IACUC Protocol Information

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.

 

INFOED IMPLEMENTATION FOR ANIMAL CARE AND USE PROTOCOLS

We have completed the IACUC’s transition from Topaz to InfoEd. The InfoEd Animal Use/ IACUC module is now available for use within the UConn Health InfoEd eRA Portal at https://uchealth.infoed.uconn.edu. This is the same site that many researchers use for disclosing Financial Conflicts of Interests in Research or to view SPS grant proposal/award information. The Animal Use / IACUC module will be available once a user logs in. The InfoEd eRA portal is secured by UConn NetID which usually uses the format of your initials and a sequence of five numbers (e.g. abc12345). It is different from your UConn Health or former Topaz Elements login. If you don’t know your NetID, you may look it up at https://netid.uconn.edu. You may obtain NetID and password assistance by calling 860-486-4357.

However, not all researchers will need to use InfoEd right away for animal protocols. Please read the following updated points to address any questions or concerns you may have about your existing protocol or when planning a new protocol submission.

  1. If you have an existing protocol written in Topaz (identified by a protocol number TE-10XXXX-XXXX) which is approved by the IACUC that is not expired, or not expiring soon, you do not need to do anything at this time. You will not need to use the InfoEd system until your protocol expires. If you need to submit a modification, see below.  You will receive notifications through the InfoEd server when you need to submit a 3-year renewal protocol.   See #3 below.
  2. If you need to submit a protocol modification on an existing protocol (identified by TE-10XXXX-XXXX).  Please scroll down for the necessary form to submit an interim Word Document to file your modification. The IACUC Office will maintain the submission records within InfoEd. Researchers will not be submitting forms through InfoEd for these transition protocols at this time.
  3. If you need to submit a new protocol – either a 3 year renewal protocol or a brand new protocol (which, once started, will be identified by AP-20XXXX). Login to InfoEd UConn Health at https://uchealth.infoed.uconn.edu and begin to prepare and submit an Initial Protocol Application in the Animal Use / IACUC module. In Section 1 of the eform, choose “New Protocol” as the type of protocol submission. See the helpful how-to guides for step by step instructions.
  4. Do NOT submit Word Document modifications on protocols written in InfoEd (identified by AP-20XXXX-XXXX).  They cannot be processed by the IACUC office.  All protocols written in InfoEd need to have all modifications submitted through InfoEd.  When you create a modification or annual review, you must change the “Protocol Renewal Information” question to “modification”.
Existing protocol Modification Submissions
TE-10XXXX-XXXX Use Word Document Form
AP-20XXXX-XXXX Use InfoEd

Every currently approved protocol has a transition record in InfoEd.  Attached to that transition record iss a PDF of the last version of your protocol approved in Topaz.  Please note:  you will not be able to manipulate any part of your protocol in InfoEd if it was started in Topaz.  When you submit Word document modifications, they will be attached to your transition record in InfoEd.

If you have technical questions, experience any difficulties with using InfoEd,  discover any issues, or see things that just don’t seem quite right, please document them by creating screenshots and provide a synopsis of the steps you took prior to seeing the issue. Please send these materials to era-support@uconn.edu – NOT THE IACUC OFFICE.  All Research IT staff are telecommuting so staff will be unable to answer the main support line at 860-486-7944, but you may leave a detailed message and staff will call you back or reply back via email as soon as possible.  Again, NetID login/password assistance should be directed to the Storrs ITS Support Center at 860-486-4357.

If you need something added to a drop-down menu (e.g., name of a new hazard, new room location, name of a procedure, etc.) please send an email to the IACUC office.  Do not send your request directly to the OVPR IT Helpdesk.

We thank you for your continued patience as we transition protocols from one system to another and change vendors. We are hopeful that you will find the new system an improvement upon the old one with greater access from different web browsers and operating systems from both home and in the office.  There may delays with submissions as everyone learns the new way of processing and reviewing protocol submissions; it may take longer to process submissions so please bear with us as we learn the system along with you.

Please note that InfoEd 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 InfoEd must be “static”.

IMPORTANT INFORMATION ON 3-YEAR RENEWALS:

3 YEAR RENEWAL PROTOCOLS – These are to be processed as INITIAL APPLICATIONS and you select “3-year renewal” as the protocol renewal type.

By law, 3 year renewals require a de novo review, which we do by having the PI create a new protocol which will be identified as a 3-year renewal in InfoEd.

In InfoEd, you need to select ‘new protocol’ for your form type whether it is a true new protocol or a three year renewal protocol.  Once you are in the eform, in Section 1 “Information”, the second question “Protocol Renewal Information” will default to “new protocol”.  If your protocol is a 3-year renewal, you must select “3-year renewal” from the drop down menu in the question “Protocol Renewal Information”.

If you are doing procedures categorized as pain category D and/or E, you MUST have an updated veterinary consultation – required even if you haven’t “changed” anything from the old protocol.  Submissions will not be processed if an updated veterinary consultation has not been performed and attached to the document.

PLEASE NOTE:  In section 1 “Administration” the first question is protocol title.  InfoEd defaults  the title question to “new protocol submitted by ‘PI name’ on ‘date and time'”.  You must change the name from this default title to your actual protocol title.  Protocols cannot be processed without an appropriate title.


