Lab Space: Olmsted 127

The UCR Brain Game Center comprises two rooms: Olmsted 127 and 130. In Room 127, there is a shared common area and four distinct rooms. The majority of the space is allocated as dedicated work areas for research assistants and staff, with two rooms specifically designated for a PLFest station and a storage area.

127: Common Area

The common area serves as a shared space where staff and research assistants can take breaks or enjoy their lunch. Lab materials, including cleaning and office supplies, are stored in the cubby located to the left.

127A: RA Office

This office is a dedicated workspace for our research assistants to review materials before assisting participants or to complete their testing assignments. This room can be turned into a training room in the future if studies demand it.

127B: Staff Office

This office space is reserved for our staff.

127C: Storage Room

Room 127C serves primarily as a storage area for electronic devices, including iPads and Amazon tablets. Additionally, it houses shipping materials for online studies and the "build machine," a tool utilized by our programming team.

127D: PLFest Station #10-12

Room 127D is designated for our fourth PLFest station. This station is equipped with puck lights on the door and on the wall to the right of the door. The remaining three stations are located in Room 130.

Lab Space: Olmsted 130

Olmsted 130 is UCR’s second lab space, dedicated solely to running research participants. The lab includes a central common area and five adjoining rooms. Participant check-ins and check-outs are conducted in the common area, while the adjoining rooms host the PLFest, MNRead, and BGC Science stations.

130: Check-In Station

The main area in Room 130 serves as the designated location for participant check-ins and check-outs. Research Assistants are responsible for preparing study materials at the start of the day and storing them in the cabinet closest to the telephone. Study-related paperwork, such as consent forms, MNRead charts, and eye charts, is stored in the cabinet to the left, next to the printer. This cabinet also contains the designated box for documents requiring shredding. For additional details, please refer to the guidelines in Shredding Confidential Documents.

130A: Training Room

Room 130A is currently designated for administering the PLFest assessment and BGC Science activities. It will also serve as a training room for future studies, such as WIRCS and any studies that require little to no interaction with RAs. Study materials for these activities are stored in the file cabinet located nearest to the telephone in the main area of Room 130.

130B: PLFest Stations #4-6

Room 130B houses our second PLFest station. It has a total of three stations, with puck lights installed on the wall to the right of the door.

130C: PLFest Stations #7-9

Room 130C is home to our third PLFest station. It has a total of three stations, with puck lights installed on the wall to the right of the door.

130D: MNRead Room

Room 130D is designated for administering the PLFest assessments MNRead and the Eye Chart test. The room contains a cabinet used for storing office and cleaning supplies, such as paper, disinfecting sprays, pens, sticky notes, and other related materials.

130E: PLFest Stations #1-3

130E is our first PLFest station. It has a total of three stations, with puck lights installed on the wall to the right of the door.

Directions to the UCR Brain Game Center

One often overlooked aspect of directing staff and participants to the lab is providing clear guidance on how to get there and where to park. This is especially important given that the lab's on-campus location can be confusing for visiting participants, new staff members, and undergraduate students. Additionally, the lab's previous location at University Village may still lead to confusion among returning visitors accustomed to the former parking and access arrangements. You’ll most likely encounter some questions regarding these matters throughout your time at the center. Use the guide below to help address these concerns.

Parking at UCR

Participants

Although many of our participants are undergraduate students who already have parking permits or are familiar with the campus, some participants may still require a parking permit and directions to the lab. This is especially common for older adults and other community members who may be unfamiliar with the UCR campus. If a participant is in need of direction, advise them using the steps below

Direct the participant to Lot 6, located next to the Psychology Building at UCR by sending these instructions. more info on participant passes can be found here: https://github.com/braingamecenternu/bgcwiki/wiki/UCR-RC-Essentials#participant-parking-permits These passes are located in the coordinator room in Room 127. It is best to confirm whether a participant will require a pass in advance that way a research assistant or other staff member can meet them at Lot 6. This allows a more seamless experience for the participant and ensures that they won’t get a ticket on the way back to their car from the lab. Do not forget to retrieve the parking pass from the participant after the end of their session!

Lab Members

Similar to student participants, undergraduate research assistants are likely to already have parking permits or established arrangements for commuting to and from campus. However, some research assistants or staff members who are not students may still require a parking permit to work in the lab. While UCR does not provide parking permits for lab staff, there are alternative options available for them to consider.

Consider the list of different parking permit options available for faculty/staff. As of the Fall 2024 quarter, the necessary/recommended pass required to park in Lot 6 is the Blue pass since the lot is in a “blue parking pass zone”. Alternatively, you can purchase the Gold pass if it better suits your overall needs which lets you park in Lot 30 across from Lot 6. These passes can be purchased for different rates in different quantities (7-day, quarterly, 10-pack, etc.). Refer to the rates and parking maps links to see what option may be best for you.

Getting to the Lab from Lot 6

For Participants and Staff: Send the following instructions to participants or staff members (save as pdf) to assist them with finding the lab: https://docs.google.com/document/d/1AvygQIClRmT72esicBEmXbeLUEcQvozvTsRm2WPgltQ/edit?tab=t.0

Lab Accounts

[email protected]

This is the primary lab account designated for in-lab research assistants (RAs). It serves as a central repository for materials essential to their roles, including study protocols, worksheets, and access to the lab's Gmail account, where participant inquiries are received.

In-lab RAs are responsible for helping in responding to participant emails promptly and seeking assistance from staff when they are unable to address specific inquiries. Additionally, RAs are expected to familiarize themselves with navigating the lab’s Google Drive. Each study folder contains all necessary materials for conducting sessions, such as log sheets, participant information sheets, and protocols. This ensures that RAs can efficiently access and utilize the resources needed to perform their duties effectively.

To enhance cybersecurity measures, UCR has implemented a new policy mandating the use of Duo Mobile's two-step authentication for the BGC account. Under this policy, staff and RAs must coordinate with an authorized individual to either approve their authentication request via a "push" notification or provide the necessary code for authentication. As of December 2024, the verified individuals include Audrey, Sarah, Diya, and Max.

