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FAQ

"How do I check how many Project hours I have left?"

To check the amount of Project hours in Calpendo (new as well as ongoing Projects).
On the top Menu bar ...

  • Select - Projects => My Projects
  • Click on the Project number under - Display Name
  • Scroll down and across to the select the - Settings - tab.
  • Check whether the correct amount of hours under -
    Approved Hours, Unfunded hours, Hours Left
    - (for the Modalities concerned) have been added.

Calpendo Settings

During the Project run, it's possible to check here how many hours have been used from the total.

  • Should be reduced after making a booking.
  • Calpendo will automatically send an email (to the Project Users) when there is less than 10% of the Project hours remaining.

If the the end of the Project is in sight, but more hours are needed, to be able to finish, request extra hours by sending an email to the Modality Lead, cc-ing the Project Lead/PI, also the Operations Manager, providing good reasoning as to why more hours are being requested e.g. Participant cancelled last minute, other unforeseen circumstances.
Please keep a list during the Project run of these situations.

Upon approval by the Modality Lead/Operations Manager (possibility the Management Committee if a lot of hours are requested), the extra hours will then be added to the Project.

"My Participant cancelled, what do I do?"

If unfortunately a Participant cancels, and enough time is available, cancel the slot in Calpendo first.
Then email Chbh-meg-operator[at]lists.bham.ac.uk informing that the booked slot is now free.

There's always the possibility another MEG Operator could use the slot themselves at the last minute - and the Project hours would then be recoverable.

Hours are refunded if they are cancelled 72 hours beforehand (not including weekends).
For cancellations less than 72 hours in advance, the full amount is charged, unless the cancelled slot is rebooked by another MEG Operator within this time.
For every other situation, hours are not refunded and MEG Operators can request additional unfunded hours via the Modality Lead & Operations Manager (possibly also the Directors).

"The MEG's free now, can I book last minute?"

MEG Operators can book slots up to a minute before the session start time.

However, if the session has already started then MEG Operators will be unable to book the full slot and will have to ask the help of an Admin to get the slot added to Calpendo.

For Example...

  • A MEG Operator notices at 11:08am that the MEG is free from 11-1pm.
  • The MEG Operator books the slot from 11:30-1pm, and then asks an Admin to ammend their slot to 11-1pm.