Protocol SUBmission

 

 

 

 

The Institutional Animal Care and Use Committee (IACUC) has converted to a new online animal use approval system called e-Protocol IACUC. Please submit animal use protocols for IACUC review through this system, with the exception of custom antibody production. Note that submissions of new animal protocols on the old paper forms will not be accepted.

 

 

  • Forms for Amending Paper-Based Form Protocols  
  • Appendix A - Animal Use Addendum to Existing Approved Protocol
  • Appendix E - Explanation for USDA
  • Appendix P - Adding New Personnel to a Protocol
  • Appendix S - Surgical Procedures
  • Appendix T - Animal Use for Teaching and Coursework
  • Appendix U - Annual Protocol Update/Protocol Continuation
  • Appendix W - Wildlife and Fish Studies, and Field Research    
  • Appendix AS -Animals from Non-commercial Sources

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Custom antibody production protocol must continue to be submitted on the paper form. PIs who wish to contract with Animal Care for antibody production using the UMass Antibody Production Service must submit an amendment on form Appendix AP for review by the IACUC.  Once approved, this amendment is attached to the master Antibody Production protocol for the facility.  PIs should check the antibody production standard methods and procedures and IACUC Appendix AP review process used by animal care staff.  If a PI wants staff to use a non-standard procedure this must be detailed and justified in Appendix AP.  The Antibody Production Service does not use the ascites method for production of monoclonal antibodies. 

Custom Antibody Production by an off-campus facility

The generation of custom antibodies is an activity involving vertebrate animals and is therefore covered by PHS Policy.  Antibodies are considered customized if produced using antigen(s) provided by or at the request of the PI (i.e. not purchased off-the-shelf). Any organization producing custom antibodies for a UMass PI must have an OLAW Assurance and, if AWA-covered species are to be used, a USDA registration.  The PI must provide the date (verification) of project-specific IACUC approval for the production of the antibodies to the UMass IACUC Office.  The IACUC Office can advise on obtaining the necessary verification of IACUC approval.

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Instructions for Submissions using e-protocol

In order to access e-Protocol IACUC, you will need to contact the IACUC office with the following information: Name, Department, Title, e-mail and NETID. (NETID is the login that you use to check your e-mail through UMAIL).

Please contact Barbara Miller, bsmiller@research.umass.edu , (413) 545-0668, for more information and for login and password access.

IMPORTANT - You will receive an email from e-protocol IACUC giving you a temporary password for the system. Please follow instructions in the email immediately to set your own password.

For further information about animal protocol management see Animal Welfare (OLAW) Assurance

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Configuring your Web Browser to Allow Pop-up Windows

In order to use e-protocol, you will need to configure your computer to accept the e-protocol pop-up windows.  NOTE: Google and Yahoo toolbars each add their own additional layer of pop-up blocking software, in addition to the browser’s software. If you have the Google or Yahoo toolbars installed in your browser, you may need to follow more than one set of instructions below before your browser will allow pop-up windows.

Allowing Pop-up Windows in Internet Explorer:

Go to the UMASS eProtocol website https://umaeprotocol.research.umass.edu/umas/

  1. On the Tools menu, click Pop-up Blocker
  2. Select Turn off Pop-up Blocker
  3. When Pop-up Blocker is correctly turned off, it will show Turn on Pop-up Blocker

Note: Internet Explorer 8 users: Under Tools, Compatibility View - select ‘Display all websites in compatibility view.’

*Turn off pop up blocker (under Tools – Pop-up Blocker - turn off )

*Disable Yahoo/Google toolbars (under View – Toolbars - uncheck Yahoo/Google toolbars)

Allowing Pop-up Windows in Safari:  

  1. Go to the UMASS eProtocol website https://umaeprotocol.research.umass.edu/umas/
  2. On the Safari menu, look to see if Block Pop-up Windows is checked
  3. If so, click Block Pop-up Windows once to turn off pop-up blocking
  4. When pop-up blocker is correctly turned off, it will show Block Pop-up Windows as unchecked. 

