Protocol Applications and Modifications: Submission Instructions, Deadlines, and Forms
Please scroll to the bottom of this page to view IACUC meeting deadlines and important review information.
All protocols, modifications, and annual reviews are performed through Topaz. This program is web-based and can be accessed anytime, anywhere. The URL for Topaz is https://uconnprod.topazti.net/ucelements. Should you have any technical issues with the program, please contact the Research IT Helpdesk at 860-486-7944.
Please note that Topaz has the ability to attach documents. Documents are only allowed to supplement information, not replace information. In addition, you cannot attach or reference “living” documents (such as google docs). Anything referenced or linked to Topaz must be “static”.
CLARIFICATION OF TERMS USED IN TOPAZ REGARDING NEW / 3 YEAR RENEWAL PROTOCOLS:
3 YEAR RENEWAL PROTOCOLS – These are to be processed as CREATE NEW PROTOCOL, not “Create renewal protocol”.
ANNUAL REVIEWS – In Topaz, the “renewal protocol” is actually our annual review.
By law, 3 year renewals require a de novo review, which we do by having the PI create a new protocol. You can always copy your old protocol; you do not have to re-write it from scratch.
The following are examples of different aspects of the animal care and use protocol form.
- Example of Project Overview
- Example of Alternatives to Painful Procedures
- Surgical procedures
- Non surgical procedures
- Topaz Electronic Protocol System Directions for Researchers
- Specific information on protocol sections for researchers
Please do not change any form once you download it. This makes the processing of the submission difficult and may result in the submission being sent back to the submitter. Forms are in Microsoft Word format.
- Animal training record form (All new individuals must have documentation of training with all animal procedures)
All new animal care and use applications must be submitted by the TOPAZ electronic protocol development and review system. To access the system, you need to do the following:
- New users must request access to Topaz Elements. This is done by submitting a User Account Request form (https://health.uconn.edu/information-technology/forms-and-guides/it-forms/) and requesting access to Topaz. This is then processed by the OVPR Help Desk.
- Contact Dr. James Watras (860-679-2896) to arrange for a short training session on how to access and submit protocols. Once you submit an electronic protocol, all modifications and annual review forms will be submitted electronically for that protocol.
Note: Not everyone has the system access required to create protocols in TOPAZ. If you need to create a protocol and you do not have the required access, your PI should send an email to the IACUC office to request this access for you. After that, a UAR must be completed (see link above) to get this new level of access.
All animal users must have current UConn Health animal use training. You can sign up for training by going to the training event schedule and following the directions posted there. Protocols will not be approved unless all individuals listed as using animals have had required animal use training.
The IACUC office has a workbook entitled “Working with the IACUC: Writing an Animal Protocol” which was written by the American Association for Laboratory Animal Science (AAALAS). It is a good resource for individuals who must write animal care and use protocols. You can get a copy by going to the IACUC office or contacting the IACUC office at firstname.lastname@example.org.
Typically, deadlines are somewhat flexible. Please contact the IACUC office at email@example.com if it is imperative that your submission be on a particular agenda date and you are submitting after the deadline date and time, it will require the approval of the IACUC Chair. The only exceptions to this are the deadlines for the November and December agendas – the deadlines are FIRM at noon on the date listed.
Only complete protocols will be reviewed by the IACUC; simply submitting a protocol by the deadline does not mean that the protocol is ready for Committee review. If your protocol is returned for any reason, you must resubmit the revised protocol by the deadline date to be considered at that month’s meeting.
Reviews after the meetings are sent to the PI as soon as possible; however, please note that the IACUC requires 2-3 business days to process reviews. Please do not call the IACUC office about the status of your reviewed submission immediately after the meeting; if you have not received your review by the end of the day the Tuesday following the IACUC meeting, please call the IACUC office at x3429.
|Meeting Date||Deadline for Protocol and Modification Submissions|
|June 27, 2019||Noon, Friday, June 7, 2019 SORRY, NO EXCEPTIONS ALLOWED|
|July 25, 2019||Noon, Wednesday, July 10, 2019|
|August 29, 2019||Noon, Monday, August 12, 2019|
|September 26, 2019||Noon, Tuesday, September 10, 2019|
|October 24, 2019||Noon, Thursday, October 10, 2019|
|November 21, 2019||Noon, Monday, November 11, 2019 SORRY, NO EXCEPTIONS ALLOWED|
|December 19, 2019||Noon, Tuesday, December 10, 2019 SORRY, NO EXCEPTIONS ALLOWED|
|January 30, 2020||Noon, Friday, January 10, 2020|
|February 27, 2020||Noon, Monday, February 10, 2020|
|March 26, 2020||Noon, Tuesday, March 10, 2020|
|April 30, 2020||Noon, Friday, April 10, 2020|
|May 28, 2020||Noon, Monday, May 11, 2020|
|June 25, 2020||Noon, Wednesday, June 10, 2020|
|July 30, 2020||Noon, Friday, July 10, 2020|
|August 27, 2020||Noon, Monday, August 10, 2020|
|September 24, 2020||Noon, Thursday, September 10, 2020|
|October 29, 2020||Noon, Monday, October 12, 2020|
|November 19, 2020||Noon, Tuesday, November 10, 2020 SORRY, NO EXCEPTIONS ALLOWED|
|December 17, 2020||Noon, Thursday, December 10, 2020 SORRY, NO EXCEPTIONS ALLOWED|