eBridge Support


eBridge Support provides documentation and guidance for using the system and completing SmartForms.

Intro Modules  |  Researcher Profile  |  Animal Use  |  Animal Use: Reviewer  |  Animal Use: States  |  Human Research
Funding Proposals  |  Biosafety  |  Corporate Compliance

2018 eBridge Basic Navigation and Introduction 

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  How to Register for an eBridge Account

MCW employees may register for an eBridge account at any time. Following the submission of a new registration it may take up to one business day to process. Once your account is setup you will receive an email notification with instructions on how to log in. 

  1. Go to eBridge
  2. In the upper right area of the screen is a link labeled "Registration"
  3. Click on that link and complete the registration form
  4. Make sure to include all the requested information
  5. When you are done with the form, click on "Register" in the lower right area of the screen
  6. The eBridge Help Desk will notify you when your account is active
  Logging in to eBridge

Logging in to eBridge

Main Audience: Principal Investigator & Study Staff

Instructions

The eBridge system is connected to the MCW secure network.

  1. Open an Internet browser, such as Internet Explorer 10/11, Chrome, or Firefox. For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. In the address bar, type the URL: http://ebridge.mcw.edu. OR, select the eBridge link from InfoScope.
  3. If you are already logged into the MCW secure network, you will automatically be logged into eBridge when you select the Login button, and you will be taken to My Home.
  4. If you are not logged into the MCW secure network, such as working from home, or from a travel location, you will be required to authenticate - supplying your MCW User ID and Password. Additionally, you may be required to add the MCWCorp domain name as seen below:
    1. Username: mcwcorp\username
       (Note: You will need to enter mcwcorp\ in front of your username. Make sure the slash is a backslash).
    2. Password: Your MCW network password
    3. Example:  mcwcorp\jdoe
  5. If you have any problems logging into the eBridge system, please either call or email the eBridge Help Desk, (414) 955-8476.
  6. For reporting other issues, please complete the Online Form.

* Quick Tip: The User ID field is not case sensitive. However, the password field is case sensitive. The username of mcwcorp\jdoe will work just as well as MCWcorp\JDoe.

  Display problems? How to 'clear the cache' on your computer.

Display Problems?

Sometimes when a webpage is opened, the screen doesn't display the content as expected or as stated in the instructions. Before placing a call to the help desk, try refreshing and clearing your cache 

Refresh your browser
  1. Open Browser, then press the F5 key ( For Firefox Command + R ) 
Clearing the Cache
  1. Open Browser, then use the following keyboard shortcut: Control+Shift+Delete  (On Mac  Cmd +Shift+Delete ) 

Explanation of the activity.

Whether you use Internet Explorer, Firefox, Chrome, or any other Internet browser, it is important to clean up its page viewing 'temporary Internet files' on a regular basis. Your Internet browser saves and stores information each time you visit a web page. Usually you want this information stored because it speeds up your browsing when you return to a site.

  How to Add a Principal Investigator to a SmartForm

Screen Shot How to Add a PI to an AUA

  Notify PI to Submit Activity

Notify PI to Submit Activity

Screenshot Notify PI to Submit

User Feedback

  • You wanted a way to have the eBridge system notify your PI that a submission is ready to submit for review.
  • You wanted a way to make sure the submission was error free when notifying the PI it is ready to submit.


Solution (functionality)

Notify PI to Submit is an activity button available to Study Team members with edit access. The activity does the following:

  • Sends an email to the PI (copies the person completing the activity) that the application (PRO,AME, CPR, RE, AUA, AA, 3-Year de novo, AR) is ready for the PI to complete the PI Submit activity. The email has a direct link to the submission plus any comments entered from the person completing the activity.
  • Runs the Deferred Validations that check for errors - the same as found by using the Hide/Show Errors display in the SmartForm.
  • Selectable at all times during Pre Submission. Note: email won't be sent until submission is error free, and then can be re-sent as often as needed.
  • Displays the submission in the Ready for PI to Submit section of the Action Required tab on the PI's Home Page.
  • Logs the most recent date the activity is completed in a column under the Pre Submission tab on the Home Page. (see image 3.0)
  • Logs the activity under the History tab in the Study Workspace with the date, person who completed it, etc.

Image 1.0

Screenshot AUA Workspace

Image 2.0

Screenshot AUA History Log

Example

You completed entering all the information into the PRO or AUA SmartForm and it is ready for the PI to submit. Oops - you forget to check the Hide/Show Errors display from within the SmartForm. You navigate to the Study Workspace and select the Notify PI to Submit activity. This activity initiates the check for deferred validations (the same as with Hide/Show Errors). If you receive a list of errors, you can return to the SmartForm and correct them, then re-select the Notify PI to Submit activity. When there are no more errors from the validation checks, the activity sends an email message to your PI to execute the PI Submit activity. Notify Pi to Submit can be completed as many times as needed, even after there are no more errors.

Image 3.0

Screenshot Pre Submission Tab

  How to Upload a Document in eBridge
  1. Click the "Add" Button
  2. Locate the file on your system.
  3. Click “OK” to upload.

Screenshot Upload a document in eBridge

Note: To update an existing document that was previously uploaded, use the "Upload Revision" Button.

  Using eBridge When Traveling

Using eBridge When Traveling

eBridge members who travel away from the MCW network and still want to be able to use eBridge have occasional connection difficulties. There are a variety of reasons for this. Please consider these recommendations prior to traveling to ensure your equipment and the destination Internet availability will work effectively.

  • What computer will you be using? Yours, the College's or maybe equipment supplied at your destination?
    • If the computer is yours or the College's, we suggest a trial run. Go offsite prior to leaving and try accessing eBridge and email. You can solve most remote access problems this way. Try going to a McDonalds or Starbucks to ensure your computer works in multiple locations.
    • If you are successful in your trial run and you do have problems at your destination, this narrows the possible complications.
  • What type of connection will you have at your destination?
    • If you have trouble at your destination with a laptop with which you have successfully done a trial run, try visiting a coffee shop or McDonalds that has free Internet. This will help you to know if your difficulties are with the firewall or some other restriction at your destination.
  • If you are unsure of your laptop's default email access, use Outlook Web access. Using the Web client of OWA ensures you have Internet access. It also ensures that any email messages that you click Send from your laptop mail tool are really sent on the Internet and not just put in a hold file until sometime in the future when your access is secure. This is especially important if you are sending email to ask for Help Desk assistance.
  • If you determine that the difficulties are not your computer, talk to someone at your destination about what you might need to do in order to access a secure website.
  • We recommend you travel with a laptop that you have previously used successfully to connect and work in eBridge. Note: eBridge is not fully compatible with the Blackberry Web browser. For best results use a PC or a MAC – check out eBridge Home Page for browser/system requirements..

If you do have difficulties, contact the eBridge Help Desk and make sure to give us as much detail as possible about what equipment you are using and what type of connection is available. We will do everything we can to help you.
 

  Adding a new role to your account

Want to add a role to your account?

There are many roles in eBridge, two of the most commonly requested are Study Staff, to gain access to an IRB Protocol or an IACUC AUA, and Proposal Team, to gain access to the Grants and Contracts Funding Proposal Module.
 
If you need one of these roles added to your account, please complete a Help Desk Service Request Form and submit to the eBridge Help Desk and they will assist you. If you need a role such as Budget Specialist, your Department Administrator can request this on your behalf by using the Update Department Approver Roles Form that is posted on the eBridge Support website.
 
Please do not use the Registration Form for role addition/change requests. The Registration Form is only for those who do not have an account. Ask the Help Desk if you are unsure about your eBridge account and they will let you know its status.
 
If you do not have an eBridge account, and do need to complete the Registration Form, make sure to put a check mark next to those areas of eBridge you will be accessing.
  • Animal Submissions
  • Funding Proposals
  • Human Subject Projects
  • IBC Applications
  Prevent eBridge Email from Landing in Your Junk Mail

Prevent eBridge Email from Landing in Your Outlook Junk Mail Folder

Follow these instructions to automatically capture all your eBridge emails, as well as any others, in a unique Outlook folder, thus preventing important notifications from going to Junk Mail. Outlook, as well as MCW IS, apply filters to emails they deem as junk, and this can inadvertently affect legitimate emails.

  1. Create a new folder in Outlook by right clicking the mouse on the Inbox.
     
  2. Name it eBridge Notifications, or anything you want.

    Screenshot Creating Outlook Folder

     
  3. Open an email from Help-eBridge, and from the message's toolbar, open the Rules icon.
     
  4. Select Create Rule from this drop down menu.

    Screenshot Create Outlook Rule

     
  5. In the Create Rule pop-up, select the checkbox for From Help-eBridge@mcw.edu, and/or select the checkbox Subject contains and use the word eBridge. You can use one or more criteria for filtering the emails. Be careful, if you add multiple criteria, the emails will only filter if ALL of them are met.
     
  6. Select the checkbox for Move the item to folder, and go to Select Folder to find the one you created in Steps 1 and 2.
    1. NOTE: In the past ALL eBridge notifications came from the eBridge email alias. Animal Submissions training expiration notifications will begin coming from IACUCAdmins@mcw.edu, and Safety training expiration notifications will come from SafetyTraining@mcw.edu. You may need to set up a separate rule for each of these if this training pertains to your work.
  7. Select OK.

    Screenshot Create Outlook Rule
     
  8. In the Success pop-up, select the checkbox for Run this rule now on messages already in the current folder. This will take all previous eBridge emails that were in your general Inbox and move them to the new folder. Do not check this if you don't want to perform this part of the activity.
  9. Select OK.

    Screenshot Run Outlook Rule
  eBridge Notification Emails - who gets them?

Finding the List of Recipients in an eBridge Notification Email

When you receive an email notification in eBridge, how do you know who else received that notification? There is an easy way to find the list of those who receive a copy of an email notification that you receive. Follow the steps below.

  1. Navigate to the Workspace of the AUA/PRO/FP for which you have received an email notification. Please note that the example below is from an AUA (Animal Use Application), but this feature applies to all eBridge modules.
  2. Select the History Tab in the lower, center area of the page. Note that there are two examples highlighted. These reflect a sample of activities that generate email notifications. Depending upon what activity generated your email, you will search for that activity in the History Log.
     
  3. Screenshot AUA Workspace History Tab

     
  4. After selecting the activity within the History Log, a new screen appears with another set of tabs.
  5. Select the Notifications Tab.

    Screenshot Notifications Tab


     
  6. The information in the Notifications Tab includes the Job Name, Subject, and Recipients.
  7. Select Exit to the far right of the screen to go back to the AUA/PRO/FP Workspace.
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  How do I access my Researcher Profile?

Log in to eBridge and you will find the link to your Researcher Profile from the following areas:

  1. If you are in the Proposal Team role, look in the center area of My Home. Selecting the link takes you directly to your Researcher Profile Workspace.
  2. If you are in the Study Staff role, look in the left navigation area under My Home Pages. The section My Training has a link to your Researcher Profile Workspace.
  3. Regardless of your role, you will also have a Researcher Profile tab in the upper, green area of the screen, along with tabs for Human Submissions, Animal SubmissionsFunding Proposals, and IBC Safety. From this link you can view a list of all Researcher Profiles to which you have been given access (only if another person has granted you access), including your own.

My Home is the page that you first land on after logging in and you can navigate to it from anywhere in eBridge by selecting the My Home link in the upper right area of the screen.

  How do I add a training course to my Researcher Profile?

If you complete a course here at MCW, your Researcher Profile will be updated by the appropriate Office of Research business unit. If you have any questions, you can get help from the sources below.

  • For training that relates to your animal research, contact IACUCAdmin@mcw.edu.
  • For safety compliance, such as rDNA, Bloodborne Pathogens, Laboratory Chemical Safety, etc., contact safetyinfo@mcw.edu.
  • For FCOI-R (Financial Conflict of Interest in Research) training, contact Help-eBridge@mcw.edu.
  • For Human Research Projects training (CITI), contact vhohlfeld@mcw.edu.
  Does Researcher Profile notify me when my training is going to expire?

YES! You will receive email notifications at varying intervals prior to your training expiring. If you are not receiving the notifications you think you should see, please log in to eBridge and navigate to your Researcher Profile. Look at the tabs on your Profile Workspace. If you don't see a category, such as Animal Training, Compliance Training, or Safety Training, and you know you need to track your training in that area, please contact the related Office of Research business unit:

  Who has access to my Researcher Profile?

Your Researcher Profile can be accessed by yourself, the IACUC office if you are active in animal research, the Safety Coordinator for Environmental Health and Safety if your job requires any type of safety related training, the Compliance office for Financial Conflicts of Interest in Research (FCOI-R), The IRB office for Human Subject Research or CITI training, and any individual to whom you choose to grant access. For assistance with managing your Researcher Profile, please contact the eBridge Help Desk, Help-eBridge@mcw.edu, or (414) 955-8476.

  Researcher Profile for Animal Training

Researcher Profile for Animal Research Training

Individuals who are new to the animal research program at the Medical College of Wisconsin must obtain Certified status in order to be listed as approved study personnel on an Animal Use Application (AUA) prior to participating in any animal activities and/or obtaining access to the animal facility.

Individuals involved in ongoing animal research at the Medical College of Wisconsin must renew each of the three Core Certification components annually OR once every 3 years (as defined in each component) in order to maintain Certified status.

Researcher Profile is the repository for all relevant training for those involved with animal research at the Medical College of Wisconsin. Below is an example of a researcher's Profile.

 

Screenshot Researcher Profile Animal Training Tab

  Researcher Profile for Compliance FCOI Training

Researcher Profile For Compliance FCOI-R Training

Effective August 24, 2012, the Department of Health and Human Services revised its rule (42 CFR Part 50 Subpart F), requiring key personnel involved in Public Health Services (PHI) funded research to complete Financial Conflicts of Interest in Research (FCOI-R) training. In addition, MCW Institutional policy requires all persons identified as Principal Investigators and Key Personnel on funding proposal projects at MCW, regardless of funding origination, complete the same training requirements. A funding proposal will not progress if the training is not current. Your training record is registered in your eBridge Researcher Profile, and is viewable by you at any time.

 

Screenshot Researcher Profile Compliance Tab

  Researcher Profile for Human Research Training

Researcher Profile for Human Subject Research Training

Everyone involved in the design, conduct, or review of human research carried out by MCW faculty investigators must obtain Human Subject Research (HSR) training certification. Upon successful completion of the HSR course, that record is uploaded into a person's eBridge Researcher Profile. The training record is also displayed in the Workspace of all Human Research Projects on which the user is listed, either as Study Staff or PI.