Note: Remote RAs will not have access to the BGC account but will be provided with all relevant materials necessary to complete their assigned tasks during their shifts.

[email protected]

This account is exclusively used by the lab staff for administrative purposes. It plays a central role in hiring and onboarding new research assistants (RAs) and managing communications, such as sending welcome-back emails. The account is also utilized for planning future studies and housing staff-led projects.

Additionally, this account stores protocols and materials relevant to staff meetings and serves as the primary location for all administrative resources not directly tied to specific studies. It provides a platform for staff to collaborate on lab operations and long-term planning, ensuring efficient and organized management of non-study-related tasks.

Staff and RAs are required to coordinate with an authorized individual to complete the two-step authentication process for the Research account. The authorized individual will provide the authentication code sent to them to the person attempting to log in. As of December 2024, Audrey is the only verified individual authorized for this process.

[email protected]

This account was used for a study called ORT but because ORT is no longer a study we are actively monitoring, we do not utilize this account as often. As the account name suggests, it was used to address participant inquiries who were struggling with ORT - either the tasks or any problems they encountered trying to set up the study. ORT is entirely online with a majority of the setup falling on the participant granted the BGC provides emails that contain protocols that participants should follow during the setup process.

Remote Lab

The Remote Lab is a central platform that is hosted on Zoom, where all online sessions for various studies are conducted and managed. It ensures coordination among RAs and participants, supporting the lab’s diverse and distributed team. Breakout rooms are created to facilitate one-on-one interactions between RAs and participants. Zoom hosting follows a structured protocol to ensure smooth operations. A detailed procedure on how to start up the zoom along with how to manage it is available below..

Opening The Remote Lab

While designated staff members typically host the Remote Lab, other coordinators may occasionally need to step in to open and host the Zoom room if a coordinator is unable to log on. Although this is rare, it’s essential for all coordinators to be familiar with the process to ensure smooth operations in the event of unforeseen circumstances, such as technical issues or connectivity problems.

Go to zoom.us and sign in with the Brain Game Center’s email and password. Note that UCR has implemented a new policy mandating the use of Duo Mobile's two-step authentication for the BGC account. Under this policy, all lab personnel must coordinate with an authorized individual to approve their authentication request via a "push" notification or provide the necessary code for authentication. As of December 2024, the verified individuals include Audrey, Sarah, Diya, and Max.

Join the BGC Zoom Meeting link: https://ucr.zoom.us/j/6491125489

Click Breakout rooms on the bottom right of the screen and create at least 20 breakout rooms. Select assign participants manually.

Click ‘Open All Rooms’. Note that no further rooms can be edited once the rooms are opened so make sure to create at least 20.

Training Schedule

The training schedule is an essential tool utilized by all BGC sites to coordinate participant sessions across multiple locations and time zones. Operating in PST for consistency, it tracks all scheduled and rescheduled sessions throughout the day, ensuring seamless planning and communication. Staff and RAs use the schedule to assign and confirm session coverage, reducing confusion and preventing understaffing. By organizing sessions and assignments in advance, the training schedule plays a critical role in maintaining smooth operations and ensuring that every participant is supported during their session. This document can be found in the BGC Drive.

Assigning Participants and RAs

As the host, your primary responsibility is to accept participants from the waiting room into the main zoom room as well as assign participants to breakout rooms with an RA who will facilitate their session. When someone joins the meeting, a Zoom notification will appear on your screen with options to admit or view them. The person will be placed into a waiting room until they have been admitted. This allows you to manage the meeting efficiently and ensure participants are directed to the appropriate breakout room.

If the person joining is an RA, ARC, or another expected BGC-affiliated individual, admit them immediately. For participants, first confirm that an RA is available to run their session before admitting them to the meeting. Since participants may sign in using either their name or subject ID, it’s essential to review the training schedule in advance to know who to expect and streamline the process. If a participant enters the room and the name displayed on their Zoom account does not match the name on the training schedule, kindly ask the participant to confirm their name. If the name they provide differs from their Zoom display name but matches the name on the training schedule, update their Zoom display name manually to their subject ID.

Mark the participant as green on the training schedule. If no RA has been assigned to run the participant, announce: “We have a (study) participant, their subject ID is (subject ID). Who can run them?”

If no one volunteers, reach out to specific RAs on shift to see if they are available to run the participant. If no one is available or declines, notify an ARC. Participants take priority over testing, and testing can be paused at any time, so testing is not a valid excuse for not running a participant.

Once an RA volunteers or the assigned RA is already in the Zoom meeting, hover over their name in the Breakout Room Menu. The “Assign to” option will appear to the right of their name.

Click “Assign to” and select the appropriate breakout room to add them.

Admit the participant into the meeting and assign them to the same breakout room as the RA. If they don’t join immediately, greet them with: “Hello. You should receive an invitation to join a breakout room. Please click ‘Join Breakout Room’ to meet with your RA.”

Calling Participants

Call participants 15 minutes before their scheduled session start time and again 15 minutes after if they have not joined the Zoom meeting. Leave a note of how the call went - whether they picked up or not (e.g., did not answer, left voicemail - [your initials]).

Rescheduling Participants

If a participant joins the meeting and says they cannot attend at their scheduled time, ask them what time or day they preferred to be rescheduled. Look at the training schedule to see if there are available RAs in that preferred time slot. Copy the cell that the participant’s name is correctly in and paste it into the preferred day and time. Leave a note in the previous cell with your initials.

Passing Host / Giving Co-Host permissions

To assign another person as host, click the “Participants” button to view the full list of participants in the main room. Hover over the name of the person you would like to pass host to. Click “More” and a dropdown menu with several options should appear. Click “Assign Host” to pass them the host and the Breakout room menu should disappear and the red ‘end’ button should now say ‘leave’.

To assign another person as co-host, click the “Participants” button to view the full list of participants in the main room. Hover over the name of the person you would like to pass host to. Click “More” and a dropdown menu with several options should appear. Click “Assign Co-Host” to pass them the co-host permissions. This will give the person selected the same permissions as the host, except if they leave the meeting, the session will not close. Co-host permissions should only be given to coordinators and other BGC-affiliated staff.