Helpful Information

The following are examples of different aspects of the animal care and use protocol form.


    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 ooacc@uchc.edu.

    Interim Word Documents ONLY for Transition Protocols (identified by TE-10XXXX-XXXX) – Please send to the IACUC office – do not send them to any individual.

    Word documents will be used for protocols that have been transitioned from Topaz Elements to InfoEd. Investigator submits the word documents via email to the IACUC. The IACUC maintains records in InfoEd.

    PLEASE NOTE:  if all you are doing is adding/removing personnel, changing funding,  and/or changing room locations, please send an email to the IACUC office at ooacc@uchc.edu and please DO NOT complete a modification form.   IF ADDING PERSONNEL, PUT WHAT ACTIVITIES THEY WILL DO IN THE EMAIL AND ATTACH PROCEDURAL TRAINING RECORDS TO THE EMAIL.  Please do not say “Performing Experiments” – state explicitly what procedures will be performed by those individuals being added (e.g., euthanasia by CO2 narcosis, ovariectomy, perfusion, IP injections, etc.). Please refer to the training website for specific information as to what “training” means and when a training record is required.   If the individual has no training, please state that they will not perform any procedure independently until they have been adequately trained.

    Also- please do not send more than  one modification in one email.  One email, one modification.  PLEASE do not combine submissions (e.g., two protocols with different modifications).

    Protocol modification form

    Recombinant Animals Forms and Tables – Excel to Upload into InfoEd

    The below Excel files are used for new InfoEd protocols where Section 13 on the InfoEd eform applies. Users fill out the Excel file(s) and upload them in the appropriate area of InfoEd when appropriate for their study.

    Recombinant Rodent Information Table (RRIT)

    Recombinant Rodent Compliance Form (RRCF)

    Recombinant Non-Rodent Information Table (RNRIT)

    Animal Safety Protocols – Word documents to be uploaded into InfoEd

    The use of chemical hazards, infectious agents, human materials, and radioactive materials in animal may require an animal safety protocol.  The IACUC has developed Word documents that are separated into sections – you need only complete the sections required for your particular hazard and use.  Please use the chart below to determine which sections of the safety protocol are required for your hazard(s).  Then download the documents, complete them, and send them to the IACUC Administrator.  Please note that Section J is a help document for you and you should print it out to help you when you fill out your relevant sections of the safety protocol.

    Download and complete all sections required.  DO NOT ATTACH TO INFOEDSend all forms to the IACUC Administrator.  DO NOT PDF SECTION I AND COLLECT SIGNATURES AT THIS POINT.  Once the animal safety protocol is approved, it will be attached to InfoEd by the IACUC office at approval of the protocol.  Then you can print out the animal safety protocol and obtain required signatures (after people have read the documents, of course!).

    IF YOU NEED TO MODIFY AN ANIMAL SAFETY PROTOCOL – please contact the IACUC office.  The IACUC office will send you what you will need to modify your animal safety protocol.

     

    PLEASE NOTE:  Section “C” has an incorrect direction.  Please DO NOT submit a new section C for every chemical you may be using.  You only need to add a line to the table.  You should only submit a maximum of 1 “section” for any animal safety protocol.  We are working with the OVPR IT helpdesk to get this corrected; your patience is appreciated.

     

    Sections A/B Section C Section D Section E Section F Section G Section H Section I
    Chemical hazard X X X X
    Infectious agent X X X X
    Human material X X X X
    Infectious agent concurrently with Human material X X X X X
    Chemical hazard used concurrently with [infectious agent and/or human material] X X X (as applicable) X (as applicable) X X X
    Radioactive material X X X X

    Sections A/B

    Section C

    Section D

    Section E

    Section F

    Section G (currently still under construction)

    Section H

    Section I

    Section J

    Submission Deadlines

    Typically, deadlines are somewhat flexible. Please contact the IACUC office at ooacc@uchc.edu if it is imperative that your submission be on a particular agenda date and you are submitting after the deadline date and time as 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 on the Tuesday following the IACUC meeting, please call the IACUC office at x3429 or email at ooacc@uchc.edu.

    Meeting Date Deadline for Protocol and Modification Submissions Requiring Full Committee Review
    October 27. 2022 Monday, October 10, 2022
    November 17, 2022 Thursday, November 10, 2022       SORRY, NO EXCEPTIONS ALLOWED
    December 15, 2022 Friday, December 9, 2022         SORRY, NO EXCEPTIONS ALLOWED
    January 26, 2023 Tuesday, January 20, 2023
    February 23, 2023 Friday, February 10, 2023
    March 30, 2023 Friday, March 10, 2023
    April 27, 2023 Monday, April 10, 2023
    May 25, 2023 Wednesday, May 10, 2023
    June 29, 2023 Monday, June 12, 2023
    July 27, 2023 Monday, July 10, 2023
    August 31, 2023 Thursday, August 10, 2023
    September 28, 2023 Monday, September 11, 2023
    October 26, 2023 Tuesday, October 10, 2023
    November 30, 2023 Friday, November 10, 2023
    December 21, 2023 Monday, December 11, 2023