Researcher Profile Workspace

Screenshot Researcher Profile HSR Training

 

What do the training icons mean?

HSR Button Human Subject Research training is up-to-date . (does not include RCR or GCP)

HSR not found button No Human Subject Research training is found

  • Possible reasons: Missing CITI ID or unreported training from the VA, NIH, or other equivalent approved training

HSR Expired button All Human Subject Research training is expired

Banking buttonBanking training is up-to-date

Banking expired button Banking training is expired

Department of Defense button Department of Defense training is up-to-date

Department of Defense Expired Button Department of Defense training is expired

Good Clinical Practice button Good Clinical Practice training is up-to-date

Good Clinical Practice Expired button Good Clinical Practice training is expired

  Researcher Profile for Safety Compliance Training

Researcher Profile for Safety Compliance Training

Safety Compliance Training currently tracked in Researcher Profile:

  • Bloodborne Pathogens for Researchers
  • Bloodborne Pathogens for Clinicians
  • Laboratory Safety Training
    • Part A - Laboratory Chemical Safety
    • Part B - Laboratory Waste
    • Part C - rDNA Awareness
  • rDNA/SNA for Researchers
  • Shipping Biological Materials
    • Shipping Biological Materials Awareness (prerequisite for all other materials below)
    • Category A Materials
    • Category B Materials
    • Dry Ice
    • Dry Liquid Nitrogen
    • Used Health Products
    • Genetically Modified Organisms
    • Exempt Patient Specimens
       

Job Aid - All eBridge Users (PDF) 3/30/13

Job Aid - Safety Coordinators (PDF) 3/30/13

Job Aid - Safety Training Administrator (PDF) 3/30/13

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  Creating an Animal Use Application (AUA)

Creating an Animal Use Application (AUA)

Main Audience: Principal Investigator & Study Staff

Instructions

  1. Log in to eBridge. (For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. Select My Home from the upper right portion of the screen.
  3. Select Study Staff role from the upper left portion of the screen (orange bar).
  4. Under the header Create, select the button New Animal Study from the left-hand column.
  5. Navigate through each SmartForm page using the Continue button.
    1. After entering information and answering questions on a SmartForm page, remember to click Save in the mint green bar before moving on to the next screen.
    2. Questions marked with a red asterisk (*) require a response.
    3. Answering Yes or No to questions with radio buttons may cause the related sub-questions to disappear; this indicates that a response is no longer required based off of the answer to the previous question.
    4. Click Select or Add to enter information such as a name, location, substance or other data when entering multiple lines in a table.
    5. Click Delete in the appropriate line to remove a single name, location, substance or other data from those tables.
  6. Use the Help Text provided along the right-hand column of each SmartForm page for guidance completing particular questions. Look for dagger symbols () in questions which highlight that Help Text is available in key areas.
  7. Click Hide/Show Error” before submission to check for any discrepancies and/or required answers which were left blank. (This feature will be especially useful for study personnel preparing animal use submissions on behalf of the Principal Investigator (PI) to clear errors before the PI attempts to submit.)
  8. Select Exit or Finish from the Final Check & Submission Instructions SmartForm screen to return to the AUA Workspace. This will not submit the AUA for IACUC review.
  9. Select Submit Application to send the AUA to the IACUC to begin the review process. This final step ensures that the changes were complete and it is ready for IACUC review.
    1. A pop-up window will appear requiring the Principal Investigator (PI) to read the assurances and click the box next to each one.
    2. Select Ok.

If you wish to save your work and return to complete the AUA later:

  1. Select Exit from the mint green bar.
    1. Select Yes if a pop-up window appears prompting you to save changes before exiting.
  2. If you are leaving your computer, log off or lock your computer to assure that no one has access to your eBridge account while you are away.

To return to the AUA (Pre-submission) after logging off:

  1. Log into eBridge and select My Home from the upper right-hand corner of the screen.
  2. Select the Pre Submission tab.
  3. Select the Name of the AUA in green writing to navigate to the AUA Workspace.
  4. Select Edit Animal Study from the left-hand column of the AUA Workspace.
  5. Use the Jump To drop down menu located in the mint green bar near the top center of the screen to find the section where you left off.
  How to create and submit an Animal Amendment on an Approved AUA

Main Audience: Principal Investigator; Study Staff

  1. Log in to eBridge and select My Home from the upper right area of the screen.
  2. Select the Study Staff home page from the left side of the screen.
  3. Click on the Animal Submissions tab.

    Select the Approved AUA
  4. Select the Approved AUA that you want to Amend.
  5. From the Approved AUA Workspace, select New Animal Amendment from the left-hand column.
    1. Note: Only 1 Animal Amendment OR 3 Year Renewal can be open at a time. 
      New Animal Amendment Button
  6. Answer all the questions and select Continue to move to the next screen.
    1. All questions with a red asterisk are required questions.
  7. Read the instructions and select Finish, which will take you to the Animal Amendment Workspace.
  8. Select Edit Modified AUA from the left-hand column.
    1. Note: you may need to click the Refresh button on your browser after 30-45 seconds in order for the Edit Modified AUA button to appear.
  9. Navigate to the page(s) that you want to change and complete the necessary modifications.
  10. Select Continue to move to the next screen.
  11. When your changes are complete, run Hide/Show Errors.
  12. If no errors display, select Save and Exit.
  13. Exiting the Modified AUA SmartForm returns you to the Animal Amendment Workspace.
  14. To submit:
    1. The Study Staff may initiate the activity Notify PI to Submit. This activity triggers an automated email to the PI that the Amendment is ready to submit.
    2. Only the Principal Investigator may complete the Submit activity.
  15. The Principal Investigator logs in to eBridge and selects Submit Amendment and completes the Verification of Assurances.
  16. The PI selects OK at the bottom right of the pop up box.
  17. The Animal Amendment moves from the state of Pre-submission to the state of RSS Review (IACUC Office).
    RSS Review State
  18. If changes are requested, an email is sent to the PI and all Study Staff selected to receive email notifications.
  Notify PI to Submit

Notify PI to Submit Activity

Screenshot Notify PI to Submit

User Feedback

  • You wanted a way to have the eBridge system notify your PI that a submission is ready to submit for review.
  • You wanted a way to make sure the submission was error free when notifying the PI it is ready to submit.


Solution (functionality)

Notify PI to Submit is an activity button available to Study Team members with edit access. The activity does the following:

  • Sends an email to the PI (copies the person completing the activity) that the application (PRO,AME, CPR, RE, AUA, AA, 3-Year de novo, AR) is ready for the PI to complete the PI Submit activity. The email has a direct link to the submission plus any comments entered from the person completing the activity.
  • Runs the Deferred Validations that check for errors - the same as found by using the Hide/Show Errors display in the SmartForm.
  • Selectable at all times during Pre Submission. Note: email won't be sent until submission is error free, and then can be re-sent as often as needed.
  • Displays the submission in the Ready for PI to Submit section of the Action Required tab on the PI's Home Page.
  • Logs the most recent date the activity is completed in a column under the Pre Submission tab on the Home Page. (see image 3.0)
  • Logs the activity under the History tab in the Study Workspace with the date, person who completed it, etc.

Image 1.0

Screenshot AUA Workspace

Image 2.0

Screenshot AUA History Log

Example

You completed entering all the information into the PRO or AUA SmartForm and it is ready for the PI to submit. Oops - you forget to check the Hide/Show Errors display from within the SmartForm. You navigate to the Study Workspace and select the Notify PI to Submit activity. This activity initiates the check for deferred validations (the same as with Hide/Show Errors). If you receive a list of errors, you can return to the SmartForm and correct them, then re-select the Notify PI to Submit activity. When there are no more errors from the validation checks, the activity sends an email message to your PI to execute the PI Submit activity. Notify Pi to Submit can be completed as many times as needed, even after there are no more errors.

Image 3.0

Screenshot Pre Submission Tab

 

  Add Study Staff to an AUA

Screenshot How to Add Study Staff

  Managing Personnel on Your Approved AUA

Managing Personnel on Your Approved AUA

 

Screenshot Update Study Personnel

In April of 2015 the eBridge Animal Use Application (AUA) Workspace added an activity titled “Update Study Personnel”. This new activity enables the Principal Investigators (PI) and Study Staff (SS) to update 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.
    Screenshot Update Study Personnel
  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.

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

    Screenshot Update Study Personnel Summary

 

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.

    Screenshot Update Study Personnel
     
  3. A pop-up displays. Delete the people you want to remove

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

    Screenshot Update Study Personnel
  Update Funding on an Approved AUA (Linking an AUA to a Funding Proposal)

Main Audience: Principal Investigator & Study Staff

A. Update Funding on an Approved AUA

When updating funding on an approved AUA, you are identifying a funding source for your approved research. The actual linking in eBridge occurs from the Approved AUA Workspace activity, Update Funding. This activity provides a “real-time” connection and also displays in the Funding Proposal Workspace and SmartForm.

Update Funding Button Activity

Steps

  1. Navigate to the Approved AUA Workspace.
  2. Select the Update Funding activity from the left side of the Workspace.
  3. A pop-up appears with the following four questions:

    *1.0 Do you want to add department funds?
    Yes/No. This is a required question, and if you select YES, the AUA will route to your Department Approver to enter department funding information.

    2.0 List all current and pending funding sources managed through MCW.......
    There are two sections in this pop-up: A) Link a Funding Proposal in eBridge to your AUA; and B) Identify a funding source that is managed by MCW, but not in eBridge.

    Update Funding Activity
           

    3.0 For funding sources not managed through MCW, list all sources and institutions.

    *4.0 Have all animal activities described in the federally funded grants listed above been accurately described in this AUA.....This is a required question. YES/NO/NA. If the funding listed in the previous three questions are not federal funds, e.g. departmental, internal, non-profit, for-profit, the answer is N/A.
     
  4. After selecting your choice(s), click on the OK button at the bottom of the pop-up screen.
     
  5. You may experience error messages if:
     - Required questions are not answered
     - All funding is removed/no funding is listed in B1.0 - B3.0
     - Question B4.0 is answered inappropriately based on the entries in B2.0 and B3.0

History Log Entry
After completing the Workspace activity to update your funding sources, a summary of the requested changes displays in the History Log on the Workspace. The History Log will also tell you if the changes you requested require review or will be immediately applied. Turnaround time is typically one business day if the request requires review.

  • Changes requiring review:
  • Add department funding
  • Add funding to B2.0 or B3.0
  • Remove funding from B2.0 or B3.0, but other funding still remains in either section
     
  • Changes that are immediately applied:
  • Remove department funding
  • Remove all the funding from B2.0 or B3.0, but department funding (previously approved) is still listed in B1.0
  Add Funding to Section B of a New AUA (Linking an AUA to a Funding Proposal)

Main Audience: Principal Investigator & Study Staff

Add Funding to a New AUA

Funding sources are identified in Section B of the AUA SmartForm. The actual linking in eBridge provides a “real-time” connection and also displays in the Funding Proposal Workspace and SmartForm.

Steps

  1. Navigate to Section B in the AUA SmartForm.
  2. There are four questions:

    *1.0 Do you want to add department funds?
    Yes/No. This is a required question, and if you select YES, the AUA will route to your Department Approver to enter department funding information.

    2.0 List all current and pending funding sources managed through MCW.......
    There are two sections in this pop-up: A) Link your AUA to a Funding Proposal in eBridge; and B) Identify a funding source that is managed by MCW, but not in eBridge.
          Add Funding Section B

    3.0 For funding sources not managed through MCW, list all sources and institutions.

    *4.0 Have all animal activities described in the federally funded grants listed above been accurately described in this AUA.....This is a required question. YES/NO/NA. If the funding listed in the previous three questions are not federal funds, e.g. departmental, internal, non-profit, for-profit, the answer is N/A.
     
  3. After selecting your choice(s), click on the OK button at the bottom of the pop-up screen.
     
  4. You may experience error messages if:
     - Required questions are not answered
     - No funding is listed in B1.0 - B3.0
     - Question B4.0 is answered inappropriately based on the entries in B2.0 and B3.0
     
  5. SAVE the page or select the Continue button.
  Creating a 3-Year de novo Renewal AUA

Creating a 3-Year de novo Renewal Animal Use Application (AUA)

Main Audience: Principal Investigator & Study Staff

Instructions

  1. Log in to eBridge. For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. Select My Home from the upper right portion of the screen.
  3. Locate the Animal Use Application (AUA) you wish to amend by selecting either the Animal Submissions tab (to the right of the Action Required tab) or Animal Submissions near the MCW logo at the top of your screen.
    1. From the Animal Submissions tab:
      1. Select the Name in green letters to navigate to the existing AUA Workspace.
    2. From Animal Submissions:
      1. Select Approved tab.
      2. Select the Name in green letters to navigate to the existing AUA Workspace.
  4. Click the button New 3 Year de Novo from the left-hand, gray shaded column in the AUA Workspace.
  5. Complete the Summary Information SmartForm page. The Summary Information SmartForm page acts as a report summarizing the progress that has occurred with the AUA.
  6. Select Ok; this will bring you to the newly created 3-Year Renewal AUA Workspace. This will not submit the 3-Year Renewal for IACUC review.
    1. eBridge will generate a copy of the approved AUA to be modified with this renewal. Please wait until the copy process finishes.
    2. Refresh your browser occasionally and the Current State (identified in the upper left corner in a green box) will change from Copying 3 Year de Novo to Pre Submission when the copy process is complete.
  7. Select Edit Animal Study from the left-hand, gray shaded column in the 3-Year Renewal AUA Workspace.
  8. Navigate through each SmartForm page using the Continue button.
    1. After entering information and answering questions on a SmartForm page, remember to click Save in the mint green bar before moving on to the next screen.
    2. Questions marked with a red asterisk (*) require a response.
    3. Answering Yes or No to questions with radio buttons may cause the related sub-questions to disappear; this indicates that a response is no longer required based off of the answer to the previous question.
    4. Click Select or Add to enter information such as a name, location, substance or other data when entering multiple lines in a table.
    5. Click Delete in the appropriate line to remove a single name, location, substance or other data from those tables.
  9. Use the Help Text provided along the right-hand column of each SmartForm page for guidance regarding particular questions. Look for dagger symbols () in questions which highlight that Help Text is available for key areas.
  10. Click Hide/Show Errors before submission to check for any discrepancies and/or required answers which were left blank. (This feature will be especially useful for study personnel preparing animal use submissions on behalf of the Principal Investigator (PI) to clear errors before the PI attempts to submit.)
  11. Select Exit or Finish from the Final Check & Submission Instructions SmartForm page to return to the 3-Year Renewal AUA Workspace. This will not submit the 3-Year Renewal AUA for IACUC review.
  12. Select Submit Application to send the 3-Year Renewal AUA to the IACUC to begin the review process. This final step ensures that the changes were complete and it is ready for IACUC review.
    1. A pop-up window will appear requiring the Principal Investigator (PI) to read the assurances and click the box next to each one.
    2. Select Ok.

