Intro to eIACUC

Intro to eIACUC
eIACUC Study Team
Manual
This guide serves to aid IACUC study teams become familiar with
the basic functions of the ARC system.
eIACUC
Study Team User’s Manual
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Table of Contents
Welcome to ARC .................................................................................................................................................... 3
Accounts ................................................................................................................................................................ 3
New Account Registration .........................................................................................................................................3
Log In .........................................................................................................................................................................4
Forgot Your User Name or Password? ......................................................................................................................4
Account Changes .......................................................................................................................................................5
Navigation ............................................................................................................................................................. 6
My Home Page ..........................................................................................................................................................6
Roles ..........................................................................................................................................................................7
Navigation Tabs .........................................................................................................................................................7
Inbox Tab ..............................................................................................................................................................7
Profile Tab and Uploading IACUC Training ............................................................................................................8
IACUC, Approved Studies, and COI Tabs .............................................................................................................11
Application Workspace ...........................................................................................................................................11
Create a New Study ............................................................................................................................................. 13
Working with Smart Forms .....................................................................................................................................13
Attaching Documents and Tables ............................................................................................................................15
Hide/Show Errors ....................................................................................................................................................16
Completion and Submission: A Two-Part Process ................................................................................................ 16
Part 1 – Complete the Application ..........................................................................................................................16
Part 2 – Submit the Application ..............................................................................................................................16
Veterinary Review ...............................................................................................................................................16
Submitting to IACUC ...........................................................................................................................................17
IACUC Review and Approval ................................................................................................................................ 17
Progress Notifications .............................................................................................................................................18
Respond to Requests for Revisions or Information .................................................................................................18
Approval Letter .......................................................................................................................................................19
Modifications and Continuations ......................................................................................................................... 20
Modification ............................................................................................................................................................21
Continuation and Study Closure..............................................................................................................................23
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Welcome to ARC
Our on-line ARC system streamlines the process of submitting, approving, tracking, and managing eIRB
eCOI, and eIACUC applications.
ARC is available via Internet connection 24 hours a day, 7 days a week.
If you have any questions about the ARC system, the ARC HelpDesk is available during regular business
hours at (813) 974-2880 and by email at [email protected]
Accounts
In order to create and submit applications in ARC, you will first need to obtain an account by submitting
a new user registration request.
New Account Registration
To open your new ARC account:
1. Go to the ARC Web Site: https://ARC.research.usf.edu/prod/
2. Click Register Here on the right hand side of the page.
3. Complete the required fields ( * ) and provide your USF Net ID, Employee ID, and USF or affiliate
email address.
4. Select all relevant roles, such as Study Staff, PI, Department Approver, etc.
5. Click Register.
6. Within two business days your new account will be activated and you will receive an e-mail
containing your account information (i.e., User Name & Temporary Password).
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Log In
1. Type your User Name in the login section on the right side of the ARC screen.
2. Type in your Password.
3. Click Log In.
Forgot Your User Name or Password?
If you ever forget your account credentials, you can have them emailed to you on the ARC Home page.
1. The Forgot Password and Forgot User Name options are available under Need Help?.
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1. If you select Forgot user name?, you will be prompted to confirm your email address. Once
confirmed, your user name will be emailed to you.
2. If you select Forgot password?, you will be prompted to confirm your user name and email
address. Once confirmed, a new temporary password will be emailed to you. Upon log in, you
will be required to change your password.
If you have forgotten both your user name and your password, select Forgot user name? first as it only
requires your primary email address. After receiving your username, you can select Forgot password?.
Account Changes
It is important to keep your account information current. To make changes to your account, click your
name in the upper right hand corner of your screen to open your account properties.
Then make the necessary changes and click Apply. Note - For changes to your department affiliation and
assigned roles, you will need to contact the helpdesk.
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To change your password, click on your name (as described above). On your Account page, click the
Account tab. Type in your old password, your new password, and your new password again in their
respective boxes. Click Apply.
After receiving your username and a temporary password, you can log in to the ARC system.
Navigation
My Home Page
After logging in, the screen displays your Home Page1 which allows you to view and manage those
applications relevant to your Role. The eIACUC applications include an initial study, modification, and
continuation.
When you are in other sections of the ARC system, you can easily get back to your home page by clicking
the link to My Home.
1
Users that registered in the ARC system prior to 2011 may see “Folder” in place of “Page.” There is no difference
in functionality or navigation beyond the terminology.
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Roles
A person can have multiple Roles in ARC such as Study Staff, Veterinarian, IACUC Coordinator, IRB
Committee member, etc. Different Roles provide access to different applications, information, and activities.