Logging off

Before you log off, ensure that the host role has been passed to another coordinator. If you do not give someone else host status, zoom will auto-assign the next person in alphabetical order as host before you leave.

Lab Phone

The in-lab phone should be used exclusively for lab-related calls. When answering or making a phone call, you represent the Brain Game Center. Please ensure your communication reflects our values and professionalism.

When receiving a call:

To answer, pick up the phone from the cradle to take the call. Always start with a professional greeting. Remain patient and courteous with all callers, regardless of their tone or behavior - a majority of the calls we receive are participants from our older adult study so it is important that we emphasize great customer service when taking these calls.

“Hi, thank you for calling the Brain Game Center. This is (your name). How can I help you today?”

If you are unable to resolve their inquiry based on the information they provide, ask for their name, associated study, phone number, and email address. Additionally, note the topic of the conversation.

Inform the caller: "Please hold for a moment while I connect you with someone who can assist you further."

Place the caller on hold and reach out to an ARC currently in the lab for support. If no one is available to assist, inform the caller that someone will return their call to provide further help. Then, post the information collected in the #voicemail channel for a staff member to troubleshoot.

To end the call, return the phone to the cradle.

When making a call:

Ensure the telephone is picked up before dialing the number. Always start with a professional greeting. Remain patient and courteous with all callers, regardless of their tone or behavior - a majority of the calls we receive are participants from our older adult study so it is important that we emphasize great customer service when taking these calls.

“Hi, this is (your name) calling from the Brain Game Center. Is this (their name)? I’m calling today because…”

If they do not answer, use the same greeting to leave a voicemail.

When calling a participant, the call is typically related to their study sessions. If you are unsure how to handle any requests (e.g., rescheduling their session for later in the day), reach out to an ARC who is in the lab for support.

To end the call, return the phone to the cradle.

Disposing Electronics

The psychology department can assist us in responsibly disposing of electronic devices. Any devices that can no longer run our apps, are damaged, or are no longer useful in the lab must be thoroughly wiped of all data prior to disposal. Follow the instructions below to prepare devices for disposal.

Factory Reset Device

All devices should undergo a factory reset, which restores a device to its original system state, removing all personal data, apps, and settings. This ensures that sensitive information is deleted and protects against unauthorized access. Below are the instructions to factory reset a device:

Mac Devices

For older Mac devices, you must uninstall the old OS by selecting the Apple menu, selecting restart and press and hold command R immediately afterwards.

For newer Mac devices, Select the “Apple”(Apple icon) menu, then select “System Settings”, then click General in the sidebar(may need to scroll down a bit). Select Transfer/Reset button and click the “Erase All Content and Settings” option. In Erase Assistant, enter your administrator information, then click Unlock. Review the list of items to be removed in addition to your content and settings.If the Mac device has multiple user accounts, click the arrow next to your Mac user name to review the items. Click Continue, then follow the onscreen instructions.

When the erase process is complete, your Mac displays “Hello” on the screen. The Mac can now be set up for a new user.

Android Devices

Swipe down twice from the top of the screen to show Quick Settings. Tap the Settings icon. Tap Device Options, and then tap Reset to Factory Defaults.

Deliver to Psychology

Please bring all electronics to the Psychology Building, specifically to the Business Office in PSYC 1111. Let the staff know that these items need to be disposed of, and they will guide you to the appropriate drop-off location.

Lab Keys

Keys for rooms managed by the Psychology Department are distributed through the Psychology Office. To request a key for a lab, Audrey will email Jay and cc the Psychology Office with the key number. Once the key is ready, the individual will need to visit the Psychology Office to sign a form and collect their key(s). In general, keys are issued primarily to senior personnel.

Lab Phone Number

The lab phone number for UCR is (951) 827-2054 and is provided by the university.

Letter of Recommendation Process

Letters of Recommendations (LORs) are requested throughout the quarter by research assistants who are presently working for us or have worked for us in the past. Staff members and student ARCs may also request letters of recommendations however these are less frequent and may be dealt with in a different manner depending on who their supervisor is and who they worked most closely with. If someone submits a LOR request or is asking for one, follow the steps below to guide yourselves through the process.

LOR Request

For research assistants, the process begins with them requesting their letter of recommendation. Instructions for this can be found on the last page of the syllabus. If they are a previous RA from the lab, send them the last page from the current quarter syllabus as this will always contain the most recent, updated contacts. This syllabus page gives detailed instructions of what information the RA should include such as program information, submission deadlines, how far in advance they should request, who they should make the request to, the email template for them to use when requesting, etc.

On occasion, an RA may use an older version of the syllabus and cc staff/personnel who are no longer involved in the lab. If you are included in an email chain where this occurs, please forward the email to anyone who may need to be cc’d. You can confirm this by comparing email contacts on the current quarter syllabus page. As of writing this guide, the current email contacts RAs should submit their request to is Aaron ([email protected]) with Audrey ([email protected]) and Diego ([email protected]) cc’d.

Sending the LOR Request Form

Once the RA requests a LOR through email, Aaron will reply to the RA confirming whether we’ll submit their letter request, whether we need additional information, or if there’s any other conflicts that would prevent us from doing so. On occasion, Audrey may also respond in the event that Aaron does not. At this point, it would also be good to start adding information into the LOR Tracker (programs, deadlines, etc.)

If the request is approved, the RA will receive an email from Aaron/Audrey with the following content - notably, requesting them to submit the Letter of Recommendation Request Form.

Hi [insert RA Name],

Thank you for reaching out regarding a letter of recommendation and congratulations on making it to this step in your applications. Please fill out the Letter of Recommendation Request Form to advance in this process and advise when the form has been submitted.: https://forms.gle/NNvNEC6M3Gyf523F7. 

Please provide detailed and thoughtful responses, as this information will help us craft a strong and personalized recommendation for you. Kindly note that we require [X] weeks to prepare the letter, so please ensure the form is submitted by [Insert date deadline]. If you have any questions or need assistance, please let us know.

Best,
[Insert Email Signature]

Note, that we require at least 2 weeks to turnaround their LOR so the deadline given for them to submit this form should reflect this. Adjust the deadline as needed.

