eBridge Announcements 2015

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Managing Personnel on Your Approved AUA

 

On April 18, 2015, the eBridge Animal Use Application (AUA) Workspace will add an activity titled “Update Study Personnel”. This new activity enables the Principal Investigators (PI) and Study Staff (SS) in updating personnel without having to submit an Animal Amendment (AA).  

Benefits:

  • Study Personnel/Contact Person can be added/updated/removed in an Approved AUA using a new activity rather than submitting an Animal Amendment (AA).
  • The activity is available even when an AA, 3-Year de novo Renewal (3Yr), or Annual Renewal (AR) is under review.
  • Study Personnel with a Core Certification status of “Certified” can be added quickly. This eliminates lag time that might prevent certified Study Personnel from beginning work on approved animal studies.

Noteworthy Changes

  • When selecting the new activity, the pop-up form auto-populates with the current Study Personnel.
  • Section A, Question 5.0, “Study Personnel”, will no longer be editable in an AA and 3Yr.
  • Adding a new Contact Person who will NOT be handling animals immediately applies the change to the AUA.
  • Removing a Study Personnel from an AUA immediately applies the change to the AUA.
  • Removing a location from a Study Personnel immediately applies the change to the AUA.
  • Add/update a Study Personnel or add a location to a Study Personnel who handles live animals auto-routes to the IACUC office for review.
  • If the new activity is completed with changes accepted while a 3yr or AA is open, the changes are automatically reflected in:
    • Approved AUA (questions A 4.0, A 5.0, and Section T)
    • Modified AUA/3Yr/AA (questions A 4.0, A 5.0, and Section T)
  • The location where a Study Personnel conducts procedures is now indicated in A 5.0 and T.

 

Steps to Add or Update Study Personnel to an Approved AUA

  1. Go to the workspace of the Approved AUA to which you want to make a personnel change.
  2. From the AUA Workspace, select the “Update Study Personnel” activity from the left navigation area.
  3. A pop-up displays. Enter the information in the appropriate fields.
  4. Select ‘OK” to save the changes in each pop-up.
  5. Your changes will be routed to the IACUC Office for review.


     
  6. The activity displays in the History Log – “These changes are not in effect. This request has been routed for Review”.

 

Steps to Delete/Remove Study Personnel on an Approved AUA

  1. Go to the workspace of an Approved AUA from which you want to remove personnel.
  2. From the AUA Workspace, select the “Update Study Personnel” activity from the left navigation area.


     
  3. A pop-up displays. Delete the people you want to remove


     
  4. Select “OK” to save the changes.
  5. The activity displays in the History Log – “Changes are effective immediately”.

Funding Proposal Budget Salary Calculations

On April 18, 2015, the eBridge system will change how it calculates salary information on a Funding Proposal Budget. 

Information needed to understand how eBridge will calculate an annual salary for a budget period.

  • eBridge will use the Compensation Schedule to calculate the first budget period’s annual salary.
  • eBridge will use the “Inflator” for all subsequent periods of the budget.


     
  • Keep in mind budget periods may begin on any day of the month, for example,  May 1, May 13, May 17, May 31, etc.
  • Keep in mind that salary changes may change multiple times during a fiscal year.
  • Keep in mind that salary changes may begin on any day of the month, not necessarily the first day of the month.
  • The Compensation Schedule calculates the annual salary using MCW fiscal year dates.
    • July 1 through June 30
  • The Compensation Schedule may have multiple entries for a single fiscal year.
    • Example Compensation Schedule

  • Mid-month salary changes:
    • If a salary change occurs on days 1-15 of a month, you will use the NEW monthly salary since there will be more days at the new rate than the old rate.  For example:  May 13 has 13 days at the old rate and 18 days at the new rate, so the new rate is used for the entire month of May.  (If a salary changes on the 15th of a month, it still uses the NEW monthly rate even though the days are split evenly within the month)
       
    • If a salary change occurs on days 16-28/30/31 of a month, you will use the OLD monthly salary since there will be more days at the old rate than the new rate.  For example:  May 17 date has 17 days at the old rate and 14 days at the new rate, so the old rate is used for the entire month of May.
  • Mid-month period changes:
    • If a period starts or ends mid-month, use the following rule to calculate which 12 months make up that period.
    • Start/End dates on May 1 – 15 are considered to begin on May 1.
    • Start/end dates on May 16 – 31 are considered to begin on June 1. 
  • Note:  February is just like every other month, using the 1 - 15 and 16 - 28/30/31 rule.  Leap years no longer matter.