If you wish to save your work and return to complete the 3-Year Renewal AUA later:

  1. Select Exit from the mint green bar.
    1. Select Yes if a pop-up window appears prompting you to save changes before exiting.
  2. If you are leaving your computer, log off or lock your computer to assure that no one has access to your eBridge account while you are away.

To return to the 3-Year Renewal AUA after logging off:

  1. Log into eBridge.
  2. Select My Home from the upper right-hand corner of the screen.
  3. Select the Action Required tab.
  4. Select the Name of the AA in green writing to navigate to the 3-Year Renewal AUA Workspace.
  5. Select Edit Animal Study from the left-hand column of the 3-Year Renewal AUA Workspace.
  6. Use the Jump To drop down menu located in the mint green bar near the top center of the screen to find the section you wish to modify.
  Creating an Annual Renewal (AR)

Creating an Annual Renewal (AR)

Main Audience: Principal Investigator & Study Staff

Instructions

  1. Log in to eBridge. (For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.)
  2. Select My Home from the upper right portion of the screen.
  3. Select Study Staff role from the upper left portion of the screen (orange bar).
  4. Locate the Animal Use Application (AUA) you wish to renew by selecting either the Animal Submissions tab (to the right of In Review - Animal Submission) or Animal Submissions near the MCW logo at the top of your screen.
    1. From the Animal Submissions tab:
      1. Select the Name in green letters to navigate to the existing AUA Workspace.
    2. From Animal Submissions:
      1. Select Approved tab.
      2. Select the Name in green letters to navigate to the existing AUA Workspace.
  5. Click the button New Annual Renewal from the left-hand, gray shaded column in the AUA Workspace.
  6. Complete the Annual Renewal SmartForm.
  7. Navigate through each SmartForm page using the Continue button OR use the Jump To drop-down menu located in the mint green bar near the top of the screen to locate the section(s) you wish to modify.
    1. After entering information and answering questions on a SmartForm page, remember to click Save in the mint green bar before moving on to the next screen.
    2. Questions marked with a red asterisk (*) require a response.
  8. Use the Help Text provided along the right-hand column of each SmartForm page for guidance regarding particular questions. Look for dagger symbols () in questions which highlight that Help Text is available for key areas.
  9. Click Hide/Show Errors before submission to check for any discrepancies and/or required answers which were left blank. (This feature will be especially useful for study personnel preparing animal use submissions on behalf of the Principal Investigator (PI) to clear errors before the PI attempts to submit.)
  10. Select Finish; this will bring you to the newly created Annual Renewal Workspace. This will not submit the AR for IACUC review.
  11. Select Edit Annual Renewal from the left-hand, gray shaded column in the Annual Renewal Workspace if there are additional modifications you wish to make.
  12. Select Exit or Finish from the Final Check & Submission Instructions SmartForm page to return to the Annual Renewal Workspace. This will not submit the Annual Renewal for IACUC review.
  13. Select Submit Annual Renewal to send the Annual Renewal to the IACUC to begin the review process. This final step ensures that the changes were complete and it is ready for IACUC review.
    1. A pop-up window will appear requiring the Principal Investigator (PI) to read the assurances and click the box next to each one.
    2. Select Ok.

If you wish to save your work and return to complete the Annual Renewal later:

  1. Select Exit from the mint green bar.
    1. Select Yes if a pop-up window appears prompting you to save changes before exiting.
  2. If you are leaving your computer, log off or lock your computer to assure that no one has access to your eBridge account while you are away.

To return to the Annual Renewal after logging off (not yet submitted):

  1. Log into eBridge.
  2. Select My Home from the upper right-hand corner of the screen.
  3. Select the Pre Submission tab.
  4. Select the Name of the AR in green writing to navigate to the Annual Renewal Workspace.
  5. Select Edit Animal Study from the left-hand column of the Annual Workspace.
  6. Use the Jump To drop down menu located in the mint green bar near the top center of the screen to find the section you wish to modify.
  Responding to Change Requests

Responding to Change Requests

Main Audience: Principal Investigator & Study Staff

eBridge will send an automated email notification when changes have been requested by various reviewers of your animal submission – Animal Use Application (AUA), 3-Year de novo Renewal AUA, Animal Amendment (AA), or Annual Renewal (AR).

When changes are requested, the submission may be in one of the following states:

  • Changes Requested by Department Reviewer
  • Changes Requested by RSS Reviewer
  • Changes Requested by Vet Reviewer
  • Changes Requested by IACUC Coordinator
  • Changes Requested by Designated Reviewer
  • Changes Required by Reviewers and Committee
  • Changes Requested by Committee
  • Changes Requested by Secondary IACUC
  • Tabled

Instructions

  1. Log in to eBridge. (For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.)
  2. From the Action Required tab, locate the submission (AUA, 3-Year Renewal, AA, or AR) for which the reviewer(s) have requested changes:
    1. From the Email Notification:
      1. Select the AUA ID link in green letters from within the automated eBridge email notification. This link will navigate to the specific AUA, AA, or AR Workspace.
    2. From eBridge:
      1. Select My Home from the upper right portion of the screen.
      2. Select the IACUC Committee Member role from the left-hand column.
      3. Select the Action Required tab.
      4. Select the Name in green letters to navigate to the AUA, AA, or AR Workspace identified in the email notification.
  3. Select Edit [type of submission] along the left-hand, gray-shaded column within the existing AUA, AA, or AR Workspace.
    1. If the submission is an AA, choose Edit Amendment and Edit Modified AUA to locate the Change Requests in each portion.
  4. Use the yellow bar near the top of the screen entitled Reviewer Notes and select the Next and Previous" buttons to navigate to each of the Change Requests posted throughout the submission.
    1. There can be multiple pages of Change Requests than that which is displayed on the initial screen. Click the arrows in the light gray bar just above the body of the AUA SmartForm to navigate to the next set of Change Requests (e.g. 1-5 of 10).
  5. Select Click here to respond... in green letters within a Change Request to provide a response. (Helpful Hint: Each Change Request must have a response or eBridge will not allow you to submit the changes to the IACUC.)
  6. A new window will open with a text box for your response.
    1. Please note that any comments included as a response to Change Requests in eBridge are a part of the permanent record for that submission.
  7. You can define the Type of response using the drop-down menu in the pop-up window. Select Change Request Complete (which appears as the default), Change Request Not Complete, or Information Only.
    1. There are only rare occasions when the default is not selected. Please contact the IACUC Office prior to selecting one of the other choices in the drop-down menu.
  8. Click Ok
  9. View the Reviewer Notes bar at the top of the SmartForm page to verify that the response was posted.
    1. When you have provided a response to the Change Request, it will appear with a green background marked with Change Request Completed.
  10. Scroll down to the body of the AUA and incorporate the appropriate modification(s) into the corresponding question.
  11. Click Save in the mint green bar before moving on to the next screen.
  12. Select Exit which will direct you back to the AUA, AA, or AR Workspace.
  13. When each Change Request has been addressed and the appropriate modifications to the study are complete, select the activity “Submit Changes under My Activities along the left-hand, gray-shaded column within the AUA, AA, or AR Workspace. The final activity to submit the changes will allow the submission to continue in the review process.
    1. Note: Any study staff member with edit access can modify the submission and choose the activity Submit Changes on behalf of the Principal Investigator (PI). If you are a PI and wish to grant edit access to study staff members, please read Adding and Removing Study Team Members on this page.
  How can I change who can edit an AUA and receive email notifications?

Edit Study Access and Notifications

Main Audience: Principal Investigator & Study Staff

Instructions

  1. To add an individual to an approved Animal Use Application (AUA) in eBridge who will NOT be involved in the care and use of the animals, but who needs access to the eBridge AUA Workspace, please follow the steps listed below. These activities may only be completed by the PI of the study. You do not need to open an Animal Amendment to complete this task.
     
  2. Log in to eBridge and select the AUA name from under the Animal Studies tab in your My Home Workspace.

Screenshot Edit AUA

You are now in the workspace for the AUA.

From the left side of the screen, select the activity Edit Study Access and Notifications.

Screenshot AUA Workspace

 

A pop-up box appears. You may Add or Remove individuals who may edit eBridge submissions or receive automatic email notifications related to this study. Select OK.

Screenshot Edit Study Access

  Copying an AUA or Creating an AUA Template

Copying an Animal Use Application (AUA) or Creating an AUA Template

Main Audience: Principal Investigator

It is possible to copy an entire Animal Use Application (AUA) for use in generating a new study (or multiple studies). This "copy" feature allows the user to focus on customizing the pre-populated text within the SmartForm rather than re-type the content altogether.

Copying an AUA without creating a template is useful when only a single AUA will be generated. If more than one AUA will be generated with a similar design (for example, if 2 or more species will be studied), Creating an AUA Template is best.

 

Copying an AUA

Instructions

  1. Log in to eBridge. For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. Select My Home from the upper right portion of the screen.
  3. Locate the Animal Use Application (AUA) you wish to copy by selecting either the Animal Studies tab (to the right of My Inbox) or Animal Submissions near the MCW logo at the top of your screen.
    1. From the Animal Studies tab:
      1. Select the name in green letters to navigate to the existing AUA Workspace.
    2. From Animal Submissions link:
      1. The existing AUA could be in the state of Pre Submission, Approved, Expired, Withdrawn, or Terminated
      2. If the AUA is in the state of Pre Submission: select the In Progress tab.
      3. If the AUA is in the state of Approved: select the Approved tab.
      4. If the AUA is in the state of Expired, Withdrawn, or Terminated: select the Archived tab.
  4. Select the name in green writing to navigate to the existing AUA Workspace.
  5. Select Copy Study under My Activities along the left-hand, gray-shaded column within the existing AUA Workspace.
  6. A new window will open.
  7. Enter the new AUA name in the text box provided.
  8. Choose No next to Copy this AUA to my templates if only a single AUA needs to be generated for review.
    1. If there are multiple similar studies that need to be generated for review from the existing AUA selected, choose Yes next to Copy this AUA to my templates. This will allow the study to be used as a starting point for other creating other studies. See Creating an AUA Template below for further instructions.
  9. Select OK and the pop-up window will disappear.
  10. eBridge will take time to copy over the content from the existing AUA into a new AUA; please wait until the copy process finishes.
    1. Refresh your browser occasionally and the Current State (identified in the upper left corner in a green box) will change to Pre Submission when the copy process is complete.
  11. The new AUA will be created with a unique identification number and will be in the state of Pre Submission. (The new AUA will remain accessible under the My Inbox tab until it is submitted for IACUC review.)
  12. Select Edit Animal Study to update and customize each section within the AUA to ensure it is current and correct.
  13. Navigate through each SmartForm page using the Continue button.
    1. After entering information and answering questions on a SmartForm page, remember to click Save in the mint green bar before moving on to the next screen.
    2. Questions marked with a red asterisk (*) require a response.
    3. Answering Yes or No to questions with radio buttons may cause the related sub-questions to disappear; this indicates that a response is no longer required based off of the answer to the previous question.
    4. Click Select or Add to enter information such as a name, location, substance or other data when entering multiple lines in a table.
    5. Select Delete in the appropriate line to remove a single name, location, substance or other data from those tables.
  14. Use the Help Text provided along the right-hand column of each SmartForm page for guidance regarding particular questions. Look for dagger symbols () in questions which highlight that Help Text is available for key areas.
  15. Select Hide/Show Errors before submission to check for any discrepancies and/or required answers which were left blank. (This feature will be especially useful for study personnel preparing animal use submissions on behalf of the Principal Investigator (PI) to clear errors before the PI attempts to submit.)
  16. Select Exit or Finish from the Final Check & Submission Instructions SmartForm page to return to the AUA Workspace. This will not submit the AUA for IACUC review.
  17. Select Submit Application to send the AUA to the IACUC to begin the review process. This final step ensures that the changes were complete and it is ready for IACUC review.
    1. A pop-up window will appear requiring the Principal Investigator (PI) to read the assurances and click the box next to each one.
    2. Select Ok.

Creating an AUA Template

Instructions

  1. Log in to eBridge. For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. Select My Home from the upper right portion of the screen.
  3. Locate the Animal Use Application (AUA) you wish to copy by selecting either the Animal Studies tab (to the right of My Inbox) or Animal Submissions near the MCW logo at the top of your screen.
    1. From the Animal Studies tab:
      1. Select the Name in green letters to navigate to the existing AUA Workspace.
    2. From Animal Submissions:
      1. The existing AUA could be in the state of Pre Submission, Approved, Expired, Withdrawn, or Terminated
      2. If the AUA is in the state of Pre Submission: select the In Progress tab.
      3. If the AUA is in the state of Approved: select the Approved tab.
      4. If the AUA is in the state of Expired, Withdrawn, or Terminated: select the Archived tab.
  4. Select the Name in green writing to navigate to the existing AUA Workspace.
  5. Select Copy Study under My Activities along the left-hand, gray-shaded column within the existing AUA Workspace.
  6. A new window will open.
  7. Enter the new AUA name in the text box provided.
  8. Choose Yes next to Copy this AUA to my templates.
    1. A template AUA cannot be submitted to the IACUC. Another copy will need to be generated from the template in order to be submitted for IACUC review.
  9. Select OK and the pop-up window will disappear.
  10. eBridge will take time to copy over the content from the existing AUA into a new AUA template; please wait until the copy process finishes.
    1. Refresh your browser occasionally and the Current State (identified in the upper left corner in a green box) will change to Template when the copy process is complete.
  11. The new AUA template will be created with a unique identification number and will be in the state of Template. (The template will remain accessible under the Templates tab.)
  12. Select Edit Animal Study to update and customize each section within the AUA to ensure it is current and correct.
  13. Navigate through each SmartForm page using the Continue button.
    1. After entering information and answering questions on a SmartForm page, remember to select Save in the mint green bar before moving on to the next screen.
    2. Questions marked with a red asterisk (*) require a response.
    3. Answering Yes or No to questions with radio buttons may cause the related subquestions to disappear; this indicates that a response is no longer required based off of the answer to the previous question.
    4. Click Select or Add to enter information such as a name, location, substance or other data when entering multiple lines in a table.
    5. Select Delete in the appropriate line to remove a single name, location, substance or other data from those tables.
  14. Use the Help Text provided along the right-hand column of each SmartForm page for guidance regarding particular questions. Look for dagger symbols () in questions which highlight that Help Text is available for key areas.
  15. Select Hide/Show Errors before submission to check for any discrepancies and/or required answers which were left blank. (This feature will be especially useful for study personnel preparing animal use submissions on behalf of the Principal Investigator (PI) to clear errors before the PI attempts to submit.)
  16. Select Exit or Finish from the Final Check & Submission Instructions SmartForm page to return to the AUA Workspace. This will not submit the AUA because template AUAs cannot be submitted for IACUC review.
  17. When the template AUA is fully updated, select Copy Study under My Activities along the left-hand, gray-shaded column within the template AUA Workspace. Follow the instructions above to copy the template into a new AUA ready for submission.

