If you need to cancel a booking on one of our imaging systems, you may do so without restriction via the FBS portal until 72 hours before the session.
If you need to cancel a booking within 72 hours of a scan you will need to take the following steps:
Canceling within 72 hours
- Email bic-vida@utlists.utexas.edu or bic-skyra@utlists.utexas.edu that you have canceled the timeslot and it is now available for booking.
- Be sure to include the date and time of the slot you are canceling so other users are aware.
- BIC staff will delete and reassign your booking and you will not be charged, even if we cannot back-fill the time slot.
Canceling within 24 hours
- Email bic-vida@utlists.utexas.edu or bic-skyra@utlists.utexas.edu that you have canceled the timeslot and it is now available for booking.
- Be sure to include the date and time of the slot you are canceling so other users are aware.
- Fill out the scan cancellation waiver here: https://utexas.qualtrics.com/jfe/form/SV_1YBBS4SKxsQ1kHP
- If someone is available to back-fill your time slot you will not be charged. However, if not BIC staff will evaluate the scan waiver from step three and will waive fees if you have an available waiver.
- Each lab is granted 2 waivers per semester.
Cancellation policy is set by the BIC's steering committee which meets biannually. Cancellations are evaluated on a case by case basis and are subject to denial once a lab has used their allotted waivers for the semester.
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