Once the RA advises that they have completed the LOR Request Form, Audrey will reach out to the research coordinator(s) to begin writing the Letter of Recommendation.

Writing the LOR

To start, you’ll want to make use of the provided templates within the “LOR To-Do” folder. The templates you’ll want to look for are the ones beginning with “LOR_template_v3.0_”. There are 3 versions based on the research assistant’s pronouns which can be found in the “L column” of the LOR Request Form (Responses) sheet. You should always double check this as names/gender should not be left to assumption. Make a copy of the correct template and rename it based off the following format: “LOR_RA First and Last Name”

LOR Guidelines

Writing Guidelines

• Make edits as suggestions when editing the form. Audrey will review after you are finished and accept suggestions/provide comments for revisions from there.
• Use “find and replace” to make mass edits. For example, it is incredibly helpful to find and replace “[Name]” with the RAs first name to make the edit in one streamlined action.
• Identify the purpose and audience for the LOR. A letter written for example, to a highly-competitive medical residency program will necessarily look much different from a letter written to a graduate program or an internship.
• Utilize the LOR Request Form (Responses) sheet to assist in the letter’s content. It is worth double checking the accuracy of the responses where warranted (project involvements, poster presentations, RA attendance from previous quarters, etc).
• Do not refer to studies in our lab with our nicknames for them (i.e., PLFest, R21). Instead, refer to them by the studies research focus/intention (i.e., vision training study, older adult working memory training study).
• Make adaptations to the LOR template as needed. For example, maybe the RA’s performance in the lab does not warrant an “outperformed the rest in efficiency and quality of work” as described in the template. Make an adjustment in language to be more reflective of their performance or scrap the statement all together.
• While we don’t want to inflate the RAs performance in the lab, we don’t want to “punch down” at them either. The letter should be a fair assessment of the RAs performance.

General Guidelines

• Involve assistant research coordinators (ARCs) and other relevant staff members who may be able to weigh in or assist with writing the LOR where applicable. Typically this will be lab staff who have worked closely with the research assistant in a supervising role. Do NOT request input from the research assistant’s peers.

Once you have completed any requested revisions, submit to Audrey for final review. Once approved, we can advance to the next step.

Send LOR to Aaron for Submission.

Once the LOR is complete, Audrey will send Aaron a link to the LOR document for final submission in a separate email. The RA should NOT be sent the letter of recommendation directly. Instead, update the RA of their LOR status using the following email template:

• Hello [Insert RA Name],
• Your letter of recommendation is ready for submission. Please make sure the submission links are sent to Aaron ([email protected]) 1-2 weeks before they are due. If you notice that your letter has not been submitted as the deadline is approaching, please send him an additional reminder to submit. Let me know if you have any further questions or concerns.
• Best,
• [Insert Email Signature]

Participant Parking Permits

Participants who require a parking permit are allowed to park in the “Psychology Client” parking spots at the front of Lot 6. Parking permits are given to participants when they enter the lab, and should be returned to their appropriate location once their session is done for the day. Participant parking permits are limited, and should not be offered to participants unless they have no other mode of transportation.

Requesting Another Participant Parking Permit

The BGC currently has one permit in Olmsted and one in the Psychology lab. If more permits are needed, they can be requested at the Psychology office. Inform whoever is at the front desk that you are a staff member at the Brain Game Center (Seitz Lab) in Olmsted and the lab needs another Psychology Client parking for our participants. They will take note of your name and hand you a laminated parking permit.

Pest Control Requests

All pest control requests must be submitted through this link: https://facilities.ucr.edu/requests. Submission of tickets is the responsibility of Audrey.

If you observe a pest issue, please report it to Audrey with the following information so she can complete the request:

• Click Create Request.

• Select the Issue Type and Issue Sub Type.

• Provide as much detail as possible in the Describe Your Request field.

Printing in Lab

Printing on Your Personal Device

To print from your personal device, you’ll first need to install the HP driver. Start by clicking on the provided link, then select the “Driver” dropdown menu and download “HP Easy Start.” After downloading, open the package and follow the on-screen instructions to complete the installation. Once the driver is installed, make sure your laptop is connected to the BGC Staff Wi-Fi, as this connection is required for printing to the lab printer. When you’re ready to print, simply use your usual print command (e.g., Command/Ctrl + P) and select the HP Color LaserJet M553.

Note: Access to this should not be given to RAs.

How to Print on Lab Computer

The desktop computer located in Room 130 has already been connected to the primer. If it is not, refer to the ‘Drive Installation’ instructions. To print on the desktop computer:

1. Log into the desktop using the password.
2. Scroll the mouse to the menu at the bottom right hand corner of the screen and make sure desktop is connected to printer labeled, “HP Color LaserJet M553”.
3. Select the source from which you wish to print the file from.
4. Press and hold Ctrl-P in order to print or select the print icon in the top right hand corner of the screen in order to initiate the printing sequence.
5. Select the amount of copies desired and press the print button.

Troubleshooting Tips

The printer is used daily and may occasionally experience issues that prevent it from functioning correctly. Common problems include low ink levels, paper jams in one of the many trays. This document contains some troubleshooting tips to help you resolve these issues. If you find any new issues that are not documented, please add it to the document.