 

  Researcher Profile Animal Training Records

Researcher Profile (RP) Animal Training Records

Main Audience: Principal Investigator & Study Staff

Technical skills training and qualification information for researchers using animals is required in all new Animal Use Applications (AUA), 3-Year de novo Renewals, and Animal Amendments (AA) involving a change to the study personnel (only required for additional personnel). Prior to December 20, 2013, the Training Verification Form (PDF) was used to communicate technical skills to the IACUC. That form was retired.

To facilitate this change, two new activities appear on your eBridge Researcher Profile Workspace: (Image 1.0)

  1. Document Technical Skills on my Animal Training Record  You can execute this activity to document your own technical skills.
  2. Update Access to My Researcher Profile  If you prefer to have someone else update your training record, you can choose to designate Authorized Updaters. This activity allows you to designate another person to add training on your behalf.

    Image 1.0
    Screenshot Update Researcher Profile

 

Instructions to complete the Document Technical Skills... activity:

  1. From your Study Staff Home Page, navigate to your Researcher Profile in eBridge.
    - there are two ways:
    1. The first way to access it is to select the My Researcher Profile link from the left area under My Training. (Image 1.1)
      This takes you directly to your Researcher Profile Workspace.
    2. The second way to access it is to select the Researcher Profile link from the upper green bar. (Image 1.1)
      This takes you to a list of those Profiles for which you have been given access (Image 1.2)
      Select your Profile.

      Image 1.1
      Screenshot My Training



      Image 1.2
      Screenshot Search for Researcher Profile



       
  2. From the left area of the Workspace, select the activity Document Technical Skills on My Animal Training Record. (Image 1.0)
  3. Two pop-ups appear (Image 1.3):

    Image 1.3
    Screenshot Technical Skills
     
  4. Select Add, then select the information in the fields of the next pop-up, such as Species, Technical Skill, etc..
    If you have multiple skills to add at this one time, simply use the OK and Add Another button.
    This consolidates all the information into one activity, increasing efficiency.
  5. Once you are done adding technical training and select OK, the top pop-up box will close.
  6. The pop-up box behind this one, where there is the Add button, remains open and must be closed CORRECTLY to save your work.
    DO NOT CLOSE THIS BOX BY USING THE X IN THE RIGHT CORNER.
    Make sure to click the OK button in the bottom right corner of the screen. You may have to scroll down to find it.
  7. You will receive an email confirming the successful addition of the new training.
  8. The new technical skills display in the Researcher Profile under the My Animal Training tab. (Image 1.4)

    Image 1.4
    Screenshot Animal Training Category


     

Instructions to complete the "Update Access to My Researcher Profile" activity:

  1. From your Study Staff Home Page, navigate to your Researcher Profile in eBridge.
    - there are two ways:
    1. The first way to access it is to select the My Researcher Profile link from the left area under My Training. (Image 1.1)
      This takes you directly to your Researcher Profile Workspace.
    2. The second way to access it is to select the Researcher Profile link from the upper green bar. (Image 1.1)
      This takes you to a list of those Profiles for which you have been given access. (Image 1.2)
      Select your Profile.

      Image 1.1
      Screenshot Accessing Researcher Profile


      Image 1.2
      Screenshot Researcher Profile Tab

       
  2. From the left area of the Workspace, select the activity Update Access to My Researcher Profile. (Image 1.0)
  3. A pop-up appears. (Image 1.3)

    Image 1.3
    Screenshot Update Access to Researcher Profile
     
  4. There are two options for this activity:
    * Add a person and give them Read Access to your Profile.
    * Add a person and allow them to add Animal Technical Skills on your behalf.
  5. Start typing the name directly into the field, or select the Add button.
  6. When you are done, select OK at the bottom of the pop-up.
  7. You will receive an email confirming the successful update.
  8. The SmartForm of your Researcher Profile will display in the name(s) of those you added. (Image 1.4)

    Image 1.4

    Screenshot Researcher Profile Main Page
  Guide to the IACUC Departmental Report

Guide to the IACUC Departmental Report

Main Audience: PDA – Primary Department Administrator

Instructions

Accessing the Report:

  1. Log in to eBridge.
  2. Go to the My Department Reports tab on the PDA Home Page.
  3. Under the IACUC Section, click Report.
  4. Select IACUC-Departmental Report.
  5. In the top area, there are 3 drop-down menus that enable you to tailor the information you wish to access.
    1. Select the Department or Departments (if you are PDA for multiple departments).
    2. Select the Division(s) (if you wish to focus the report). The default is to include all Divisions within the Department.
    3. Select the State of the AUAs you wish to monitor. Options include the States of Approved, Terminated, and Expired. The default is to include all 3 states in the report.
  6. Click View Report on the far right of the screen.
  7. Once the data appears on your screen, you have the option to review it there or export it to Excel
  8. To export to Excel
    1. Click the down arrow by this icon    Next Button
    2. Select Excel.
    3. Select Open in the File Download popup window.

 

Interpreting the Report:

The report displays the following information for each AUA in the state(s) that were selected (i.e. Approved, Terminated, Expired):

  • PI Last Name
  • PI First Name
  • Department = PI’s department
  • Division = PI’s division within the department
  • AUA ID = AUA ID #, e.g. AUA00000001
  • AUA Title = Title of the AUA
  • Status = State of the AUA (i.e.  Approved, Expired, or Terminated)
  • Species = animal species of that AUA
  • AUA Initial Approval Date = date that the AUA was approved for the first time
  • AUA Current Approval Date = date that should be listed on grant applications
    • For non-USDA-regulated species (e.g. mice, rats, fish), the current approval date is either the initial IACUC approval date OR the most recent 3-year de novo IACUC approval date, whichever is more recent.
    • For USDA-regulated species, the current approval date is the initial IACUC approval date OR the most recent 3-year de novo IACUC approval date OR the most recent IACUC Annual Renewal approval date, whichever is most recent.
  • Next Annual Renewal Date = the date by which the next Annual Renewal must be approved by the IACUC. Annual Renewals should be submitted approximately 30 days before this date in order to have the best chance of being approved in time to prevent expiration.
  • AUA 3 Yr Renewal Date (Proposed) = the estimated date by which the next 3 Year de novo Renewal should be approved by the IACUC. This date may or may not change in Year 3, and will be replaced with the AUA 3Yr Renewal Date (Actual) in the third year of the renewal cycle.
  • AUA 3 Yr Renewal Date (Actual) = the date by which the next 3 Year de novo Renewal must be approved by the IACUC in order to prevent the AUA from expiring.  (Once expired, the AUA cannot be reinstated; instead, a new AUA must be submitted and undergo a complete review in order to receive IACUC approval. Should that happen, all research must stop until the new approval is granted.)  3 Year de novo Renewals should be submitted at least 60 days before this date in order to have the best chance of the being approved in time to prevent expiration.
  • Funding Proposal ID* = ID number of a Funding Proposal which is linked to the AUA; displays in Section B2.0 of the AUA
  • Funding Proposal Type* = type of Funding Proposal (i.e. Federal, Federal Pass-through, For Profit, Non Profit, Internal, etc.); displays in Section B2.0 of the AUA
  • Funding Proposal Status* = Status of Funding Proposal which is linked to the AUA; displays in Section B2.0 of the AUA
  • Dept Funding Title* = Title of the Department Funding displayed in Section B1.0 of the AUA
  • Dept Funding Cost Center* = Cost Center of the Department Funding displayed in Section B1.0 of the AUA
  • Dept Funding Fund* = Fund of the Department Funding displayed in Section B1.0 of the AUA
  • Dept Funding Project Number* = Project Number of the Department Funding displayed in Section B1.0 of the AUA

*Note: Only one source of funding is displayed per row. Therefore, an AUA will display on as many rows as it has funding sources.

Open AllClose All
  Creating Reviewer Notes

Main Audience: Committee Member, Designated Reviewer, Vet Reviewer

eBridge will send an automated email notification when a submission has been assigned to a Designated Reviewer, Primary Reviewer, or Secondary Reviewer.

During the course of reviewing an animal submission – Animal Use Application (AUA), 3-Year de novo Renewal AUA, Animal Amendment (AA), or Annual Renewal (AR), IACUC reviewers may require clarification or correction to the submission before rendering a final decision. The reviewer should log Reviewer Notes in the appropriate section(s); these Reviewer Notes are logged and maintained for the IACUC and IACUC Office to view, but they are not accessible to the Principal Investigator (PI) or research community.

Instructions

  1. Log in to eBridge. For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. Locate the submission (AUA, 3-Year Renewal, AA, or AR) which was assigned to you for review. You can navigate to the submission either through the link provided in the email notification or from the eBridge Homepage.
    1. From the Email Notification:
      1. Select the AUA ID link in green letters from within the automated eBridge email notification. This link will navigate to the specific AUA, AA, or AR Workspace.
    2. From eBridge:
      1. Select My Home from the upper right portion of the screen.
      2. Select the IACUC Committee Member role from the left-hand column.
      3. Select the My Inbox tab.
      4. Select the Name in green letters to navigate to the AUA, AA, or AR Workspace identified in the email notification.
  3. Select View [type of submission] along the left-hand, gray-shaded column within the existing AUA, AA, or AR Workspace.
    1. If the submission is an AA, choose View Amendment and View Modified AUA to evaluate the content of the submission in its entirety.
  4. To log a Reviewer Note for the Principal Investigator (PI) to address in that particular SmartForm page, locate the yellow bar near the top of the screen entitled Reviewer Notes.
    1. Select the Add button to post a Reviewer Note.
    2. A new window will open with a text box for you to enter the question(s).
      1. Enter the question number (e.g. 3.0) that the note pertains to.
      2. Enter the content of the note.
    3. Click Ok to post the Reviewer Note.
    4. View the Reviewer Notes bar at the top of the SmartForm page to verify that the note was posted.
    5. Please note that any comments included as a Reviewer Note in eBridge are a part of the permanent record for that submission.
  5. Select Exit which will direct you back to the AUA, AA, or AR Workspace.
  6. When all Reviewer Notes have been logged and the review is complete, select Enter Reviewer Decision under My Activities along the left-hand, gray shaded column within the AUA, AA, or AR Workspace.
    1. A new window will open with a drop-down to elect the decision. If there are Reviewer Notes for the PI to address, please choose Request Changes.
    2. Click Ok.
  Using View Differences

Screenshot View Differences Button

Main Audience: Committee Member, Designated Reviewer, Vet Reviewer

The purpose of the View Differences feature is to provide a reviewer with snapshots of the modified SmartForm that quickly identify:

  1. Changes to the modified form
  2. Responses to change requests

Changes and responses are processed from Reviewer NotesView Differences allow a reviewer to compare the versions of modifications created at different times during the review process. The reviewer can view the changes made since he/she last requested changes, or all the changes since the originally-approved project. Imagine a circumstance where the study team makes modifications in addition to those in response to a Reviewer Change Request. How can the reviewer quickly evaluate all the changes to the SmartForm without examining the entire document for consistency? View Differences is the answer!

 

Instructions

  1. Navigate to the Workspace of the AUA, AA, or 3-Year de novo Renewal that you are assigned to review.
  2. In the upper left area of the workspace, select View Differences.

    Screenshot View Differences

     
  3. Select the version you want to compare to the most current changes.

    Show Changes made between Current Version (x.x) and   [Field with version - drop down menu] appears for you to select the appropriate version of the SmartForm. Your choice here will be compared with the version that has recently been edited, usually due to a Change Request. In most cases a reviewer will compare the current version (the one the PI/SS are editing) to the Original AUA Version (approved AUA).

    Screenshot Show Changes Made

     
  4. Confirm there is a check in the checkbox Limit Steps to Current SmartForm Path.
     
  5. Use the Changed Steps drop down menu to move to a selected section, or use the double arrows to navigate one step forward or backward. Do not navigate by using the reviewer note buttons. Changed Steps displays only the sections modified by the PI/SS and helps prevent the reviewer searching unchanged answers.
    1. If you use the reviewer note navigation buttons, Add, Delete, Previous, Next, you will unknowingly exit View Differences and be taken to the SmartForm section for that reviewer note. To re-enter View Differences, exit the SmartForm and from the workspace, select View Differences again.


      Screenshot Changed Steps

       
  6. Use the color coding and strikethrough features to identify modifications.
    1. Text in green was added in the most recent changes.
    2. Text in pink is this version's original text.
    3. Text with strikethrough has been deleted.

      Screenshot View Changes to AUA

       
  7. To exit an AUA or 3-Year de novo Renewal View Differences, use the Close button in the right area of the screen. You will return to the workspace of the AUA and 3-Year de novo Renewal.
    1. Complete the appropriate reviewer's activity, such as Enter Primary/Secondary Review, Submit Designated Review Decision, or in the case of the Vet Reviewer, Forward to IACUC Coordinator.
       
  8. To exit an AA (Animal Amendment) View Differences, use the Close button in the right area of the screen. You will return to the Modified AUA Workspace.
    1. Use the breadcrumb navigation to go back to the AA workspace.
    2. Complete the appropriate reviewer's activity, such as Enter Primary/Secondary Review, Submit Designated Review Decision, or in the case of the Vet Reviewer, Forward to IACUC Coordinator.
  Locating a Submission Not Listed in 'My Inbox'

A Committee Member may need to locate an Animal Use Application (AUA), Animal Amendment (AA), or Annual Renewal (AR) as part of a review.

Main Audience: Committee Member, Designated Reviewer, Vet Reviewer
 

Instructions

1. Confirm you are currently accessing eBridge using the role of IACUC Member by assuring the green bar in the top of the left navigation pane reads IACUC Member.