The “Study Staff” role encompasses all of the study team positions. Principal Investigator, Secondary
Investigator, Research Staff, and Secondary Study Contact are the study team positions for eIACUC.
Your current Role will be displayed in the red banner at the top of the column on the left side of your home
page. Your current role will be Bold in the listing of your available Roles If you have more than one role, each
time you log in, be sure that the correct role is selected.
Navigation Tabs
The central area of your home page provides a row of navigation tabs. These tabs provide access to your
applications based upon their type or status.
Inbox Tab
The Inbox tab is displayed by default after logging in to the ARC system. The Inbox tab lists all
applications (studies, modifications, continuations) that require action by you or other staff on your
study team in your current Role.2
Below is an example of your Inbox:
2
An application can be in multiple users’ Inboxes (e.g. a study in Pre-Submission).
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Key to the Inbox page:
1. The Inbox tab. Displays all applications requiring attention by you or your study team.
2. Name column. Displays the name of applications in your Inbox. Clicking the name will bring up
that application’s workspace.
3. Type column. Displays the type of application (Study, modification, etc.)
4. State column. Displays where the application is in the review process.
Once you have completed the required activities, the application is moved electronically from one
respective Inbox to the next according to whose attention it requires. If an application is not in your
Inbox, it's someone else's turn to work on it. If an item is in your Inbox, it still requires your attention.
Profile Tab and Uploading IACUC Training
The Profile tab provides information regarding training records/certifications and access to your
researcher profile. In order to upload IACUC training documents, you will need to first navigate to your
researcher profile. First, select the “Study Staff” role under My Roles if it is not already selected.
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Once selected, select the “Profile” tab. This will provide access to your researcher profile link.
Uploading IACUC Training
From the researcher profile page, you update your training documents by selecting Edit Researcher
Profile.
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This will bring you to the Researcher Profile SmartForm. To branch to the IACUC training section, check
the IACUC box in question 1.2 and select Continue.
Section 3 of your researcher profile displays your IACUC training materials. Use the Add or Upload
Revision buttons to upload the required documents and information.
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After uploading the necessary documents, select Save from the navigation bar and Exit the Smartform.
This will bring you back to your researcher profile page. Once completed an IACUC staff member will be
notified to validate your training documents.
IACUC, Approved Studies, and COI Tabs
The IACUC tab lists all applications with which you are associated regardless of the state. In the IACUC
tab, you can monitor the State of all of your IACUC applications. You can view applications under the
IACUC tab by clicking the application Name.
The Approved Studies tab lists all of your studies that been approved by the IACUC and IRB.
The COI tab lists all of your conflict of interest applications.
Application Workspace
Work on an application begins in the application’s Workspace which is like a home page for the
application. Open an application’s Workspace by clicking on its Name in your Inbox or other tab.
The application Workspace provides:


information about the application
links to specific sections and documents related to the application
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buttons to initiate Activities and move the application to the next step in the review process
history of all activities performed on the application
After a study has been approved, tabs for Modifications and Continuations are displayed next to the
History tab in the study workspace.
Below is an example of a study Workspace screen:
2
1
4
3
5
7
8
6
Key to the study Workspace screen:
1. Current State indicates the stage in the review process for this application. This changes as
Activities are completed.
2. The summary panel displays information about this study. The information changes when a
study becomes active.
3. IACUC Study Number (also referred to as the IS#).
4. Edit Study button opens the application SmartForm for editing (while the application is in your
study team’s Inbox only). When the application is not in your Inbox, the button is View Study
and will provide read-only access.3
5. Printer Version button opens all of the relevant SmartForm screens in one easy-to-print
window.
3
Edit/View will show Modification or Continuation if those applications are selected.
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6. The left column lists actions and Activities that can be performed on the study in its Current
State. The list will vary depending on the Current State and role. The legend on each button
indicates which Role (i.e., PI only or any study team member) can perform this activity. Click
the button/link to open the Activity screen.
7. The History tab lists chronologically all actions that have been performed on the study. Click
the Activity name in the listed History to view details.
8. The Attachments tab lists all documents that have been uploaded for this application.
Successive versions are archived automatically so that you have access to the most currently
approved versions, e.g., protocol, grant document, funding, etc.
Create a New Study
In the role of Study Staff, you can create a new IACUC study (Initial Application) by clicking the New
IACUC Study button in the column on the left side of your home page.
This will open the study SmartForm which uses branching to present only those questions relevant to
your study. The IACUC Study Number is assigned automatically the first time you save the study (or after
you complete the first page of the application and click Continue).