Printer & Toner Info

Our printer is a HP Color LaserJet M553 and uses the following toner cartridges:

• Magenta: https://www.amazon.com/HP-CF363X-Original-Laserjet-Cartridge/dp/B00UBMONP0/ref=pd_bxgy_229_img_3/145-9080972-9906162?_encoding=UTF8&pd_rd_i=B00UBMONP0&pd_rd_r=4cb91abe-4ddd-4409-a1bc-bdf61388ef35&pd_rd_w=KTrL4&pd_rd_wg=mf2bq&pf_rd_p=a2006322-0bc0-4db9-a08e-d168c18ce6f0&pf_rd_r=0702MVC2BG88Y3ATJCYX&psc=1&refRID=0702MVC2BG88Y3ATJCYX
• Cyan: https://www.amazon.com/HP-CF361X-Original-Laserjet-Cartridge/dp/B00UBMOKJE/ref=sr_1_1?ie=UTF8&qid=1539979722&sr=8-1&keywords=508x+cyan&dpID=41%252Beq6u0L2L&preST=_SX300_QL70_&dpSrc=srch
• Yellow: https://www.amazon.com/HP-CF362X-Original-Laserjet-Cartridge/dp/B00UBMOLXO/ref=sr_1_1?ie=UTF8&qid=1539979694&sr=8-1&keywords=508x+yellow&dpID=41pbx6LHn7L&preST=_SX300_QL70_&dpSrc=srch
• Black Ink: https://www.amazon.com/HP-CF360X-Black-Original-Cartridge/dp/B00UBMOIOQ/ref=sr_1_1?ie=UTF8&qid=1522959716&sr=8-1&keywords=508x%2Bblack&th=1

Purchasing Lab Items

Office supplies are used daily and require regular restocking. Additionally, if equipment has been damaged, it may be necessary to order new items. Follow the steps below to request items that are running low or new items that are needed in the lab:

How to request

Access the Master Supply List on the research drive and search for the item that needs to be repurchased (Column B). Check the link to see if it is valid or needs to be replaced (Column H). If the link is functional and the option is the most cost-effective, send the link along with the required quantity to Audrey for approval. If the item is not listed, conduct an online search to find the desired product.

RA Grades

Students working in the lab can register for units either at the beginning of the quarter or at the end of the previous quarter. Unit limits are determined by probationary status: probationary students can enroll in 1 unit, while others may enroll in up to 4 units. Enrollment options include choosing a letter grade or S/NC grading, and this can be done through CHASS or CBNS.

The Grade Report serves as a comprehensive record of lab students’ information and their unit-related requests, which is essential for submitting grades. Although grades are usually submitted during the week after Finals Week, it's preferable to finalize the Grade Report by the Friday of Finals Week. For more detailed information on your quarter’s finals week and grade availability dates, please refer to the academic calendar linked here.

For students who will receive a grade, please refer to RAs overall percentage on the attendance tracker sheet. Their percentage will determine their grade based on the rubric below. The rubric is based on the current syllabus (Summer 2024). Please update if the current syllabus reflects differently.

Letter Grade

• A > 90%
• B > 80%
• C > 70%
• D > 60%
• F < 60%

S/NC

• S = >70%
• NC = <70%

For a video walkthrough, please watch the following video.

Creating the Grade Report

The Grade Report includes essential student information such as ID, units, PSYC/CBNS registration, and grading options (letter grade or S/NC), along with their final grades. Once completed, the report is emailed to Professor Aaron Seitz for submission. Please follow the instructions below to prepare the Grade Report for your quarter:

1. Go to the Grade Folder on the research drive
   • My Drive > Coordinators > Assistant Research Coordinator > Research Assistants > Unit Enrollment > Grades
2. Create a copy of the GradeReport_Template and rename your copy to GradeReport_QuarterYear (e.g., GradeReport_Summer2024)
3. Go to the Enrollment Inquiry folder
   • This folder is located inside the Unit Enrollment folder (one folder back from Grades, see path above)
4. Select the quarter folder you want to submit grades for.

Completing the GradeReport

1. Open the enrollment form for that quarter which should be filled out.
2. Copy the names from both PSYC and CBNS tabs from the enrollment sheet and paste them into your new GradeReport sheet as shown in the video (Timestamp 0:49).
   • By creating an extra column left of column A on the GradeReport sheet, you can use the split function to separate everyone’s first and last name.
   • Enter this formula underneath the first name column (now column B) =split(A2, “ “)
   • Copy and special paste the values of the first and last names in the same cells they are in to leave the values and remove the formulas.
   • If there is any RA with more than one last or first name, add that name into the appropriate cell.
3. Enter the rest of the information listed on the report:
   • Student ID, units, grading basis, PSYC 097/197 or CBNS 197, Supervisor (Audrey Carrillo),
4. Compare the sent unit enrollment form (beginning of quarter) with the grade report you just filled out to check for any discrepancies.
5. Give the appropriate grade to those who asked for a letter grade or S/NC.
   • Refer to your quarter's current grading rubric which can be found on the lab syllabus.
6. Do the following before sending the form to Aaron.
   • Sort the PSYC column from A-Z.
   • Change access permissions to “Editor” for “Anyone with the link”.

Submit the GradeReport to Aaron & Audrey

If Aaron has already reached out requesting grades for the quarter, reply all to that email (cc audrey if she’s not included; [email protected]) with the body portion of the template below. If Aaron has NOT reached out, email him from your own work email using the following template:

To: [email protected]
CC: [email protected]

Subject Line: Quarter Year Grades

Body:

Hi Aaron, 

Here is the link to the [Quarter Year] grades for our UCR research assistants.
[insert hyperlinked link]

Sincerely,
Your Name
Your Title
UCR Brain Game Center
University of California, Riverside
https://braingamecenter.ucr.edu/ 

Alternatively you could use your own work email signature instead. Keep an eye on your email in case there is a need for any revisions, otherwise, you’re all done!

Shipping and Receiving

Shipping Packages out of UCR

To ship a package, follow these steps:

1. Attach the Shipment Info.docx form on top of the package.
2. Drop off the package at the Psychology office, located on the first floor of the Psychology building, directly to the left as you enter.

The Psychology office hours are from 9 AM to 4 PM, with a lunch break from 12 PM to 1 PM.

Shipping times can vary from several days to two weeks. Once the package has been processed by campus mail services, the sender (typically Audrey) will receive a tracking number via email.

For shipping books, we can take advantage of a special discounted rate offered by the university. Follow the standard shipping procedures outlined above, but ensure you place this form on top of the package: Book Rate Label.docx and confirm the package does not exceed 50 lbs or we will have to pay a fee. A scale is available in the Psychology department for weight verification.