2. Select the tab for the type of submission you want to locate: AUA, AA, AR, or Joint Institution Submissions.

Screenshot My Roles

 

3. You can search for the submission by reading down the list of submissions or you can enter in the ID number or the State using the Filter By search function located above the list of submissions.

4. If you are just reading down the list, you can sort the list by the column headings in green: ID, Name (title of the submissions), State, Last State Change, and PI Last or First Name. The most useful will probably be State or the PI Last Name.

Screenshot Filtering for AUAs

 

5. If you are searching by ID, enter % followed by a part or all of the ID number. The % symbol is a wildcard, which means, something followed by. so, %216 means something followed by 216.

Screenshot Filtering AUAs

6. If you are searching by Name, use the drop-down to filter by Name instead of ID. Enter % followed by a word or phrase from the title of the AUA. It is important to use the exact spacing between words and exact spelling of the words. eBridge search functions are literal, so if the actual title has a spelling error, then when you search you must use that misspelling. It is not recommended to search by Name of the submission.

eBridge Animal Use: Submission States Guides

The image below is a high level view of the review process - start to finish. A State is the place in the review process where a submission rests, though not all States have activities associated with them.

IACUC States

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  Pre Submission

eBridge Inbox:

 PI and SS (with edit access)

Focus:

 Initiate the animal use submission, answer SmartForm questions, check for errors

Moving Forward:

 PI only - choose activity button "Submit [type of submission]"

 

  Department Review

eBridge Inbox:

 Department Reviewer (individual with role)

Focus:

 Evaluates/approves validity of the departmental funds associated with the AUA

Moving Forward:

 Department Reviewer enters decision - Changes Requested or Approve

 

  RSS Review

eBridge Inbox:

 Research Support Specialist (RSS) - an IACUC Office staff member

Focus:

 Conducts preliminary read-through for clarity and completeness

Moving Forward:

 RSS requests changes, forwards to Vet Review, or forwards to the IACUC Coordinator

 

  Vet Review

eBridge Inbox:

 Research Support Specialist (RSS) - an IACUC Office staff member

Focus:

 Conducts preliminary read-through for clarity and completeness

Moving Forward:

 RSS requests changes, forwards to Vet Review, or forwards to the IACUC Coordinator

 

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  IACUC Coordinator Review

eBridge Inbox:

 IACUC Coordinator - IACUC Office Staff Member

Focus:

Evaluates the animal use submission to determine route of review (Full Committee Review, Designated Review, or Administrative Processing*)

Moving Forward:

 IACUC Coordinator assigns reviewer(s) based on Pre Review feedback on behalf of the IACUC Chair (*Note: Some amendments may be processed administratively.)

 

  Pending Designated Member Review

eBridge Inbox:

 N/A

Focus:

Entire IACUC is notified via email and has ability to call for Full Committee Review (FCR)

Moving Forward:

Automatic timer transitions the submission to Designated Review OR an IACUC member sends to FCR

 

  Designated Review

eBridge Inbox:

 One IACUC member (as assigned)

Focus:

 Reviews and evaluates submission, including training & qualifications

Moving Forward:

 Designated Reviewer requests changes or enters decision for approval; alternatively, the reviewer sends to Full Committee Review

 

  In Designated Review Awaiting Letter

eBridge Inbox:

 IACUC Coordinator - IACUC Office staff member

Focus:

 Cross-check for completeness, publish change requests (if any)

Moving Forward:

 IACUC decision recorded in the History Log, IACUC Coordinator prepares decision letter and forwards it to the IACUC Chair (if applicable)

 

  Full Review

eBridge Inbox:

 Primary and Secondary Reviewers (Two IACUC  members, as assigned)

Focus:

 Review and evaluate submission, including training & qualifications

Moving Forward:

 Enters Primary or Secondary Review decision

 

  Review Processing

eBridge Inbox:

 IACUC Coordinator - IACUC Office staff member

Focus:

 Cross-check for completeness, publish change requests (if any) OR schedules for next available full committee meeting agenda

Moving Forward:

 Sends change requests to PI/SS OR schedules for next available full committee meeting

 

  In Full Committee Meeting

eBridge Inbox:

 IACUC Coordinator - IACUC Office staff member

Focus:

 Pending review at an IACUC meeting (date of meeting displayed in AUA/AA Workspace)

Moving Forward:

 Records IACUC deliberation notes and decision following meeting for the minutes; prepares decision letter and forwards to the IACUC Chair

 

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  Changes Requested By Reviewers and Committee

eBridge Inbox:

 PI/SS

Focus:

 Respond to change requests in AUA and modify AUA content accordingly

Moving Forward:

 PI or SS with edit access click "Submit Changes"

 

  Tabled

eBridge Inbox:

 PI and SS with edit access

Focus:

 Respond to change requests, modified AUA content

Moving Forward:

 PI or SS with edit access clicks "Submit Changes"; submission will be scheduled for the next available full committee meeting agenda

 

  Approved

eBridge Inbox:

 N/A

Focus:

 Documents approved animal research, PI/SS can initiate renewals and amendments

Moving Forward:

 AUA remains "Approved" until the PI chooses to terminate it or until the 3-Year Renewal Expiration Date (or Annual Renewal Expiration Date for USDA regulated species) occurs without re-approval by the IACUC

 

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  Terminated

eBridge Inbox:

 N/A

Focus:

 AUA was actively terminated by (or on behalf of) the PI; no animal activities may occur

Moving Forward:

 If the PI wishes to re-initiate animal research similar to that in the terminated AUA, the PI has the ability to copy the AUA or create a template; the terminated AUA will be maintained for historical purposes in eBridge for a minimum of 3 years

 

  Expired

eBridge Inbox:

 N/A

Focus:

 AUA expired at the time of renewal; no animal activities may occur

Moving Forward:

 If the PI wishes to re-initiate animal research similar to that in the expired AUA, the PI has the ability to copy the AUA or create a template; the expired AUA will be maintained for historical purposes in eBridge for a minimum of 3 years

 

Open AllClose All
  PDF version of IRB SmartForms (PRO, AME, CPR, RE) available for viewing or printing

Protocol (PDF 6/25/2016)

Amendment (PDF 6/25/2016)

Continuing Progress Report (PDF 6/25/2016)

Reportable Event (PDF 6/25/2016)

  Linking a Protocol to a Funding Proposal

Linking a PRO to a Funding Proposal

Main Audience: Principal Investigators, Proposal Team, Study Staff

When linking a Human Research Protocol (PRO) to a Funding Proposal (Grants & Contracts) budget within eBridge, you are identifying a funding source for your research. The actual linking in eBridge occurs within the PRO SmartForm and is a “real-time” connection. There are two sections to this document:

I. Step-by-Step Instructions
    Linking when in an editable state
    Linking when in a non-editable state
    Unlinking when in an editable state
    Unlinking when in a non-editable state

II. Conditions necessary to perform the linking
    What Budgets will be available to me when I perform the Linking/Unlinking activity?
    How do I determine the State of a PRO and if it is editable?
    How do I see who has Edit access to the PRO?

I. Step-by-Step Instructions

Linking a PRO to a Budget

If the PRO is in "Pre-submission" or "Changes Requested by..." (Explanation of editable States)

  1. Locate the Funding Proposal Budget ID
    1. If you do not have access to the Funding Proposal Budget, ask your PI or Department Administrator to find the Budget ID/Number for you.
    2. If you do have the Proposal Team role and at least View access, log in to eBridge and navigate to My Home (your Personal Workspace).
    3. From My Home Select the Proposal Team Role in the upper left area of the screen.
    4. Search for the Funding Proposal ID using the Filter by field, select the link and go to its Workspace. The budget link is located in the lower area of the Funding Proposal Workspace under the Budgets tab. Its ID/Number is to the left of its name (e.g. BU00000068). There may be more than one budget. As noted in the screen shot below, choose only the Budgets or the Budget Under Reconciliation. Make a note of the Budget ID/Number (NOT the Funding Proposal ID). 

      Budget Under Reconciliation Screenshot

       
  2. Navigate back to My Home
  3. Switch to the Study Staff role.
  4. Select the PRO from the Pre Submission or the Action Required tab.
  5. Select the Edit Study button in the upper left area of the Workspace. This button is only available when the PRO is in an editable state. When the PRO is in the Approved state, you need to create and submit an Amendment to complete the linking. (see instructions below)
  6. Use the Jump To menu and go to Section 11, Funding Source.
  7. From Question 11.1.2 select Add. A pop-up screen appears. 
  8. From Section A choose Select. In the Filter by select Budget ID. In the search field, type the % character as a wild card, then the Budget ID/Number you jotted down in Step 1.D, using the format %43. Select Go.

    Funding Proposal Page 11
     
  9. When the results appear, check the radio button next to the one you noted and select OK. If you do not find the Budget you need, make sure the Conditions are met (see Section II below). You may also contact Help-eBridge@mcw.edu for assistance. Note the new feature of additional columns of information that appear when searching for your budget.
  10. Select Save and Exit from the PRO SmartForm. This returns you to the PRO Workspace.
  11. The link will also appear in the "Funding Proposal Workspace" under the Project Information Links in the center area of the screen. Select Link from Grant to IACUC/IRB Status. It is also viewable from the Budget SmartForm Page U, Question 4.0.
    FP Project Info Links Screenshot
     

If the PRO is in the state of Approved (non-editable state)

  1. Complete steps 1 - 3 above.
  2. Select the PRO from the Human Projects tab to go to the PRO Workspace.
  3. Select the activity Open New Amendment.

    Amendment Screenshot
     
  4. Complete the Amendment SmartForm.  Save and Exit to the Amendment Workspace.
  5. The PRO will begin the copying process - this may take a few minutes.
  6. When copying is complete, select View/Edit Study.
  7. Complete steps 6 - 11 above.
  8. From the Amendment workspace, select Submit to IRB

Unlinking a PRO from a Budget

If the PRO is in Pre-submission or Changes Requested (editable States)

  1. Go to the PRO SmartForm, Section 11, Question 11.1.2
  2. Click on the Delete button to remove the link. Click OK.  (see screen shot below)
  3. Click the Save button.
  4. Click Exit to return to the PRO Workspace.
  5. Check that the PRO is removed from the Budget by reviewing the Project Information Links in the "Funding Proposal Workspace." If the PRO still shows, contact Help-eBridge@mcw.edu for further assistance.

    Funding Proposal Screenshot Add Funding

     

If the PRO is in the state of Approved (non-editable state)

  1. Select the activity Open New Amendment from the PRO Workspace.
  2. Complete the Amendment SmartForm, Save and Exit to the Amendment Workspace.
  3. The PRO will begin the 'Copying' process - this may take a few minutes.
  4. When 'Copying' is complete, select View/Edit Study.
  5. Follow the steps 1 - 5 above.
  6. From the Amendment Workspace, select Submit to IRB

II. Conditions for Creating a Link to a Budget of a Funding Proposal

  • The PRO must be in an editable State, such as Pre-submission or Changes Requested. If the PRO is in an approved State, an Amendment must be created. 
  • A Funding Proposal can be linked while in any state.
  • The Study Staff or the PI performing the linking must have edit access to the PRO. 

A. What Budgets will be available to me when I perform the Linking/Unlinking activity?

The Study Staff and PI will see a Funding Proposal budget in the list if either of the following is true:

  1. The PI on the PRO is the PI or Key Personnel on the Funding Proposal.
  2. The PI on the Funding Proposal is a Study Staff on the PRO.
     

B. How do I determine the "State" of a PRO and if it is editable?

A PRO is editable by the PI or Study Staff if:

  • It is in the State of Pre-submission.

OR

  • If changes have been requested during the Workflow and the PRO is back in your Action Required tab.

From the PRO Workspace, look in the upper left area of the screen. The Current State is in the green bar. Below the green bar you will see Printer Friendly Version or View/Edit Study.

If you see Printer Friendly Version under the green bar, the PRO is not editable and you will have to wait until either the Workflow brings it back to your Action Required tab for changes, or, if Approved, you will have to open an Amendment to edit the PRO and complete the linking. 

Screenshot Current State
 

C. How do I see who has Edit access to the PRO?

  • Those with Edit access will be listed in the PRO SmartForm, Section 2.1.
     

Back To Top 

 

  Why does the PI have to submit the study, CPR, amendment, or reportable event?

The PI has to submit initially because he/she must attest to the project's accuracy. The PI is personally responsible for the project and all its related activities. After the initial submission, if the project requires changes, anyone on the study team (with edit access) may resubmit following editing.

  Changing the PI on a human research project

If the PI is no longer employed at MCW, have one of the Project Team Members listed on the PRO with edit access open an amendment. Use the View/Edit Modified Study in the AME Workspace. Change the PI in question 1.3. Select Save and Exit the SmartForm. The new PI will now have the activity to submit the AME.

Once the AME is approved, the new PI is listed in the PRO. During the approval process the new PI will not be able to edit the study.

Once the AME is approved, the new PI is listed in the PRO. During the approval process the new PI will not be able to edit the study.

  Why does the department have to review new studies?

The department has to review new studies to attest that the faculty member submitting the research project is in good standing, and that the department is willing to commit the resources necessary for conducting the research.

  Using Hide/Show Errors to Check for SmartForm Errors

Using Hide/Show Errors

Main Audience: All eBridge Users

Before the Principal Investigator submits the funding proposal in eBridge for institutional approvals, the Funding Proposal, Primary Budget, Detailed Subcontract and SF424 SmartForms should be verified and corrected for errors.

Roles:  Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.

From the Funding Proposal SmartForm:

  1. From the "Funding Proposal Workspace", select the Edit Funding Proposal button from top-left corner to navigate to the Funding Proposal SmartForm.
  2. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  3. For each error, select the associated Jump To link and make the appropriate corrections.
  4. To remove the corrected error from the Error/Warning Messages section, select Save in the Jump To menu & then select the Refresh button on the right side of the Error/Warning Messages section.
  5. When all errors are corrected, select Exit and Save.

From the Budget SmartForm:

  1. From the Funding Proposal Workspace, scroll down, and from the Budgets tab, select the SmartForm [Open] drop-down menu and select T. Budget General to navigate to the first page of the Budget SmartForm.
  2. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  3. For each error, select the associated Jump To link and make the appropriate corrections.
  4. To remove the corrected error from the Error/Warning Messages section, select Save in the Jump To menu & then select the Refresh button on the right side of the Error/Warning Messages section.
  5. When all errors are corrected, select Exit and Save.