Working with Smart Forms
All applications in ARC use SmartForms. Since these forms only present questions relevant to your
study, it is important that you respond to each question displayed on the SmartForms.
Required fields are marked with a red asterisk *. Guidance on how to answer many of the SmartForm
questions is available by selecting >>Get Help located near the end of the question.
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You can answer text questions by typing directly into the text box or by pasting in text from other
documents. The Add function allows you to attach relevant documents or select your answer from a
pre-populated list depending on the question.
Navigation controls are located in the navigation bar at the top and bottom of each page. Use the
Continue and Back buttons to move to the next or last-viewed screen.
Use the SmartForm navigation controls instead of the controls in the browser bar (e.g., Internet
Explorer, Firefox, Chrome, Safari, Opera).
Save your application by clicking Save or Continue.
WARNING: The Back button does not save changes. After you enter or edit data on a screen,
click Save before going Back!
Use Exit to close the application and return to that application’s Workspace.
WARNING: Always Save before exiting!
Each section and question is numbered for easy navigation and reference. Numbering is consistent
through all SmartForm applications; however, remember that only the relevant questions for each
specific application are displayed.
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Once new or revised data on a page has been saved, you can navigate directly to other sections and
questions by using the Jump To drop-down menu. The title of the displayed page will be red.
WARNING: After you enter or edit data on a screen, click Save before using Jump To! The Jump
To menu does not save.
Attaching Documents and Tables
Attach documents, such as the protocol or grant document, by using the Add button associated with the
relevant question in the SmartForm.
Before attaching a document, be sure you have named it using an accurate description as your approval
letter may contain references to these documents as named in the SmartForm. Use the Browse button
to locate the file, name it in the Title field, and select OK to add the document to the SmartForm.
Several sections in the IACUC study SmartForm require adding information that is populated in a table.
In some cases, this information is utilized to provide pre-populated choices to other questions in the
SmartForm. Similar to documents, select the Add button to begin completing the table. This will create a
pop-up window containing additional questions.
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Hide/Show Errors
Within a SmartForm, use this tool to gauge your progress with the application. In the menu bar, click
Hide/Show Errors to list the required fields that need to be completed.
Click the link again to hide Error/Warning Messages.
Completion and Submission: A Two-Part Process
All applications in ARC follow the same basic procedure for submission:
1. Complete the application: The PI and Study Staff create and complete the application
SmartForm. The application remains in your Inbox.
2. Submit the application: The PI submits the completed application for review. Submission moves
the application from your Inbox to the next State.
Part 1 – Complete the Application
When a study is created, it starts out in the Pre-Submission State. In this State, all Study Team members
can work on the study SmartForm, attach documents, and save changes. They can access the study by
selecting Edit Study on the main workspace.
Before submission, all study team members should verify that the personnel certification information
displayed on section 1.3 of the application is current.
Part 2 – Submit the Application
After the study SmartForm is complete, it can be submitted for initial review. The first stage of the
review process for new studies and modifications is Veterinary Review.
Veterinary Review
1. To submit the initial study, the PI or Secondary Study Contact will open the application
Workspace and click Submit Study For Veterinarian Review under My Activities.
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2. ARC will run a final validation check on the entire application before submission. If there are any
required fields that have been left blank, they will be indicated and your application will not be
submitted. The application must be error-free before it can be submitted.
3. After the application has been submitted, it moves from the Pre-Submission State to the next
State: Veterinarian Assignment. Once submitted, it cannot be edited (unless changes are
requested by a reviewer and it is returned to the Study Team Inbox).
While in Veterinary Review, a veterinarian(s) will review your application and may suggest revisions or
request additional information.
Submitting to IACUC
After the veterinary review has been completed, the study will be returned to the study team’s Inbox.
1. If the veterinary reviewer has not requested any revisions, the study can be submitted to IACUC
for review via the Submit for IACUC Review activity. Only the Principal Investigator for the
study can submit the initial study to IACUC for review.
2. If additional revisions have been requested by the veterinarian, the study team may need to
address these questions and submit the study back to veterinary review (see responding to
revisions section for more details). After answering the reviewer notes, the PI or study
coordinator should select Submit Study for Veterinarian Review.
IACUC Review and Approval
After the study has been submitted to the IACUC, it may be reviewed at an IACUC meeting or by a
designated member of the IACUC committee. In both cases the ARC system will provide system
notifications regarding the status of the application.
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Progress Notifications
ARC automatically sends e-mail notifications to the study team when significant events occur in the
review process. Be sure to keep your e-mail address current in the ARC system. To change your e-mail
address, see Account Changes on page 3.
