The Hoglund Biomedical Imaging Center supports investigators throughout the lifecycle of imaging-based research studies. Early planning and clear communication help ensure a smooth start.

This information is intended for

• Principal Investigators and CROs
• Study coordinators and research staff
• Trainees planning imaging-based studies

Step 1: Initial Consultation

If you are unsure which HBIC services best fit your study, please contact hbic_admin@kumc.edu for guidance.

For Investigators

If you are already familiar with HBIC capabilities and know which services you require, you may proceed directly to Step 2: Intake Form.

For CROs

If you are familiar with HBIC services and are requesting imaging support, please initiate a service agreement with KU Medical Center. The following materials are required:

• Study name
• Sponsor
• Protocol
• MRI Manual
• Scan Order Form (pdf)
• Fee Sheet (pdf)

Sample Scan Order Forms and Fee Sheets are provided for reference.

Step 2: Intake Form

All studies besides those initiated by CROs must complete the Research Administration Intake Form:

REDCap Intake Form

The following information is required:

• Project title
• Principal Investigator (name and email)
• Study coordinator (name and email)
• IRB number
• Funding source (NIH / Other)
• Study duration
• GR number to be charged for scans
  • If the study is funded via a subaward, please provide the subaward GR number, not the parent award
• Estimated enrollment
• Number of imaging sessions per participant
• Imaging manual (if available)
• Imaging services requested
• Ancillary equipment needed (e.g., BIOPAC, FIRMM, E-Prime, MRE)
• Additional room requirements

Step 3: HBIC Meetings

Once the intake form is reviewed by Research Administration, it will be forwarded to HBIC.

• HBIC personnel will attend the logistical meeting organized by Research Administration
  • Meetings occur Tuesdays and Thursdays, 2:30-4:30 p.m.
• For NIH-funded studies, HBIC will schedule a separate follow-up meeting with the PI, including HBIC personnel appropriate for the study

A follow-up email will be sent within 24 hours, outlining all required action items needed before scanning can begin.

Step 4: Study Setup

Training Requirements

If the study coordinator has not completed Study Coordinator Training and MRI training, they will be required to do so.

• Scanning will not be permitted until the coordinator accompanying participants has completed the required training
• Training links will be provided

Technical Development & Dry Runs

HBIC will perform technique development (TD) scans as part of study setup.

• TD scans typically take ~3 weeks
• HBIC may reach out with questions during protocol setup
• The study team may be contacted to schedule a dry run
• HBIC may request assistance identifying volunteers for TD scans or dry runs

Important Note:
 TD scans and dry runs are covered under the Study Start-Up Fee.
 This fee will not be waived and should be included during budget planning.

Finalization

• Final protocol files will be uploaded to HBIC Teams
• A PDF copy will be sent to the PI
• The study scan log will be updated with all required information
• Clinical trials should not schedule scans unless they receive an activation email from RA. Federally funded studies should not schedule scans unless they receive an email from Hoglund (Vlad Papa) that they are ready to scan their first participant.

Note:
Budget and account information must be finalized before participant scanning can begin.

Other relevant policies

• Cancellation Policy:
  • Cancellations within 48 hours: $350
  • Cancellations within 24 hours: $700
• Off-hours scanning:
  • Please email hbicschedulemanager@kumc.edu