Creating Return Labels

Return labels are generated by Renee Young and take 1-3 days to be prepared. To have a label made, email Renee with the following information:

• Name of recipient
• Address of recipient
• Email address of recipient
• Package measurements
• Estimated weight
• Service
• COA

Mailing Address

All packages should be sent to the following address:

Aaron Seitz University of California, Riverside 3401 Watkins Drive 1111 Psychology Bldg. Riverside, CA 92521

Receiving Packages

All mail and packages addressed to Aaron or the Brain Game Center at UCR are initially sent to campus receiving and then delivered to the Psychology Office's mailroom. Once there, retrieve the items addressed to Aaron or the Brain Game Center, sign and date the pickup slip, and return it to the student worker mailbox.

Slack Workflows

Slack workflows enable users to automate routine tasks within a Slack workspace, streamlining communication and productivity. With workflows, you can set up processes like sending reminders, adding new members to channels, or collecting information using forms, all without leaving Slack. These automations simplify everyday tasks, allowing teams to focus on more important work.

Accessing Workflows

To access workflows you have created or been given access to, start by clicking your workspace’s title in the top left corner of your slack. From the dropdown menu, select “Tools & settings”, and then click “Workflow Builder”.

Managing Workflow Permissions

Users can be given viewing and managing permissions on Workflows you have created. To give permissions, click on a workflow and select “Edit”. In the pop-up window, select the 3 dots in the top right corner, and select “Settings”. From here, you can edit your workflow managers.

(Un)Publishing Workflows

When a workflow is published it will perform its intended task whenever triggered. Some workflows don’t need to be run all the time, in which case you may need to re-publish them when needed. If you would like to use an inactive workflow, click on the workflow, select “Edit”, and click “Publish” on the top of the pop-up window. To unpublish a workflow, click the three dots on the pop-up window and select “Unpublish Workflow” from the dropdown.

SONA

Requesting SONA Research Account

Full Time Staff

To request a SONA researcher account, email the psychology department with the staff members full email address: [email protected].

Student Staff

To request a SONA researcher account, email the psychology department with the staff members full email address: [email protected] and SID#.

To

Subject Payment

Participants can receive compensation through UCR via Amazon gift cards, their student portal account, or through their university paycheck. Regardless of the payment method, participants cannot earn more than $600 in a calendar year for their involvement. Below are the rules and procedures associated with each payment option:

Amazon Gift Cards

Amazon Gift Cards cannot be sent to UCR employees or students. Therefore, we typically pay them through NU. Anyone receiving an an Amazon gift card as compensation must fill out a payment agreement on Qualtrics. To request gift cards, this spreadsheet must be filled out and sent to Renee. A copy of the spreadsheet must also be sent but should have the Participant’s name redacted and the email as well.

• For redaction, please follow these guidelines:
  • For names, use the format: Taylor Swift should be redacted as Txxxx Sxxxx.
• For emails, format as follows:
  • [email protected] should be redacted to [email protected].
  • If the participant's initials are in the email, do not change them. For example, if the email is [email protected], it should be redacted as [email protected].

Student Account / Payroll Payments

Student Account

The Psychology Department is unable to process payments via gift card for students and employees. However, students without a campus job can receive payments through their student accounts. To facilitate this, please provide the following information to Andrew Alonso:

• Payment Amount
• Dates of Data Collection
• Student ID
• Subject ID
• Name
• Email

Note: For payments under 75, we are encouraged to use payroll or alternative methods whenever feasible. This is because applying smaller amounts to student accounts can negatively affect students' Middle Class Scholarships, which over half of our students qualify for.

Payroll

Students and staff are eligible to receive payment via payroll if they are employed by UCR. UCR employees can receive payment through payroll by providing the following info to Andrew Alonso:

• Payment Amount
• Dates of Data Collection
• Subject ID
• Name
• Email

Unit Enrollment

The Brain Game Center manages RA enrollment in conjunction with the CHASS (PSYC) and CBNS departments. All graduate students, post-doctorates, and staff members are allowed to recruit RAs and must be contacted to (1) alert them of the enrollment deadlines, and (2) obtain the required information from the RAs they wish to enroll.

UCR students are allowed to volunteer in the lab and receive unit credit to be applied toward their bachelor’s degree. The administrative goal is to (1) gather information from all research assistants interested in enrolling for unit credit, (2) submit this information to the PSYC and CBNS departments’ RA enrollment manager, and (3) confirm enrollment with students.

Enrollment Requirements

The Brain Game Center, in particular, maintains a syllabus that is subject to change between and during each quarter. In addition to UCR’s requirements, the BGC syllabus sets its own requirements for enrollment.

The main requirements are mandated by UCR:

1. Freshman and Sophomores may only enroll in the lower-division course (e.g., PSYC096) and a maximum of 2 units on a Pass/No Pass (S/NC) grading basis.
2. Juniors and Seniors may enroll in the upper division course (e.g., PSYC197, CBNS197) and a maximum of 4 units on either a S/NC or Letter Grade grading basis.
3. Generally, each 1 unit of credit requires 3 hours of work per week
4. Students obtaining letter grades must produce a tangible result with clearly defined grading guidelines to justify the grade they received.

Requirements additionally set by the BGC syllabus (last confirmed Fall 2024)

1. RA’s are allowed to enroll in up to a max of 4 units for S/NC or a Letter Grade by completing the RA Unit Enrollment Inquiry Form per UCR requirements
2. We require at least 9 hours worked per week to enroll in units.
   • 9 hours allows you to enroll in 1, 2, or 3 units.
   • 12 hours allows you to enroll in 4 units.
3. RAs who are UCR students and are not on probation are eligible to obtain unit credit for their work at the lab. All new RAs at the lab all begin on a probationary quarter. There is a 1 unit max for new RAs on the probationary quarter.

Enrolling Students

RA Inquiry Form

Aaron and whoever is designated to submit enrollment will receive an email from the RA enrollment manager each quarter with an enrollment form attachment. Read the requirements and adjust the RA Unit Enrollment Inquiry questions as necessary. The enrollment inquiry form gauges the amount of returning RAs, the amount of hours the RAs are interested in working, whether they’ll be receiving units, and if so, what grading option they’ll elect for the upcoming quarter. The form should be distributed during weeks 8-10 of each quarter, as this is when their class enrollment period begins. This form should be made available to all supervisors who should, in turn, instruct their RAs to complete the form. Doing so will maintain consistency and avoid needless back-and-forth due to missing information.