From the Detailed Subcontracts SmartForm (if applicable):

  1. From the Funding Proposal Workspace, scroll down, and from the Budgets tab, select the budget's Name link to navigate to the Budget Workspace.
  2. Select the Subcontracts tab.
  3. At the bottom of the Subcontracts tab, select each subcontractor's Name link.
  4. From each Subcontract Workspace, select the Edit Subcontract Budget button from the left column to navigate to the Subcontract SmartForm.
  5. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  6. For each error, select the associated Jump To link and make the appropriate corrections.
  7. To remove the corrected error from the Error/Warning Messages section, select Save in the Jump To menu and then select the Refresh button on the right side of the Error/Warning Messages section.
  8. When all errors are corrected, select Exit and Save.

 From the SF424 SmartForm (if applicable):

  1. Generate a SF424, if not already done, by selecting the View SF424 link from the left column in the Funding Proposal Workspace. Select OK.
  2. In the middle of the Funding Proposal Workspace, from the Submissions to Sponsor section, select the [Open] drop-down menu, and select the first page to navigate to the SF424 SmartForm. 
  3. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  4. Extend the Error/Warning Messages section from the top to view the entire Error/Warning Message section. 
  5. Using the Alt + Print/Screen keys on your keyboard, print the page.
  6. Go back to the Funding Proposal SmartForm and/or Budget SmartForm to make the appropriate corrections.
  7. Re-generate the SF424 application by selecting the View SF424 link from the left column.
  8. Confirm that all errors were corrected by following Steps #2 - #3 above. If not all errors are corrected, continue following the remaining steps above, #4 - #7.
  Accessing information from a withdrawn amendment
  1. Locate and open the project. From the Study Workspace, select the Amendments tab. All amendments for the study are located under this tab. Select the withdrawn amendment. From the Amendment Workspace, and from the left column, select the Printer-Friendly Version button below the View Amendment button to copy and paste desired information into the new Amendment SmartForm.
  2. Information from the modified study of the withdrawn amendment can be copied and pasted into the modified study of the new amendment by selecting the Printer-Friendly Study button below View Study History.

    “Printer-Friendly Study” button
  When can I use the Update My Approved Study activity?

You can use the Update My Approved Study activity in an approved protocol to make changes to the Project Team Members listed in Section 2 of the Study SmartForm. You can also use this activity to update the phone/pager number. This activity is available regardless of whether an amendment or conversion CPR is open, and either the Principal Investigator (PI) or a project team member with edit access can use it. Some changes are automatically made in the SmartForm and other changes are routed for IRB Staff Review.

  CITI Training Report

CITI Training Report

Main Audience: Human Research Training Administrators (assigned per department)

Instructions to Locate, Display and Interpret the Report

  1. Log in to eBridge.
  2. Click on the Reports link in the upper green navigation area. (Image 1)
  3. Click on the RP-Human Research Reports Link under the Researcher Profile Training Reports section.
  4. Click on the Human Subject Protection Training link. (Image 2)
  5. In the report workspace, there are several drop-down menus that enable you to tailor the information you wish to access.
    a) Select the Department(s) - if you are Human Research Training Administrator for multiple departments.
    b) Select the Division(s) - if applicable. The default is to include all Divisions within the Department.
  6. Click View Report on the far right of the screen. (Image 3)
  7. Once the data displays on your screen, you have the option to export it to multiple formats, including Excel.
  8. To export to Excel:
    a) Click the down arrow from the export icon. (Image 3)
    b) Select Excel.
    c) Select Open in the pop-up window.
    d) Select Save.

Image 1

Screenshot Researcher Profile

 

Image 2

Screenshot Researcher Profile Reports

 

Image 3

Screenshot Reports

 

Interpreting the Report Data

After clicking the View Report button within the report workspace, nine columns of data display, five of which are sortable (in green). If you choose to download the report to Excel, you can sort the data by any column. The eight columns are:

  1. NO - this gives you a number count of entries from the report options.
  2. Last Name
  3. First Name
  4. Department
    This is the department of the person as listed in eBridge.
  5. Division
    This is the division of the department as listed in eBridge. Not all departments have divisions, so this could be blank.
  6. CITI Curriculum
    a) Human Research - Required by the MCW IRB
    b) RCR - Responsible Conduct of Research - Optional, but may be required by a research team member's department or division
    c) GCP - Good Clinical Practices - Optional, but may be required by a research team member's department or division
  7. CITI Group
    There are three types of entries in this column:
    1) Learning Group # - Indicates the training in this group # is current (not expired). This is the MCW defined CITI course completed by the listed individual. The Learning Group is chosen by the individual for its relevance to his/her role and responsibility in the design, conduct, or review of IRB approved human subject research.
    2) No eBridge training record found - No CITI training was found in eBridge. There could be technical issues for this entry, such as eBridge does not have the individual's CITI ID. Contact the eBridge Help Desk for assistance.
    3) Expired - for those whose CITI certification has expired.
  8. Expiration Date - This is the date that the "listed" CITI Group expires. An individual may have more than one CITI Group. To maintain CITI certification, each individual is required to complete a CITI Refresher course every three years after initial certification.
  9. Email Address - The individual's email address as listed in eBridge.
  IRB Departmental Reports

IRB Departmental Reports

Main Audience:  ADR - Authorized Department Representative

Instructions

Accessing the Reports:

  1. Log in to eBridge.
  2. Go to the My Department Reports tab on the PDA Home Page.
  3. Under the IRB Section, click Report.
  4. Select either:
    1. IRB Protocols – Approved
    2. IRB Protocols – Presubmission
    3. IRB Protocols – Expiring or Expire
  5. In the top area, there are three drop-down menus that enable you to tailor the information you wish to access.
    1. Select the Department or Departments (if you are PDA for multiple departments).
    2. Select the Division(s) (if you wish to focus the report). The default is to include all Divisions within the Department.
    3. Select the time period you would like to access data for by using the Start and End Dates.
      1. The default start date is 12/31/2005 (you can adjust this back for projects approved prior to 2005)
      2. The default end date is today
  6. Select View Report on the far right of the screen.
  7. Once the data appears on your screen, you have the option to review it there or export it to Excel
  8. To export to Excel
    1. Click the down arrow by this icon.  Screenshot report icon
    2. Select Excel.
    3. Select Open in the File Download popup window.

 

Interpreting the Reports:

The report displays the following information for each PRO in the various reports that were selected. Please note that not all the fields are present in each report:

  • IRB ID = PRO ID #, e.g. PRO00000001
  • IRB Title = Title of the PRO
  • Status = State of the PRO (i.e. Approved, Expired, or Presubmission)
  • PI Last Name
  • PI First Name
  • Division = PI’s division within the department
  • Department = PI’s department
  • Review Type = Identifies the type of review that project received (Full IRB review, Expedited, Exempt)
  • Committee = Identifies which IRB Committee has reviewed the project (#1-4 are full Committees and #5 is minimal risk) Date Originally Approved Date = date that the PRO was originally approved by the IRB
  • Approved Date = the most recent approval date from the IRB (or re-approval date) 
  • Expiration Date = the date by which the next Continuing Progress Report (CPRs) must be approved by the IRB. CPRs should be submitted approximately 60 days before this date in order to have the best chance of being approved in time to prevent expiration.
  • Project Type = Clearly identifies a project as one of the following:
    • Research Study,
    • Research Study + Distant Bank,
    • Research Study + Local Bank,
    • Local Bank,
    • Treatment Use,
    • Emergency Use
    • NCI-CIRB (available once NCI-CIRB review process is approved)
  • Project Descriptors = Identifies key components of a project.  Descriptors are the following:
    • Community
    • Deceased
    • Expedited/Exempt
    • FDA IND
    • FDA IDE
    • FDA Biologic
    • FDA Other
    • International
    • Intervention
    • Lab Work
    • Multi-Site
    • Planned Emergency
  • Study Type = Pulls information from question 4.1 in the PRO SmartForm. Typically provides additional aspects about a project, and may contain some carryover data from SmartForm V1
  • Funding Source = Indicates whether a project is receiving funding (Yes or No)
  • FP ID = Identifies the FP# linked to the project
  • FP Type = Identifies the type of Funding Proposal
    • Federal,
    • Federal Pass-Through,
    • For Profit,
    • Internal,
    • Local,
    • Non-Profit,
      State
  • Intervention = Pulls from question 3.1.2 in the PRO SmartForm to indicate if the project involves an intervention (Yes or No)
  • FDA Phase = Pulls from question 4.2 in the PRO SmartForm, and identifies the phase of the study (I, II, III, IV)
  • Drug/Device/Biologic = Indicates if the project contains an FDA regulated Drug, Device or Biologic
  • MCW Coord Center =  Indicates if MCW is serving as the Coordinating Center for the project
  • Ancillary Review = Indicates which additional institutional reviews are required with this project
  • Safety Review =  Indicates which safety reviews are required with this project
  • Contribute to Banks – ID = The PRO ID number of a bank. This is only for projects which indicate they contribute to a MCW/FH IRB approved bank.
  • Contribute to Banks – Title = The title of the identified bank (Contribute to Bank – ID), the project is contributing data or specimens. 
  • Access Banks – ID = The PRO ID number of a bank. This is only for projects which indicate they are accessing a MCW/FH IRB approved bank.
  • Access Banks – Title = The title of the identified bank (Access Banks – ID), the project is accessing or obtaining data or specimens.
  What is a bank?

A bank is a collection of data, information, and/or different types of bio specimens, in which the contributing subjects have consented to future unspecified research so that the bank contents can be used without re-consenting subjects. 

  What is the difference between a local and distant bank?

The terms local and distant refer to control of the bank rather than geographic location. Local banks are under the supervision of the MCW IRB, and managed by an MCW PI, regardless of their geographic location. Distant banks are not under the control and supervision of MCW. 

 

  Who can access an existing bank?

The PI in charge of the bank defines who has access by filing bank policies and procedures with the IRB. To access a bank a researcher needs to have the permission of the bank’s PI, as well as MCW IRB approval. If a PI wishes to change the criteria for those allowed access to the bank, an Amendment to the Banking Protocol will need to be submitted. 

  Is there a one-to-one relationship between a bank and a project?

No. A project can access or contribute to multiple banks. Likewise, a bank may allow access for multiple projects as well as receive contributions from multiple projects and other banks.

  Does a bank need to have a status of Approved in order for it to be selected in eBridge for contributions or access?

No, a bank can be selected in eBridge in any state. However, new entries under the tabs Contributing to Bank and Accessing the Bank will not appear until the bank is in an Approved state. (Note: the availability of the tabs is dependent upon the banking project version as well.) 

Open AllClose All
  NIH Submission Timeline

Click on the link to review a brief presentation about the changes to the eBridge Funding Proposal Module from October of 2016.

NIH Submission Timeline

  Update Funding on an Approved AUA

Main Audience: Principal Investigator & Study Staff

A. Update Funding on an Approved AUA

When updating funding on an approved AUA, you are identifying a funding source for your approved research. The actual linking in eBridge occurs from the Approved AUA Workspace activity, Update Funding. This activity provides a “real-time” connection and also displays in the Funding Proposal Workspace and SmartForm.

 

Update Funding Button Activity

Steps

  1. Navigate to the Approved AUA Workspace.
  2. Select the Update Funding activity from the left side of the Workspace.
  3. A pop-up appears with the following four questions:

    *1.0 Do you want to add department funds?
    Yes/No. This is a required question, and if you select YES, the AUA will route to your Department Approver to enter department funding information.

    2.0 List all current and pending funding sources managed through MCW.......
    There are two sections in this pop-up: A) Link a Funding Proposal in eBridge to your AUA; and B) Identify a funding source that is managed by MCW, but not in eBridge.

    Update Funding Activity
           

    3.0 For funding sources not managed through MCW, list all sources and institutions.

    *4.0 Have all animal activities described in the federally funded grants listed above been accurately described in this AUA.....This is a required question. YES/NO/NA. If the funding listed in the previous three questions are not federal funds, e.g. departmental, internal, non-profit, for-profit, the answer is N/A.
     
  4. After selecting your choice(s), click on the OK button at the bottom of the pop-up screen.
     
  5. You may experience error messages if:
     - Required questions are not answered
     - All funding is removed/no funding is listed in B1.0 - B3.0
     - Question B4.0 is answered inappropriately based on the entries in B2.0 and B3.0

History Log Entry
After completing the Workspace activity to update your funding sources, a summary of the requested changes displays in the History Log on the Workspace. The History Log will also tell you if the changes you requested require review or will be immediately applied. Turnaround time is typically one business day if the request requires review.

  • Changes requiring review:
  • Add department funding
  • Add funding to B2.0 or B3.0
  • Remove funding from B2.0 or B3.0, but other funding still remains in either section
     
  • Changes that are immediately applied:
  • Remove department funding
  • Remove all the funding from B2.0 or B3.0, but department funding (previously approved) is still listed in B1.0
  Add Funding to Section B of a New AUA

Main Audience: Principal Investigator & Study Staff

Add Funding to a New AUA

Funding sources are identified in Section B of the AUA SmartForm. The actual linking in eBridge provides a “real-time” connection and also displays in the Funding Proposal Workspace and SmartForm.

Steps

  1. Navigate to Section B in the AUA SmartForm.
  2. There are four questions:

    *1.0 Do you want to add department funds?
    Yes/No. This is a required question, and if you select YES, the AUA will route to your Department Approver to enter department funding information.

    2.0 List all current and pending funding sources managed through MCW.......
    There are two sections in this pop-up: A) Link your AUA to a Funding Proposal in eBridge; and B) Identify a funding source that is managed by MCW, but not in eBridge.
          Add Funding Section B

    3.0 For funding sources not managed through MCW, list all sources and institutions.

    *4.0 Have all animal activities described in the federally funded grants listed above been accurately described in this AUA.....This is a required question. YES/NO/NA. If the funding listed in the previous three questions are not federal funds, e.g. departmental, internal, non-profit, for-profit, the answer is N/A.
     
  3. After selecting your choice(s), click on the OK button at the bottom of the pop-up screen.
     
  4. You may experience error messages if:
     - Required questions are not answered
     - No funding is listed in B1.0 - B3.0
     - Question B4.0 is answered inappropriately based on the entries in B2.0 and B3.0
     
  5. SAVE the page or select the Continue button.

 

  Linking a Protocol to a Funding Proposal

Linking a PRO to a Funding Proposal

Main Audience: Principal Investigators & Proposal Team

When linking a Human Research Project to a Funding Proposal (Grants & Contracts) budget within eBridge, you are identifying a funding source for your research. The actual linking in eBridge occurs within the PRO SmartForm and is a “real-time” connection. There are two sections to this document:

I. Step-by-Step Instructions
    Linking when in an editable state
    Linking when in a non-editable state
    Unlinking when in an editable state
    Unlinking when in a non-editable state

II. Conditions necessary to perform the linking
    What Budgets will be available to me when I perform the Linking/Unlinking activity?
    How do I determine the State of a PRO and if it is editable?
    How do I see who has Edit access to the PRO?