 

Examples of Calculations

Use the compensation table example to check these scenarios

 

Full year FP budget with salary increase on July 1 (beginning of new fiscal year)

  • Period 1 FP budget start/end date   5/1/2015 – 4/30/2016
  • eBridge calculates the salary as:
    • May, June 2015         
        ($100,000/12) = 8,333.33 per month *2 months = $16.666.67
    • July, Aug, Sep, Oct, Nov, Dec of 2015; Jan, Feb, Mar, Apr of 2016
        ($103,000/12) = $8,583.33 per month*10 months = $85.833.33
    • Total salary for period 1 is $16,666.67 + $85,833.33 = $102,500.00
       

Full year FP budget with salary increase mid-month during 1st period

  • Period 1 FP budget start/end date   5/1/2017– 4/30/2018
  • May, June 2017 salary calculation is:
      ($109,272.70/12)*2 months = $18,212.12
  • Jul, Aug, Sep, 2017 salary calculation is:
     (112,550.88/12)*3 months = $28,137.72
  • Oct uses the new rate since the new rate begins on the 13th of the month and there are 18 days at the new rate and only 13 days at the old rate (note: even if the rate change happened on the 15th of the month, the same rule applies and you would use the NEW rate)
  • Oct, Nov, Dec 2017; Jan, Feb, Mar, Apr 2018 salary calculation is:
     (115,927.41/12)*7 months = $67,624.32
  • Total salary for period 1 is $18,212.12 + $28,137.72 + $67,624.32 = $113,974.16
     

Full year FP budget with mid-month start/end dates

  • Period 1 FP budget start/end date 5/13/2015 – 5/12/2016
  • Use the period month and salary rate as follows:
  • Calculate the salary rate using the months May 2015 through April 2016
  • Use May 2015 as the full month since May 13 start date is closer to May 1 than it is to June 1. 
  • May, June 2015 = $100,000.00/12 = $8,333.33 * 2 = $16,666.67
  • July, Aug, Sep, Oct, Nov, Dec 2015; Jan, Feb, Mar, Apr 2016
    $103,000.00/12 = $8,583.33 * 10 = $85,833.33
  • Total salary for period is $16,666.67 + $85,833.33 = $102,500.00
     

Partial year FP budget

  • Period 1 FP budget start/end date 6/1/2015 – 1/31/2016 (8 months)
  • Calculate the annual salary of June 1, 2015 through May 31, 2016
  • June 2015 $100,000/12 = $8,333.33 * 1 = $8,333.33
  • July 2015 through May 2016  $103,000.00/12 = $8,583.33 * 11 = $94,416.67
  • Annual salary = $8,333.33 + $94,416.67 = $102,750.00

eBridge IRB SmartForm Changes

New choices were added to the Reportable Event (RE)

We have added the new choice, “External Audit Report” to the Submission Type question 1.3 in the RE SmartForm. This addition was made to  comply with the requirements outlined within MCW corporate SOP, “External Audit, Inspection and Program Review of Research Activity Management" (located on Infoscope, Corporate Policies and Procedures, Research, General) .

We added the new choice, “Internal Routine Review or Audit Report” to the Submission Type question 1.3 in the RE SmartForm. This addition was made to allow for reporting based upon an internal QA/QI Routine Review or Audit.

PLEASE NOTE: These new choices do NOT change the requirements for reporting to the IRB.

These choices only apply to issues that require immediate reporting per IRB SOP: "Requirements for Reporting to the IRB" located on the IRB website, IRB Policies & Procedures, Reporting to the IRB.

 

New question for Radiation Safety Committee review selection in PRO SmartForm Section 27.1.1.1  

If “Office of Radiation Safety” is selected in PRO SmartForm question 27.1.1, a sub-question will display that requires a response.  This new sub-question was added at the request of the Radiation Safety Committee.

 

Sub-Statuses hve been added underneadth the Current State on the Study Workspace for a PRO in either Approved or Expired states.

Safety Training in D2L

Computer-based safety training is located on MCW's new Learning Management System (LMS), called Desire2Learn, or D2L.  If possible, use the browser Firefox when accessing D2L.  A D2L icon link is available from the InfoScope home page.

Every MCW employee has a D2L account and is accessed by your MCW network username and password. If you have trouble logging in, please contact lmshelp@mcw.edu.

Once you log in, If the safety course you need is not listed under "My Courses", contact safetyinfo@mcw.edu.  The following EHS safety courses are available:

  • Bloodborne Pathogens for Researchers
  • Bloodborne Pathogens for Clinicians (MCW only)
  • Laboratory Chemical Safety
  • rDNA for Researchers
  • Shipping Biological Materials
    • Shipping Biological Materials Awareness
    • Category A Materials
    • Category B Materials
    • Genetically Modified Organisms
    • Dry Ice
    • Dry Liquid Nitrogen
    • Exempt Patient Specimens
    • Used Health Care Products
  • MRI Safety Training (contact Julie Peay, jpeay@mcw.edu)

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© 2015

Page Updated 04/15/2015
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