Starting today March 27, 2018 the new protocol submission system eIACUC will be available for use campus-wide. In addition, there is a eIACUC specific project page (see below) for information, help, and training available from the main Emory IACUC web page. Please note the following moving forward:
eIACUC Website: https://eiacucemory.huronresearchsuite.com
Login: user ID and password
Emory eIACUC Project home page: http://www.iacuc.emory.edu/eIACUC_project/index.html
All New IACUC Protocol Submissions: Must be submitted in the e-IACUC system using the “Create Protocol” icon under the PI research team.
All 3-Year (Triennial) Submissions: Must be submitted in e-IACUC as a triennial review (TR). Please contact the IACUC office for assistance to create the submissions for these protocols. Your RPA will assist you by providing a partially or fully converted shell protocol in eIACUC for use in the renewal application.
Annual Renewals: For protocols that are approved and active in the Topaz system, your RPA will be responsible for the initiation of the annual review. You will not need to submit annual reviews in e-IACUC until your protocol has been fully converted and approved into the new solution.
Amendments: All amendments are to be submitted in the Topaz system (Elements or Enterprise) until such time as the protocol is fully converted and approved in e-IACUC. No amendment submissions will be accepted into partially converted e-IACUC protocols.
Conversion/Migration of existing, approved protocols from Topaz:
Protocols due to expire before September 1, 2018. PI’s will be provided a partially converted shell protocol to use in the submission of the 3YR renewal. Note that the IACUC office staff will assist PI’s in the completion and submission of these renewals.
Protocols with expiration dates after September 1, 2018. The IACUC core teams are working to convert protocols from the approved Topaz protocol into the eIACUC system. Please note that this will be done using a cut and paste approach utilizing a “best-fit” model to add information into the new form. This will have its imperfections and as a result PI’s will need to review the resulting document and revise as needed prior to submission of any non-administrative amendment once the converted protocol has been activated in eIACUC. Alternatively, PI’s may elect to fully convert their own protocols prior to 3YR renewal. If you wish to utilize this option, please contact the IACUC office for details on how to proceed.
Thanks to all of you who have assisted in this process. We wholeheartedly believe this will be a positive change for all, but do understand that this will require effort. Please let us now if you have questions or concerns. We are committed to making this as seamless as possible, and thus will provide as much assistance and guidance as possible.
David Martin PhD, CPIA
Director, Institutional Animal Care and Use Committee (IACUC)
We are excited to announce that the eIACUC Soft Launch is now underway. What this means for the Emory community.
- The production environment of the solution is now live for the IACUC, Office Core staff, and a limited number of investigator labs
- Full campus roll out of the new product is still on schedule to initiate the first of March, 2018
- The goal of soft launch is to test the work flow and also to evaluate training materials and business practices with the new solution
- Several PI labs are acting as project champions and are entering protocols in the system to provide valuable data and feedback
- Although resources are limited for the soft launch phase we do want to meet the needs of our community. Therefore, we still have some available slots for soft launch testing. However based on the limited resources within the IACUC we are restricting this to the following situations:
- PI’s who need to submit a 3YR renewal of a protocol set to expire prior to May 1, 2018
- PI’s who have a justified need to submit a new protocol prior to March 1, 2018
- If you fit into one of these categories, please contact the IACUC Director for more details
- If you would like the core team to come to your unit/department to discuss the new solution, please contact us firstname.lastname@example.org
- Visit our eIACUC page to review project specific information. Note that numerous resources are available there to provide additional information and training.
- Training materials are available on-line on the eIACUC project page, and are currently being tested and evaluated as part of Soft-Launch
- In-person training sessions for soft launch participants are ongoing. Training sessions for the entire community will be starting in mid-February
- Emory-specific help text and examples are being developed for protocol submission these are also being tested during soft launch
Thank you for your time and attention to this, and please feel free to reach out to us to get additional information
W. David Martin PhD, CPIA
Director, Institutional Animal Care and Use Committee (IACUC)
Sam Speck PhD
Chair, Institutional Animal Care and Use Committee (IACUC)
To: Emory University Animal Users
Re: Update on Implementation of new eIACUC Protocol Solution
As initially reported to you in July of 2017, the Emory University IACUC is in the process of transitioning from the current IACUC management software to a new solution, provided by Huron/Click. In the past three months, we have made significant progress toward implementing the Huron/Click IACUC solution and wanted to provide an update to the Emory University Animal User Community. We have now completed the onboarding phase of the project which included the generation of requirements to tailor the solution, where possible staying within the Huron/Click solution roadmap, to Emory’s business needs as well as to evaluate our business processes in light of the new software.
In addition, Project Champions were recruited and introduced to the product. These individuals are key IACUC stakeholders (researchers, veterinarians, the IACUC Chair, and other committee members) who will provide input and testing assistance throughout all stages of the project as well as help us spread the word about this new solution. In the last month, we have begun the Implementation and Testing phase where we are beginning to incorporate the requirements identified in Onboarding into the solution. We have completed most of the work to integrate the solution with other Emory systems and are currently working on editing the protocol form to match our requirements. As this process continues the Emory core team, the IACUC members, and project champions will be testing the new solution to ensure it meets our needs and works well across all platforms.
The focus during this testing will be the protocol submission forms and the review/approval process. A Soft Launch phase will follow the Implementation and Testing phase where we roll out the solution to a small group of Animal Users (approximately 10—15 protocols) to test and obtain feedback prior to the scheduled Emory-wide rollout in March 2018. As a reminder, the IACUC office will perform an initial migration of protocols to the new solution, with the goal to reduce the burden on PIs and their research staff as much as possible. NOTE: It is understood that this migration is likely not to be complete and that PI’s and their representatives will have to work with the IACUC office to fully migrate the protocol to the new solution.
Below are eIACUC project timeline highlights:
- IACUC office to hold outreach activities to provide additional information on the new IACUC solution; if you would like us to come to your unit/department, please contact us at email@example.com
- IACUC office, committee, Project Champions, and other super users will begin testing solution in development environment; testing activities to continue until Soft Launch begins
- Implementation and Testing phase ends
- Training for Soft Launch participants
- Soft Launch begins
- Training for Emory-wide rollout begins
- Continued training and support for Emory-wide rollout
- Emory-wide rollout of new IACUC solution
We plan to communicate with Animal User Community on a regular basis between now and the Emory-wide rollout of the solution in March 2018. We will continue to send regular email updates and the IACUC website has been updated with an eIACUC page that will feature project announcements and information. Thank you for your time and consideration.
W. David Martin, PhD, CPIA
Director, Emory IACUC Office
Sam Speck, PhD
Chair, Emory IACUC