users entering that there is a possibility they might unintentionally be caught on film.

Contacts

CCN Staff and Contacts

  • Director: Dr. Robert Welsh (rcwelsh@g.ucla.edu)
  • Managing Director: Dr. Agatha Lenartowicz (alenarto@g.ucla.edu)
  • Administrator: Marlo Duran (mdduran@mednet.ucla.edu)
  • Server Administrator: Haiyan Wang (haiyanwang@mednet.ucla.edu)
  • Technical Support: Jon Hernandez (jonhernandez@mednet.ucla.edu)
  • Lab Manager/Technician: Dr. Melodie Yen (melodieyen@g.ucla.edu)
  • Staff Research Associate: Patrick Liu (HanyangLiu@mednet.ucla.edu)
    • As a first point of contact, rather than emailing any of the above personnel directly, please write to: ccnsupport@g.ucla.edu


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