Enrollment Form

The Enrollment Form is a spreadsheet version of the enrollment form given to you by the RA enrollment manager. The enrollment form sheet contains the relevant information obtained from the enrollment inquiry form. This includes the RA’s name, student ID, course enrollment (PSYC/CBNS), # of units, and grading basis. It contains two tabs to divide those who choose to enroll through PSYC vs those who choose CBNS. For each quarter, simply copy the spreadsheet and copy the format of the enrollment form from the email

Submitting Enrollment

After entering all required information in the spreadsheet, download an excel file of the current enrollment form. It will need to be signed by Aaron before submitting to the respective enrollment managers. Send the sheet to Audrey and Aaron via slack or email to receive the signed copy of the form.

As of Spring 2025, the deadline to submit the Enrollment Forms is Wednesday of Week 1; however, you’ll want to submit them latest by Monday of Week 1 in case there is a need for revisions on your end or on behalf of an RA. Ideally, aim to submit by Wednesday of Week 0 so there is ample time for revisions

After the enrollment form has been signed by Aaron, contact the RA Enrollment Manager via email and attach the excel file. If submitting updated enrollment form(s), indicate what those changes are in the email. The manager will respond with information about whether enrollment was successful; notify your RAs of this outcome. If there are issues with enrollment, CC Aaron and Audrey in the same email thread once the issues are resolved.

In the event that enrollment is unsuccessful, you should take action as soon as possible. Keep enrollment adjustment deadlines in mind and proceed to resolve the issue with the RA as soon as possible. The most common enrollment issue is that RAs exceed their allowed units of enrollment per quarter (exceeding 20). Most enrollment issues can be solved by having RAs adjust their requested units or drop some sort of coursework that is preventing them from enrolling.

Once the RA has confirmed the fix, resubmit the enrollment form with any necessary adjustments and notify the proper enrollment manager (PSYC/CBNS) that the RA is now ready to enroll in “x” amount of units. Confirm enrollment with the RA once you receive an update.

RA Enrollment Manager Contact Information (as of Spring 2025) Please ensure this is accurate for the quarter if you are submitting. You should double check this every quarter through the emails sent out to you (or the person submitting) and Aaron. PSYC: submit to CHASS Student Affairs ([email protected]) CBNS: submit to Priscilla Ko-Woon Lee ([email protected])

Enrolling Non-Psychology Majors

Non-Psychology majors may be enrolled in PSYC096 or PSYC197 with the approval of their academic advisors. This generally requires you to outline how their volunteer work will directly relate to their major and give your approval for the RA to enroll.

Late Submissions

The last day to enroll in courses is Friday of the second week of the quarter. Submitting enrollment requests to the enrollment manager after the deadline will result in the need for the RA to file a petition to “Late Add” the lab for course credit. It is the RA’s responsibility to file the petition to their academic advisor and have the advisor contact you if your approval is needed.

Enrollment During Summer Quarter

Contrary to Fall-Spring quarters where a staff member enrolls RAs via email, RAs enroll themselves for units leading up to the Summer quarter. This still requires some direction from staff. You’ll need to send RAs an email with the relevant links and information they’ll need to enroll. The templates will vary depending on whether they are a returning RA or whether they are a new hire.

Make sure you are sending the right link on the summer enrollment website as it may be updated each new summer quarter. To find the link to the form, go to the enrollment website and look for the psychology department hyperlink under “Clear Prerequisites”

From there, you should be able to access the form and send that link to the RAs. This link can be accessed by clicking on the blue box “submit enrollment request form”.

Units and hours worked will also vary based on what session they are enrolling in. If an RA is enrolling in Session A (first 5 weeks of summer quarter), or Session B (last 5 weeks of the quarter), they will need to work double the amount of hours per unit. For example, if they are enrolling in 3 units, they will need to work 18 hours per week (9 x 2). If an RA enrolls in session F (full quarter), they do not need to work double the hours per unit.

Once an RA submits the enrollment request form, they will receive a confirmation email. Have them forward you this email as you will need to refer to it when submitting grades at the end of the quarter. Submitting grades works similarly to other quarters. Aaron may reach out to confirm enrollment of RAs who request. You can confirm with him by referring to these forwarded emails

For a more detailed guide/video walkthrough, view Cindy’s enrollment walkthrough video here.

Wi-Fi Setup Protocol

The campus Wi-Fi in Olmsted is not very reliable, so we have set up a router and Google Wi-Fi extender system throughout the lab space. To set up the Wi-Fi Points, start by connecting the Modem/Router to the internet. This can be done by plugging the Modem/Router into one of the ethernet outlets available in most rooms at UCR. The modem will function as the main connection point while you configure the first Wi-Fi Point. The Modem/Router will have its own Wi-Fi name and password, separate from the Google Mesh Wi-Fi system, which will also have its own name and password. Follow the instructions below to learn how to set up the Wi-Fi in the lab in case we move again.

Note: If the ethernet outlet does not work, you may need to call campus IT for support.

Setting Up the First Wi-Fi Point

1. Unbox the Google Mesh Device. Plug into an outlet that is near the modem.
2. Connect the device to the modem via an ethernet cable.
3. Download the Google Home application.
4. Sign in with the lab's credentials (Audrey has them stored on Nordpass).
5. Go to the ‘Devices’ tab, and select ‘Add’
6. Select ‘Google Nest or partner device’
7. Choose the Home titled ‘BGC’
8. The application will now search for the First Wi-Fi Point. At this point, it should connect on its own.If not, refer to ‘Initial Setup Troubleshooting’
9. Follow the instructions and complete the setup process as the Google Home application navigates you. It will ask you for a Wi-Fi name and password. Do not forget the password. Provide the Wi-Fi name and password to Audrey to enter on Nordpass.
10. Ensure that the device is assigned to the correct location (e.g. 130 General Room, A127 Router, etc.). If the room you are setting up in is not present, create a new room and assign it.

Setting Up Additional Wi-Fi Points

At minimum, there should be two Wi-Fi Points in the Brain Game Center. The first is to create a new wi-fi signal (as mentioned and set up earlier), and the second is to connect to the printer.