I. Step-by-Step Instructions

Linking a PRO to a Budget

If the PRO is in "Pre-submission" or "Changes Requested by..."

  1. Locate the Funding Proposal Budget ID
    1. If you do not have access to the Funding Proposal Budget, ask your PI or Department Administrator to find the Budget ID/Number for you.
    2. If you do have the Proposal Team role and at least View access, log in to eBridge and navigate to My Home (your Personal Workspace).
    3. From My Home Select the Proposal Team Role in the upper left area of the screen.
    4. Search for the Funding Proposal ID using the Filter by field, select the link and go to its Workspace. The budget link is located in the lower area of the Funding Proposal Workspace under the Budgets tab. Its ID/Number is to the left of its name (e.g. BU00000068). There may be more than one budget. As noted in the screen shot below, choose only the Budgets or the Budget Under Reconciliation.

      Screenshot linking PRO to Budget

       
  2. Navigate back to My Home.
  3. Switch to the Study Staff role.
  4. Select the PRO from the Pre Submission or the Action Required tab.
  5. Select the Edit Study button in the upper left area of the Workspace. This button is only available when the PRO is in an editable state. When the PRO is in the Approved state, you need to create and submit an Amendment to complete the linking. (see instructions below)
  6. Use the Jump To menu and go to Section 11, Funding Source.
  7. From Question 11.1.2 select Add. A pop-up screen appears.
  8. From Section A choose Select. In the Filter by select Budget ID. In the search field, type the % character as a wild card, then the Budget ID/Number you jotted down in Step 1.D, using the format %43. Select Go.

    Screenshot Linking Page 11
     
  9. When the results appear, check the radio button next to the one you noted and select OK. If you do not find the Budget you need, make sure the Conditions are met (see Section II below). You may also contact Help-eBridge@mcw.edu for assistance. Note the new feature of additional columns of information that appear when searching for your budget.
  10. Select Save and Exit from the PRO SmartForm. This returns you to the PRO Workspace.
  11. The link will also appear in the Funding Proposal Workspace under the Project Information Links in the center area of the screen. Select Link from Grant to IACUC/IRB Status. It is also viewable from the Budget SmartForm Page Human Subjects.
    Screenshot Project Info Links
     

If the PRO is in the state of Approved (non-editable state)

  1. Complete steps 1 - 3 above.
  2. Select the PRO from the Human Projects tab to go to the PRO Workspace.
  3. Select the activity Open New Amendment.

    Screenshot Creating Amendment
     
  4. Complete the Amendment SmartForm. Save and Exit to the Amendment Workspace.
  5. The PRO will begin the copying process - this may take a few minutes.
  6. When copying is complete, select View/Edit Study.
  7. Complete steps 6 - 11 above.
  8. From the Amendment workspace, select Submit to IRB.

Unlinking a PRO from a Budget

If the PRO is in Pre-submission or Changes Requested (editable state)

  1. Go to the PRO SmartForm, Section 11, Question 11.1.2.
  2. Click on the Delete button to remove the link. Click OK. (see screen shot below)
  3. Click the Save button.
  4. Click Exit to return to the PRO Workspace.
  5. Check that the PRO is removed from the Budget by reviewing the Project Information Links in the Funding Proposal Workspace. If the PRO still shows, contact Help-eBridge@mcw.edu for further assistance.

    Screenshot Unlinking

     

If the PRO is in the state of Approved (non-editable state)

  1. Select the activity Open New Amendment from the PRO Workspace.
  2. Complete the Amendment SmartForm, Save and Exit to the Amendment Workspace.
  3. The PRO will begin the Copying process - this may take a few minutes.
  4. When Copying is complete, select View/Edit Study.
  5. Follow the steps 1 - 5 above.
  6. From the Amendment Workspace, select Submit to IRB.

 

II. Conditions for Creating a Link to a Budget of a Funding Proposal

  • The PRO must be in an editable State, such as Pre-submission or Changes Requested. If the PRO is in an approved State, an Amendment must be created.
  • A Funding Proposal can be linked while in any state.
  • The Study Staff or the PI performing the linking must have edit access to the PRO.

A. What Budgets will be available to me when I perform the Linking/Unlinking activity?

The Study Staff and PI will see a Funding Proposal budget in the list if either of the following is true:

  1. The PI on the PRO is the PI or Key Personnel on the Funding Proposal.
  2. The PI on the Funding Proposal is a Study Staff on the PRO.
     

B. How do I determine the State of a PRO and if it is editable?

A PRO is editable by the PI or Study Staff if:

  • It is in the State of Pre-submission.

OR

  • If changes have been requested during the Workflow and the PRO is back in your Action Required tab.

From the PRO Workspace, look in the upper left area of the screen. The Current State is in the green bar. Below the green bar you will see Printer Friendly Version or View/Edit Study.

If you see Printer Friendly Version under the green bar, the PRO is not editable and you will have to wait until either the Workflow brings it back to your Action Required tab for changes, or, if Approved, you will have to open an Amendment to edit the PRO and complete the linking.

Screenshot Printer Friendly Version
 

C. How do I see who has Edit access to the PRO?

  • Those with Edit access will be listed in the PRO SmartForm, Section 2.1.
  PI Proxy Functionality

PI Proxy functionality allows a PI to designate a proxy to perform activities on the PI's behalf on a per Funding Proposal basis.

  • Update PI Proxy activity available in all states up to Pending Sponsor Decision
  • Update PI Proxy available for all FP types except continuations
  • Individual nominated to serve as proxy must accept or decline role via Respond to Proxy Request activity
  • Proxy can perform all activities of the PI except Update PI Proxy and Agree to Participate
  • Proxy status on a Funding Proposal can be added or removed at any time
  • Individuals serving in the proxy role on a Funding Proposal will be listed in the Project Information Links section of the FP Workspace
  • Below are the images of the icons for the new activity

Screenshot PI Proxy Activity Button

Screenshot Respond to Proxy Request Activity Button

Screenshot Project Info Links

  Budget Page: Personnel Cost Calculations

Funding Proposal Budget Salary Calculations

Main Audience: Budget Specialist, Authorized Department Representative, Principal Investigator

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.

    Screenshot Inflator Field
     
  • 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

Screenshot Compensation Schedule Example

  • 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 day 15 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 day 15 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
  Creating a New Funding Proposal

Creating a New Funding Proposal

Main Audience: Principal Investigators & Proposal Team

The Funding Proposal is the first step in completing a funding application in eBridge for all types of funding mechanisms.

Roles: Principal Investigator (PI), PI Proxy, Proposal Team (PT)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen to access your Personal Workspace.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. From the left-hand column, select New Funding Proposal button.
  4. In the Funding Proposal SmartForm, respond to all questions and select Continue to navigate to the next page.
    A. All questions with a red asterisk require a response.
    B. Use the Select/Add buttons to add names.
    C. Use the drop-down menu to select from a list.
    D. To remove a selected response, select the Clear or Delete button.
  5. Refer to the Help Text in the right-hand column to guide responses.
  6. Upload attachments as required by the funding mechanism by selecting Add button.
    A. When a Submit a Document screen opens, select the Browse button, and locate & select the attachment from your computer.
    B. Select Open and the document populates the File field.
    C. Select OK. The document is attached.
  7. On the General Proposal Information page, carefully select the appropriate responses. These responses indicate the application type and determine the next set of pages and questions.
  8. When all pages are complete, select Exit to return to the Funding Proposal Workspace.
  9. From the left column, select Send Agree to Participate Instructions to OFS link to notify MCW personnel to Agree to Participate.

If you wish to save your work and return to complete the Funding Proposal later:

  1. Select Exit from the menu at the top of the screen to navigate to the Funding Proposal Workspace.
    A. Select Yes if prompted to save changes before exiting the SmartForm.
    B. When you return to the Funding Proposal Workspace, select logoff located in the upper right corner.

To return to the Funding Proposal after logging off:

  1. After logging back in to eBridge, select My Home from the upper right-hand corner.
  2. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  3. Select Edit Funding Proposal from the left-hand column.
  4. From the Jump To: drop-down menu located near the top center of the screen, navigate to the appropriate pages to complete the Funding Proposal SmartForm.
  Removing All Additional Personnel from a Funding Proposal

Removing All Additional Personnel from a Funding Proposal

Main Audience: Principal Investigator & Proposal Team

In the Funding Proposal SmartForm, on the Investigator Information page, Question #6 reads – Are there other MCW or Non-MCW Personnel associated with this Funding Proposal Project? If you answer Yes to this question, eBridge automatically includes the Personnel page.

If you later decide to remove everyone you listed on the Personnel page, simply delete them and save the page. Now you must go back to the Investigator Information page and respond No to Question #6.

For further assistance, please contact the eBridge Help Desk help-ebridge@mcw.edu

  Agree to Participate Instructions

Agree to Participate

Main Audience: Principal Investigators & Study Staff

All MCW Personnel who will be included on the Budget must Agree to Participate. When personnel Agree to Participate, they are:

  • Agreeing to participate on the project
  • Agreeing their salary information will be available to the PI, BS, & ADR
  • Indicating they have read and understood the MCW Financial Conflicts of Interest in Research Policy
  • Indicating whether they, their spouse or domestic partner, and/or dependent children have any significant financial conflicts of interest (SFI)

If there is a Significant Financial Interest (SFI), personnel must complete and upload a current and accurate version of the Description of Significant Financial Interest(s) form to their Researcher Profile before they can complete the Agree to Participate activity.

Roles: Principal Investigator (PI), Other MCW Faculty/Staff (OFS)

Steps - Complete SFI Form (if applicable):

  1. After logging into eBridge, and from your My Home Workspace, select My Researcher Profile.
  2. From your Researcher Profile Workspace, and from the center of the screen, select the Link to Significant Financial Interests in Research Form.
  3. Review the Instructions and select the SFI Form. Save and then Open the form.
  4. Complete the Description of Significant Financial Interest(s) form.

Steps - Upload Completed SFI Form (if applicable):

  1. After logging into eBridge, and from your Personal Workspace, select My Researcher Profile
  2. From the Researcher Profile Workspace, and from the left column, select the Upload Significant Financial Interest activity.
  3. In the popup window, select the Add button to upload the completed SFI form.
  4. Select OK.

Steps - Agree to Participate:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. From the Funding Proposal Workspace, select the Agree to Participate activity from the left-hand column.
  5. Select the appropriate radio buttons, and select OK.

 

Send Agree to Participate Instructions to Other MCW Faculty/Staff

Main Audience: Principal Investigator & Proposal Team

All MCW personnel who are included on the Budget will receive an email notification with information on how to Agree to Participate. Personnel need to Agree to Participate for each funding application in which they are on the budget. Personnel are agreeing their salary information is available to the Principal Investigator (PI), Budget Specialist (BS) and Authorized Department Representative (ADR). They are also indicating whether they, their spouse or domestic partner, and/or dependent children had any significant financial interests (SFI).

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox tab.
  4. Select the Send Agree to Participate Instructions to OFS link in the left column:
    1. Select OK. The window closes.
    2. The email notification to Agree to Participate is now sent to all MCW personnel on the budget.
  Creating a Budget

Budget

Main Audience: Budget Specialist

eBridge automatically generates a Primary Budget for the Funding Proposal once the page General Proposal Information of the funding proposal is completed and saved. Only the Principal Investigator, Budget Specialist, and the Authorized Department Representative have full access to the budget that includes detail salary information. Proposal Team members have limited access to salary information, but are able to edit the budget.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposal tab.
  4. Scroll down to the bottom of the Funding Proposal Workspace page to find the Budgets tab that lists the budget created as part of this funding proposal.
  5. Select the Name of the budget to access the Budget Workspace, OR, select the [Open] link to access the Budget SmartForm pages directly.
    A. If the Name link was selected, the Budget Workspace page opens.
    B. Select the Edit Budget button from the top left corner.
  6. Complete the appropriate budget pages and either select Continue to move to the next page, or select the Jump To menu to navigate directly to a specific budget page:
    A. All questions with a red asterisk require a response.
    B. Use the drop-down menu to select from a list.
    C. Use the Select/Add button to add a name as a response to a question or to complete field information.
    D. To remove an individual from a list, select Remove to the right of the name.
    E. On the General Budget Information page, for Questions 3.0 & 4.0, either eBridge will automatically populate the F&A Rate & Base as determined by the type of program & location of the project identified in the funding proposal, or a Rate and Base will need to be selected on this page.
    F. If Human Subjects were selected in the funding proposal as a compliance category, the Human Subjects page will be added to the budget pages to complete.
    G. If Vertebrate Animals were selected in the funding proposal as a compliance category, the Vertebrate Animals page will be added to the budget pages to complete.
    H. Beginning with the Personnel page through the Subawards page, complete the appropriate budget pages (referred to as grids).
    I. Each budget page will display a Budget Summary at the top of the page, and the actual budget grid directly below. Only the budget grids can be edited. The Budget Summary section will update when the page is saved.
    J. The NIH salary cap is applied to the salary calculations in each period when applicable.
    K. The Inflator field entry determines 2nd and subsequent periods % increase. It does not affect the first period of the budget.
    L. Note some budget pages (grids) may have tips under the page heading in blue font.
    M. Note that some budget pages (grids) will include an inflation rate and others will not.
  7. To validate for Budget SmartForm errors, see the Hide/Show Errors instructions.
  8. After the budget information is complete, a notification, Send ADR Notification to Approve Effort, needs to be sent. This notification sends an email to the ADR (Authorized Department Representative) of the PI, and to the ADR of OFS (Other Faculty & Staff) requesting them to approve effort for their faculty and staff on the budget. The activity is located in the left column of the Funding Proposal Workspace.
  Subcontract Budget

 

Creating a Subcontract Budget

Main Audience: Budget Specialist

The subcontract budget is accessible from the funding proposal to which it is associated. Depending upon if the Sponsor/Agency requires a detail budget or not will affect where you will create a subcontract budget.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Name of the funding proposal to navigate to the Funding Proposal Workspace.
  4. Scroll down to the bottom of the funding proposal workspace page to find the Budget tab that lists the budget created as part of this funding proposal:
    1. When the Sponsor/Agency requires a detail budget, select the Name of the budget to access the Budget Workspace:
      1. Select the Subcontracts tab.
      2. Scroll down to the bottom of the Budget Workspace page to find the subcontract(s).
      3. Select each subcontract Name to access the Subcontract Workspace.
      4. Select the Edit Subcontract Budget button from the left-hand corner.
      5. Complete the appropriate budget pages for the subcontract.
      6. To validate for the Subcontract SmartForm errors, see the Hide/Show Errors instructions.
         