Allowing Pop-up Windows in Yahoo Toolbar: 

  1. Go to the UMASS eProtocol website https://umaeprotocol.research.umass.edu/umas/
  2. On the Yahoo toolbar, click the Pop-up Blocker icon
  3. Look to see if Enable Pop-up Blocker is checked
  4. If so, click Enable Pop-up Blocker once to turn off pop-up blocking
  5. When Pop-up Blocker is correctly turned off, it will show Enable Pop-up Blocker as unchecked 

Allowing Pop-up Windows in Google Toolbar: 

  1. Go to the UMASS eProtocol website https://umaeprotocol.research.umass.edu/umas/
  2. On the Google Toolbar, look to see if the Pop-up Blocker icon is shown as Blocked
  3. If so, click the Pop-up Blocker icon once to turn off pop-up blocking
  4. When pop-up blocker is correctly turned off, the button will show Pop-ups okay

Configuration to Allow .pdf Files to Open (Required for Internet Explorer 7)

  1. Open Internet Explorer
  2. Go to the eProtocol website https://umaeprotocol.research.umass.edu/umas/
  3. Click on Tools
  4. Choose “Internet Options”
  5. Click on the “Security” tab at the top of the window
  6. Click on the “Custom Level” button
  7. In the Security Settings Window make sure the following are set to “Enable
  8. ActiveX controls and plug-ins – “Binary and script behaviors”
  9. ActiveX controls and plug-ons – “Automatic prompting for ActiveX controls”
  10. Downloads – “Automatic prompting for file downloads”
  11. Downloads – “File download”
  12. Click “OK” in the Security Settings Window
  13. Click “Yes” to the Warning about changing security settings
  14. Click “OK” in Internet Options Window

Now you should be able to open the PDF of your protocol (or approval letter).

*For assistance contact Barbara Miller by phone at 545-0668, or by email at bsmiller@research.umass.edu

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Submitting a NEW protocol

eprotocol

  • Go to the eProtocol website https://umaeprotocol.research.umass.edu/umas/and login. 
  • To begin a new protocol application, click on the Create Protocol icon in the top right corner of the screen. 
  • If you have an existing protocol in the system, you can click on the Clone Protocol icon, to generate a copy of the existing protocol, which can then be modified. 
  • Enter the title of your protocol and click the Next button. 
  • Enter the names of the key investigators. IMPORTANT: There will be two pages available to list all key personnel. All personnel listed on this first personnel page must have an eProtocol login. Additional personnel, including those without eProtocol logins, may be added later.
  • For each person listed you must describe their role in the project and appropriate training/experience/qualifications.  This information is required for the PI, Primary Associate, Collaborator, and Other Personnel whether or not these individuals will have live animal contact. 
  • When key personnel with an eProtocol login have been added, click Create to create the protocol application. On the second Personnel page, you may add additional personnel, including individuals who do not have an eProtocol login.
  • Proceed through the application using the arrow icons or the page icons at the top of the screen, filling in all of the required information on each page.
  • When you have finished entering all of your protocol information, you will be taken to the ‘Guidelines’ page. For each guideline listed as ‘Mandatory’ you must indicate that you have read and agree to the guideline by checking ‘I Agree.’ The same procedures should be followed for any applicable guidelines listed as ‘Non-mandatory.’ You must read and agree to all mandatory guidelines in order to submit the protocol application. Non-mandatory guidelines are not required for protocol submission.
  • In order to submit the protocol application, you must also read through the certifications section and agree to the conditions by selecting the appropriate checkbox at the bottom of the page.
  • When all material has been entered, click Check for Completeness in the menu on the left before submitting the application. A list of any missing information, with a link to the appropriate page will appear. If all information is complete, you will see the message “Protocol information is complete,” indicating that you can submit your protocol. You cannot submit your protocol until all required sections of the application have been completed.
  • To submit your protocol, click on Submit Form in the menu on the left. Note: you will not be able to edit your protocol once it is submitted. If you are ready to submit, click Yes in the pop-up box. A message will appear telling you that your protocol has been submitted.
  • Once the protocol is checked by the IACUC staff and accepted for review, you will receive an email indicating the level of review (Designated or Full) and the meeting date of the IACUC.
  • Once the protocol has been reviewed by the IACUC, you will receive an email stating the decision of the IACUC. If changes need to be made to the protocol, you will need to login to eProtocol and open the appropriate protocol for editing, by clicking on the item listed for that protocol under Protocol Event, where you will find comments from the reviewers and/or the IACUC staff. You must make all recommended changes and re-submit the protocol.
  • To make changes to your protocol, open the protocol, go to the appropriate sections and make your revisions. Sections that have been modified will be indicated to the IACUC. You will only see the latest text on your screen. However, for IACUC members the changes will automatically be highlighted, and the original text will be available.
  • When the protocol has been approved by the IACUC, you will receive an email stating so. You may not begin any part of the research project until you have received such notification.