The Study team will receive e-mail notifications at the following times:



Requests for information or changes to the application.
Official actions from the IACUC (i.e., when the application is scheduled for a board meeting,
once an application is approved/disapproved, etc.)
When studies are due for Continuation
You can also check the progress of your application at any time by checking the History log or your
study’s state.
Respond to Requests for Revisions or Information
Throughout the review process, your application may be returned with requested revisions or
information. When revisions are requested, the application will return to your Inbox for revision. To
access the application:
1. Click the study Name in your ARC Inbox to open the application workspace.
2. Under the Reviewer Notes tab, you will find all notes that have been added to the study. Each
note provides a Jump To link that will take you to the page where the requested change needs
to be made.
3. Respond to each change requested. Some changes may require changing your answer to a
question in the SmartForm in addition to answering the note.
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4. Be sure to Save before you Exit the SmartForm.
5. When the Study Staff have completed all of the requests in the application workspace, you will
need to Submit the requested revisions. The name of the activity will depend on who asked for
the revisions (e.g. Submit Responses to IACUC or Submit Study for Veterinarian Review.)
After you have submitted your response, the application will no longer be displayed in your Inbox
because it has moved to the reviewer for further review. However, it will be listed under the IACUC tab
on your home page, where you can view a read-only copy.
Approval Letter
When the IACUC has approved your study, you will receive an e-mail notification of approval. The
approval letter will also be available in the study Workspace.
To view the approval letter in ARC:
1. On your home page, click the Approved Studies tab.
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2. In the Approved Studies folder click the study name.
3. In the study workspace, the summary panel will now display a link to view the Letter of
Approval. Click on file next to Letter of Approval (3).
Modifications and Continuations
After a study has obtained IACUC approval, you can create two sub-projects: modification and annual
continuation applications. The activity buttons to create these applications are available from your
approved study’s main workspace. You can access your approved study’s workspace under the
Approved Studies tab of your homepage (pictured above in the Approval Letter instructions).
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Workspaces for study sub-projects are similar to the initial study Workspace. After a modification or
annual continuation application has been created, it can be accessed in your Inbox until it is submitted
for review. Modifications and Continuations follow the same general procedure of the initial application:
1) study teams complete the SmartForm and 2) submit the application for review.
Modification
Modifications allow study teams to make changes to an already approved IACUC study. After creating a
new modification by selecting New Modification, you will be routed to the Modification Smartform.
There are two types of eIACUC Modifications: Amendment and Procedural Change.
Only one modification request is allowed at any given time, i.e: Modification 1 must be approved,
denied or withdrawn before Modification 2 can be created. Written IACUC approval is required prior to
implementing any changes to an existing IACUC study.
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An amendment is limited to the following types of changes:
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A new or additional title
A new or additional funding source other than federal or major agency sources
A change in the certified research personnel other than PI
Addition of another strain of the same species without a change in procedures or an increase in
animal numbers
An additional laboratory or a relocation of an existing laboratory for an approved activity
outside of animal facilities
Selecting the amendment type requires that you indicate which type(s) of change you are requesting
and will only allow edits to be made to these sections.
A procedural change can include any of the amendment types and any changes to the protocol which
remain within the scope of the original research hypothesis, and involve the original species. After
indicating a procedural change, you will be required to outline and justify all proposed changes. You will
then be routed to the Modified Study to make changes directly to the initial study SmartForm.
As with initial studies, Modifications must be submitted to IACUC after the SmartForm has been
completed. Amendments are submitted directly to the IACUC via the Submit Amendment to IACUC
activity whereas Procedural Changes are routed to Veterinary Review via Submit for Veterinarian
Review.Only the Principal Investigator can submit the Modification to the IACUC for review.
(Example Amendment)
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(Example Procedural Change)
Continuation and Study Closure
Study teams are required to submit an annual continuation requesting the IACUC study remain open.
The Continuation SmartForm is much shorter than the other projects and only requires you indicate the
protocol will continue as approved. You can create a modification by selecting Annual Continuation
from the approved study’s workspace.
Wildlife studies are routed to an additional page in the SmartForm requesting details regarding the
number of animals encountered during the 12 month approval period. Once the SmartForm is complete,
submit the Continuation via the Submit Continuation activity.
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If you have completed your research or the study will not be activated, the Principal Investigator or
Secondary Study Contact should select the Request Study Closure activity on the study’s main
workspace.
The study team will need to indicate a reason for closure and for wildlife studies, the number of animals
encountered or used. IACUC staff will be notified that you have requested your study be closed and will
finalize the closure process.
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