1. Unbox the Google Wi-Fi Device.
2. FOR PRINTER SETUP ONLY: Connect the wif-fi device to the printer via and ethernet cable. This will allow the printer to be used on the wi-fi signal.
   • Do this step BEFORE powering on the Additional Wi-Fi Point.
3. Plug into an outlet, in an area of the room where the google device will be left
   • There should be a maximum of 5 wi-fi points for the network. Anymore, and the connection will be weakened.
   • Spacing is important too. Keep the wi-fi points in separate areas of the room. No more than 2 are necessary to maximize wi-fi connection.
4. Download the Google Home application and sign in with the lab's credentials (Audrey has them stored on Nordpass).
5. Go to the ‘Devices’ tab, and select ‘Add’
6. Select ‘Google Nest or partner device’
7. Choose the Home titled ‘BGC’
8. The application will now search for the First Wi-Fi Point. At this point, it should connect on its own.
9. Follow the instructions and complete the setup process as the Google Home application navigates you.
10. Ensure that the device is assigned to the correct location (e.g. 130 General Room, A127 Router, etc.).

• If the room you are setting up in is not present, create a new room and assign it.

11. The application will start a connection/speed test. Allow it to finish and ensure that proper speeds are present for downloading and uploading.

Troubleshooting

Initial Setup Troubleshooting

1. If it cannot find a connection point, it will ask “What are you setting up”
   • Select ‘Wi-Fi’ → ‘Nest Wi-Fi Point’
   • Follow it’s instructions and it will begin the search again.
2. If it prompts you again, this means the initial setup of the pod was unsuccessful
   • Check all connections: Power adapter and ethernet cable
   • Ensure the Google Nest is blinking blue
   • If it is blinking or a solid orange color, refer to ‘Post-Setup Troubleshooting #3’

Post-Setup Troubleshooting

1. In the event connection has been dropped, or the network is not discoverable:
   • Check that all power cords are properly plugged in
   • Check that the ethernet cable has not been disconnected for the First Wi-Fi Point
2. If the problem persists, a factory reset of the network may be necessary:
   • Navigate to the Google Home App and click on the Green Wi-Fi icon located in the Favorites Tab
   • Click ‘Network Settings’
   • Click ‘Factory Reset Entire Network’
3. In the event that the mesh network has been factory reseted and no longer appears in the Google Home application.
   • Follow the Instructions for ‘Setting Up the First Wi-Fi Point’
   • Reset the Additional Wi-Fi Points.Unplug the wi-fi point and wait 15 seconds.Hold down the button located on the back of the Google Wi-Fi Device Plug in the Power Cord → continue to hold down the button until the device flashes blue. Wait 10 minutes for the device to reset. Follow the instructions for ‘Setting Up Additional Wi-Fi Points’

MRI Training Protocol

MRI Safety training is required to ensure that all personnel are knowledgeable about the unique risks associated with running an MRI session and are equipped to maintain a safe environment for participants and staff. The training will emphasize the importance of following established safety protocols, understanding equipment operation, and recognizing potential hazards within the MRI suite. By completing this training, you will be prepared to conduct MRI sessions safely and effectively.

1. Schedule the Safety Training Session
   • An ARC/RC will help you coordinate with the MRI technologist to schedule a dedicated safety training session on the UCR CAN.
2. Training and Assessment
   • The MRI technologist will show you a training video and a presentation on the safety protocols they have in the Neuroimaging center.
   • You will then take a quiz and when you pass, you will now be eligible to run MRI sessions.
3. Shadowing
   • An ARC/RC will have you shadow at least 3 MRI sessions. Be sure to ask questions and follow the current protocols closely to understand how to safely administer the scripts and turn on/off equipment.
4. Calendar Access
   • While you are in the process of shadowing sessions, you will coordinate with the MRI technologist to grant you access to the UCR CAN calendar. It will be visible on your personal email’s Google Calendar.
   • This is a shared google calendar with other labs at UCR so we should not be moving any other lab’s scheduled blocks.

Shredding Confidential Documents

Proper document disposal is essential for maintaining confidentiality and compliance with privacy regulations at UCR. Shredding sensitive documents helps protect personal information and ensures that university records are handled securely. Follow these steps to ensure that your documents are shredded correctly.

1. All documents designated for shredding will be stored in Olmsted 130, in the cabinet closest to the printer. The box containing the documents can be found in the first pull-out drawer.

2. Please verify that all documents in the box have been uploaded to the correct location in the BGC Drive. Once confirmed, seal the box.

3. Before transporting the box, please place a new one inside the drawer. This will be used for RA’s to store documents that are ready for shredding.

4. Take the box to the Psychology Office. Note, that if it's too heavy to carry, you can go there first to request a cart.

5. Inform the front desk staff that you are there to drop off documents for shredding. They will direct you to the appropriate room to unload. After unloading the box, please return the cart if one was used.

Changing the LockBox Code

Changing the lockbox code should be done at the end of finals week. Along with changing the lockbox code, all RAs should be removed from the #openers-closers channel. Only returning ARCs and RCs should be left in the channel. Remove the pinned message of the previous code from the channel and replace it with the new one.

The lockbox can be found next to the entrance of Olmsted 130. You can find the current lockbox code in the #openers-closers channel on the BGC slack. To begin changing the lock box code, input the current code by pressing the black knobs located on the front of the box, hold down the lever after entering the combination, and pull out the face of the lockbox

Check the back of the lockbox and remove the laminated piece of paper that functions as a flat screwdriver. Use this tool to reset the current code and set the new one. The numbers currently in use for the code will have arrows facing down, while unused numbers will have arrows facing up. To reset the code, turn all arrows so they are facing up. Select your five-digit code by pressing down on the desired numbers and turning them until the arrow is pointing down. The code can be any five-digit combination, but keep in mind that smaller numbers should come first followed by larger numbers, except for 0 (e.g., 12458, 56789, 12670).

Return the screwdriver piece to the back of the lockbox. Enter in your new combination, unlock the lockbox, and place the lockbox back.