Room Reservation and Usage Policy

  • Research Room Charges

    • Charged for room usage whether utilized or not.

    • Potential excess charges diverted to research account.

    • This account also funds participant compensation; avoid using it for non-room requirements.

  • MIND Institute Research Rooms

    • Notice Requirement: 48 hours notice needed to book research rooms.

    • Booking Process:

    • Must book through Rhonda.

    • Participant information required:

      • Date of birth

      • Address

      • Parent contact information

    • If contact info is incomplete, prompt participants to fill out the contact information survey ASAP.

  • Calendar Updates

    • Editing Responsibilities: The main person responsible for calendar updates is the speaker, ensuring changes are communicated via email instead of Slack for health protection reasons.

    • Booking Confirmation: Confirmation emails will be sent upon scheduling, and feedback requested via email.

    • Availability Check: Schedule events only when participant and team member availability is confirmed, ideally 2-3 weeks ahead of time.

CMB Room Reservation

  • Booking Access

    • Contact Laura Birch for access or questions related to CMB.

    • Consider CC'ing Dr. Geier or Dr. Geing in email correspondence, noting their specific relevance to VR room usage and availability.

  • Usage Process

    • Notify concerning any need for VR rooms; capture details if using VR sessions for scheduling.

    • Security Access:

    • After hours' alarms require proper identification and code provided by the respective supervisor (Laura or Dr. Ding).

    • Ensure safety protocols are followed during after-hours sessions, such as being accompanied by another member.

Participant Management and Compensation

  • RAM Participants Tracking

    • Track participants from the start to the end of their session.

    • Each participant followed should have communication documented from teacher surveys to training sessions.

  • Compensation Protocol

    • Require participant ID, name, and parent's email for compensation forms; potential methods (direct deposit or gift cards) will be communicated as finalized.

Clearance and Role Clarifications

  • Roles and Responsibilities

    • Individual responsibilities outlined for specific tasks within RAM and QData, making sure each team member understands their own capabilities and limitations particularly around clinical interviews and other sensitive activities.

  • Supervision Needs for Clinical Work

    • Clarification required for scheduling clinical interviews, particularly for Qdata, which requires additional oversight by a trained individual.

Scheduling Practices

  • Event Notifications and Checks

    • Book sessions with at least a 30-60 minute buffer period, considering the potential for technology issues or needed breaks during sessions.

  • Scheduling Protocols

    • All sessions scheduled keeping in mind actual duration tends to surpass planned time; hence it's best to allow for extended periods within scheduling.

Technology and Compliance Considerations

  • Use of Technology — Calendar Management

    • Slack or other tools accepted for scheduling; however, ensure no sensitive participant information is shared directly through these channels.

  • Data Storage Ethics

    • Verify compliance and secure storage for participant consent/image files and datasets — where they are saved and what constitutes HIPAA compliance. Considerations around Box and shared drive usage need clarifying for sensitive materials.

Miscellaneous Administrative Duties

  • General Communication

    • Maintain effective communication regarding participant management, scheduling updates, and lab practices.

  • Resources and Equipment Access

    • Provide guidance on obtaining keys, lanyards, and access to vital lab resources.

  • Team Cohesion and Support

    • Collaborate across functions for seamless operation which includes potential shadowing opportunities for undergraduates in clinical practices and IQ testing sessions.

Final Remarks

  • Continuous Improvement

    • Aim for enhancement in communication and functionality around calendar events, clear documentations, and updates in participant management practices. Stay proactive about any required adjustments in scheduling protocols or administrative duties.

  • Future Considerations

    • Regularly discuss updates in team meetings to address all operational challenges, ensuring all members understand evolving practices around participant engagement, scheduling needs, and data management practices.