e-Protocol System / IACUC

e-Protocol screen image

Kuali Research will replace SmartGrant and e-Protocol (IRB & IACUC) in summer 2019

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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. Submissions of new animal protocols on paper forms will not be accepted.

Instructions for Submissions Using e-Protocol
Submitting a NEW Protocol
Protocol Revision
Annual Renewal

Custom Antibody Production by an Off-campus Facility

The generation of custom antibodies is an activity involving vertebrate animals and is therefore covered by Public Health Service (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.

Instructions for Submissions Using e-Protocol

Submitting a NEW protocol

  • 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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e-Protocol Revision

  • Go to the e-Protocol 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 - e-Protocol 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.