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Protocol Revision

eprotocol

  • Go to the eProtocol website https://umaeprotocol.research.umass.edu/umas/and login.
  • From the main screen, click on Approved Protocols in the menu on the bottom left of the screen.
  • Click on the protocol number that you wish to revise.
  • A window will open with several options.
  • Click the circle beside Start Revision.
  • The protocol will open for you to edit. Go to the appropriate sections of the protocol and make your revisions. Sections that have been modified will be indicated to the IACUC. You will only see the latest text on your screen. However, for IACUC members the changes will automatically be highlighted, and the original text will be available.
  • Once your changes have been made, check that all information has been entered by clicking on Check for Completeness in the menu on the left. When you are ready to submit your revision, click on Submit Form in the menu on the left.
  • Once the revision is submitted, the protocol will appear in two places within your account. The originally approved protocol will appear under Approved Protocols. The revision will appear with the same protocol ID on the main page of your account, with the Protocol Event as Submitted
  • All future correspondence regarding the revision application will have the original protocol ID number, followed by [Amendment]. 
  • Once the revision has been reviewed by the IACUC, you will receive an email stating the decision of the IACUC. If changes need to be made to the protocol, you will need to login to eProtocol and open the appropriate protocol for editing, by clicking on the item listed for that protocol under Protocol Event. Within this page you will find comments from the reviewers and/or the IACUC staff. You must make all recommended changes and re-submit the protocol. 
  • When the revision has been approved by the IACUC, you will receive an email stating so. You may not begin any part of the research project until you have received such notification.

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Annual Renewal

eprotocol IACUC

  • Allow 15-30 days for the IACUC office to process a Protocol Renewal Form. Please, do not significantly amend a protocol if you are submitting a Renewal Form only 15 days prior to expiration date so that approval can be expedited. To amend your protocol, submit a Revision Form after you receive approval of your annual update. 
  • To renew a protocol, go to the eProtocol website https://umaeprotocol.research.umass.edu/umas/and login. 
  • From the main screen, click on Approved Protocols in the menu on the bottom left of the screen.
  • Click on the protocol number that you wish to renew. 
  • A window will open with several options. 
  • Click the circle beside Start Renewal
  • The protocol will open with a renewal form. Fill out all of the information on the form. 
  • If your renewal involves changes to the existing protocol, including changes in the number of animals, proceed to the appropriate sections, using the menu on the left of the screen, and make the necessary modifications. Sections that have been modified will be indicated to the IACUC. You will only see the latest text on your screen. However, for IACUC members the changes will automatically be highlighted, and the original text will be available. 
  • Once your changes have been made, check that all information has been entered by clicking on Check for Completeness in the menu on the left. When you are ready to submit your revision, click on Submit Form in the menu on the left. 
  • Once the renewal is submitted, the protocol will appear in two places within your account. The originally approved protocol will appear under Approved Protocols. The renewal form will appear with the same protocol ID on the main page of your account, with the Protocol Event as Submitted
  • All future correspondence regarding the renewal application will have the original protocol ID number, followed by [Renewal]. 
  • Once the renewal has been reviewed by the IACUC, you will receive an email stating the decision of the IACUC. If changes need to be made to the protocol, you will need to login to eProtocol and open the appropriate protocol for editing, by clicking on the item listed for that protocol under Protocol Event. Within this page you will find comments from the reviewers and/or the IACUC staff. You must make all recommended changes and re-submit the protocol. 
  • When the renewal has been approved by the IACUC, you will receive an email stating so. You may not begin any part of the research project until you have received such notification.

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Common E-Protocol Issues

Troubleshooting

I cannot open my protocol

You have pop-up blocking software on in your browser. Even if you believe you have allowed pop-ups, there may be additional toolbars, etc. that are blocking your pop-ups. See instructions above for allowing pop-ups in your browser.

I cannot open the PDF of my protocol or approval letter

Internet Explorer 7 users may be required to change settings to download PDFs using the Print View (or View Approval Letter) function in eProtocol. See instruction above to adjust your settings.

The options to "Start Renewal" or “Start Revision” are not available (you cannot click on it)

A revision or renewal may have already been started or is in-process for this protocol. Check on your HOME page in the Protocols (In-Preparation/Submitted) section to see if the protocol is listed there as “Yet to submit”

I do not see the form after I select "Start Renewal" or “Start Revision” and click OK.

If a renewal (or revision) application does not open when you click OK, then you have pop-up blocking software on in your browser. Even if you believe you have allowed pop-ups, there may be additional toolbars, etc. that are blocking your pop-ups. See instructions above for  allowing pop-ups in your browser.

I cannot submit my edited eprotocol back to the IACUC office

Make sure you edit your eprotocol AND also type your response to each comment in the respective textbox (Comments section). Save the responses, click Submit to IACUC and confirm your decision.

I cannot submit my new eprotocol

Make sure you agree with all mandatory Guidelines and Certifications. Click “Check for completeness” on the left menu. If it says the “Application Form is complete” it is ready for submission. If there are sections listed, you need to click on each section (link) and complete them before you can submit your eprotocol

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