    2. When the Sponsor/Agency doesn’t require a detail budget, select SmartForm [Open] drop-down menu and select the Subawards page:
      1. Complete the page by entering the Direct and Indirect costs for each period
      2. Upload the Subcontractor’s detailed budget by clicking on the Detailed Budget Attachment Add button. (Note: MCW requires a detailed budget. Upload the detailed budget from the subcontractor.)
      3. To add additional subcontractors, use the Jump To drop-down menu to navigate to the Budget General Information page and add additional subcontractor(s) to Question 6.1.
      4. Repeat the above steps B.i - B.ii for the subcontract just added.
  Hide/Show Errors - Check for Errors in Application

Hide/Show Errors

Main Audience: All eBridge Users

Before the Principal Investigator submits the funding proposal in eBridge for institutional approvals, the Funding Proposal, Primary Budget, Detailed Subcontract and SF424 SmartForms (if applicable) should be verified and corrected for errors.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.

From the Funding Proposal SmartForm:

  1. From the Funding Proposal Workspace, select the Edit Funding Proposal button from top-left corner to navigate to the Funding Proposal SmartForm.
  2. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  3. For each error, select the associated Jump To link and make the appropriate corrections.
  4. To remove the corrected error from the Error/Warning Messages section, Save the page, then select the Refresh button on the right side of the Error/Warning Messages section.
  5. When all errors are corrected, select Exit.

From the Budget SmartForm:

  1. From the Funding Proposal Workspace, scroll down, and from the Budgets tab, select the SmartForm [Open]drop-down menu and select T. Budget General to navigate to the first page of the Budget SmartForm.
  2. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  3. For each error, select the associated Jump To link and make the appropriate corrections.
  4. To remove the corrected error from the Error/Warning Messages section, Save the page, then select the Refresh button on the right side of the Error/Warning Messages section.
  5. When all errors are corrected, select Exit.

From the Detailed Subcontracts SmartForm (if applicable):

  1. From the Funding Proposal Workspace, scroll down, and from the Budgets tab, select the budget's Name link to navigate to the Budget Workspace.
  2. Select the Subcontracts tab.
  3. At the bottom of the Subcontracts tab, select each subcontractor's Name link.
  4. From each Subcontract Workspace, select the Edit Subcontract Budget button from the left column to navigate to the Subcontract SmartForm.
  5. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  6. For each error, select the associated Jump To link and make the appropriate corrections.
  7. To remove the corrected error from the Error/Warning Messages section, Save the page, then select the Refresh button on the right side of the Error/Warning Messages section.
  8. When all errors are corrected, select Exit.

 From the SF424 SmartForm (if applicable):

  1. Generate a SF424, if not already done, by selecting the Generate SF424 link from the left column in the Funding Proposal Workspace. Select OK.
  2. In the middle of the Funding Proposal Workspace, from the Submissions to Sponsor section, select the [Open] drop-down menu, and select the first page to navigate to the SF424 SmartForm.
  3. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  4. Extend the Error/Warning Messages section from the top to view the entire Error/Warning Message section.
  5. The links next to the errors do not take you to the corresponding pages in the Funding Proposal SmartForm, so you need to jot them down or use the print screen function, Alt + Print/Screen, to print the list.
  6. Go back to the “Funding Proposal SmartForm” and/or Budget SmartForm” to make the appropriate corrections.
  7. Re-generate the SF424 application by selecting the Generate SF424 link from the left column.
  8. Confirm that all errors were corrected by following Steps #2 - #3 above. If not all errors are corrected, continue following the remaining steps above, #4 - #7.
  9. The Generate SF424 may be run as many times as necessary.
  Changing the Compensation Schedule

Changing the Compensation Schedule

Main Audience: Authorized Department Representative (ADR)

The Compensation Schedule is part of eBridge and is used for grant application planning so that salary information pulled into funding applications is consistent across all grants & contracts. Only the ADR may update the Compensation Schedule for his/her department.

Role: Authorized Department Representative (ADR)

Steps:

To Change the Compensation Schedule:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Authorized Department Representative (ADR) role is selected from the top-left corner.
  3. Select the Personnel tab from the middle of the window.
  4. Locate the individual’s name for which you wish to modify the compensation schedule.
  5. Select the Edit link from the Compensation Schedule column that corresponds to the appropriate name.
  6. Complete the new salary information. Note the red-asterisked sections require a response.
  7. Click OK from the lower-right corner when information is completed. The system will navigate back to your Personal Workspace.


To Review the Updated Compensation Schedule:

  1. Locate the individual’s name for which you wish to review.
  2. Select the Edit link from the Compensation Schedule column that corresponds to the appropriate name.
  3. Review the updated compensation schedule.
  4. Select Cancel if the updated compensation schedule is accurate.
  5. If the information is inaccurate, re-enter the salary information by following the same procedures above.
  Notify ADR to Approve Effort

Approve Effort

Main Audience: Authorized Department Representative (ADR)

The Authorized Department Representative (ADR) has access to eBridge to Approve Effort for all of their faculty & staff listed on a budget. The ADR must approve the effort for everyone listed on a budget.

Role: Authorized Department Representative (ADR)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the ADR role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. Select Approve Effort activity from the left-hand column.
  5. Enter the Effort for each individual and check the Approve box:
    A. If no budget grid entries are displayed for an individual, you must “Approve” that person at 0% Effort.
  6. Click OK to complete this activity.
  7. The Approve Effort is now complete.
     

Send ADR Notification to Approve Effort

Main Audience: Principal Investigators & Proposal Team

Before the Authorized Department Representative (ADR) email notification is sent, the budget pages, specifically Page W. Personnel Costs page, need to be complete. The PI/PT/BS activity Send ADR Notification to Approve Effort is necessary before the ADR may Approve Effort which includes the effort percentage of all personnel.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure you select your appropriate role from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. Select the Send ADR Notification to Approve Effort activity from the left column.
    1. Select OK. The window will close.
    2. An email notification goes to the ADR from the PI’s department and to the ADR from the other faculty & staff’s department(s).
  Generate SF424 Application

Generate SF424 Application

Main Audience: Principal Investigators & Proposal Team

Before the Principal Investigator submits the Funding Proposal to DivO/PDO, the SF424 application needs to be generated to view for completeness. Information entered in the SmartForms will auto-populate the SF424 application form upon selecting the Generate SF424 activity in the workspace. If there is an error, return to the appropriate SmartForm page, correct it, then select the Generate SF424 activity again. This activity may be selected as many times as necessary to get an error free report. The Grants & Contracts Office will generate the final SF424 before submitting the funding application to NIH. Please note: The institutional information will always show as missing and may be ignored on the error report.

Roles: Principal Investigator (PI), Budget Specialist (BS), Authorized Department Representative (ADR)
 

Steps:

To generate the SF424 application:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. In the Funding Proposal Workspace, select the Generate SF424 link from the left column.
    1. Click OK to initiate the SF424 copy process. (The process may take a few minutes.)
    2. Once the SF424 copy process is complete, the screen will close and will return to the Funding Proposal Workspace.


To view the completed SF424 application:

  1. Scroll down to the middle of the Funding Proposal Workspace page to find the Submissions To Sponsor section.
  2. Select the Name link.
  3. Select the Print Version button from the left-hand column.
  4. Scroll down to view the completed SF424 application.
  5. Once the review is complete, select the Close button at the top of the page within the SF424 document.
  6. In the bread crumb, select the 2nd link from the left to return to the Funding Proposal Workspace.


To view the SF424 application form for completeness: (Required)

  1. Scroll down to the middle of the Funding Proposal Workspace page to find the Submissions To Sponsor section.
  2. Select the [Open] drop-down menu, and select any page to access the SF424 SmartForm.
  3. From the middle menu at the top or bottom of the screen, select Hide/Show Errors link.
    1. Note any errors in the lower section of the page.
  4. Extend the Error/Warning Messages section from the top to view the entire Error/Warning Messages section.
  5. Using the Alt + Print/Screen keys on your keyboard, print the page.
  6. Go back to the Funding Proposal SmartForm and/or Budget SmartForm to make the appropriate corrections.
  7. Re-generate the SF424 by selecting the Generate SF424 link from the left column.
  8. Confirm that all errors were corrected by following Steps #1 - #4 above.
  PI Submit an Application to the Grants and Contracts Office

PI Submit Proposal to GCO

Main Audience: Principal Investigator

Once the entire funding proposal application is complete (funding proposal, primary budget, subcontract budgets, attaching the science, Center Affiliation & Authorized Department Representative approvals, the PI must submit the completed application to the Grants & Contracts Office (GCO).

Role: Principal Investigator (PI)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Select the Funding Proposal Name from My Inbox tab.
  3. Select Submit Submit Proposal to GCO activity from the left-hand column.
    1. Review the attestation.
    2. Select the checkboxes.
    3. Click OK.
  4. The funding proposal application will electronically route to the Grants and Contracts Office for review.
  Authorized Department Representative Approves Proposal

Main Audience: Authorized Department Representative (ADR)

The ADR will examine the funding application for completeness, space needs, equipment, personnel and financial obligations, etc. Upon the completion of the review, ADR selects the activity "Approve Proposal."

Role: Authorized Department Representative (ADR)

Steps:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the ADR role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox tab.
  4. Review the funding application from the Funding Proposal Workspace.
    1. To review the funding proposal: Select the Printer-Friendly Version button from the left column, or use the View Funding Proposal link to the SmartForm pages.
    2. To review the primary budget:
      1. Scroll down to the middle of the Funding Proposal Workspace page to find the Project Information Links section
      2. Select the Costs Per Period link
      3. Or, select the link to the Budget Workspace and review the SmartForm pages.
    3. After completing the review, select the activity "Approve Proposal" on the left side of the Workspace.
  Just-In-Time (JIT) Requests from the NIH

Just-In-Time Requests

Main Audience: Principal Investigator & Primary Department Administrator

Requests for Just-In-Time (JIT) information will be made by the NIH for applications that have the most likelihood of being funded. The Grants & Contracts Office (GCO) will upload the JIT notification in eBridge and will email the JIT requests to the PI through eBridge. The PI is responsible for compiling the requested JIT information and uploading the attachments in eBridge as part of the JIT submission activity that is forwarded to the PDA. The PDA reviews, approves and forwards the JIT information to the GCO through eBridge. For the majority of NIH JIT requests, after the JIT is approved in eBridge, the PI will then upload the JIT information in eRA Commons, notify the GCO Owner, and GCO will then submit the JIT information in eRA Commons. The JIT notification will indicate how the JIT information should be submitted, either via eRA Commons or a direct email from the GCO to NIH staff.

For additional information, a GCO Procedure guide can be found on their website.

Roles: Principal Investigator (PI), Primary Department Administrator (PDA)

Steps:

  1. As the PI, you will receive an email notification from eBridge notifying you of the JIT request made by the sponsor.
  2. Log in to eBridge and select My Home from the upper right-hand corner of the screen.
  3. Make sure the Proposal Team role is selected from the top-left corner.
  4. Select the Funding Proposal Name from My Inbox tab.
  5. Review the JIT notice that was attached by the GCO:
    A. Scroll down to the bottom of the Funding Proposal Workspace page.
    B. In the History tab, select the JIT Requests link of the JIT Requested by Sponsor activity to review the JIT request.
  6. Compile the JIT information that was requested.
  7. After the JIT information is compiled, the PI selects the Submit JIT to PDA activity from the left-hand column of the Funding Proposal Workspace:
    A. Attach the appropriate documents.
    B. DO NOT upload the JIT to eRA Commons until prompted to do so after the PDA and GCO approvals.
    C. Select OK. The system returns to the Funding Proposal Workspace and is in the State of PDA Review of JIT.
  8. The PDA will review the JIT information and either approve, by selecting Forward JIT to GCO, or will Request Changes, of the PI.
  9. The GCO will review the JIT information and either Approve JIT or Request Changes.
    A. Once approved, an email notification will go the PI, PT, BS and the PDA of the PI indicating that the GCO or PI can now update the JIT information outside of eBridge.
    B. The Funding Proposal State will change to Pending Sponsor Decision.
  10. The PI can now exit the eBridge system and upload the JIT information to eRA Commons. The PI must then notify the GCO staff member who supports his or her department that the JIT is ready to be submitted to NIH.
  Reconcile an Award

Reconcile Award

Main Audience: Budget Specialist & Authorized Department Representative

When the Grants & Contracts Office (GCO) receives the grant award notification, GCO will update the award information in eBridge. They will adjust the award periods if necessary and will enter the award amounts. If the award amount is different than the proposed amount, the funding proposal will go to the Awarded Pending Reconciliation state whereby the Budget Specialist and/or the Authorized Department Representative (ADR) will reconcile the award in eBridge. The GCO will always award the grant pending reconciliation so other information can be updated in the Funding Proposal such as personnel, TBD, centers, subcontracts and/or travel.

Roles: Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the Proposal Team home page is selected from the top-left corner.
  3. Select your BS or ADR home page.
  4. Select the Funding Proposal Name from My Inbox tab.
  5. Update Funding Proposal SmartForm:
    1. Update the Funding Proposal SmartForm as you see appropriate, i.e. Personnel, TBD, centers, subcontracts, travel, etc.
    2. If personnel were added to the budget, make sure they Agree to Participate, salary information is added to Page W. of the Budget, and their resources are approved.
    3. If personnel are to be removed from the budget, make sure their name(s) are deleted from the Funding Proposal SmartForm Personnel Page, and are deleted from the Budget SmartForm Personnel Page.
  6. Reconcile the Budget SmartForm:
    1. From the Funding Proposal Workspace note the added section in the center of the page: Initial Proposed Budget Summary and Initial Award Summary.
    2. From the Funding Proposal Workspace scroll down to the bottom of the page.
      1. If the initial proposed budget summary & the initial award summary are not the same, you will see two budgets:
        1. Budget Under Reconciliation or Awarded Budgets
        2. Proposed Budget
    3. Select the Budget Under Reconciliation or Awarded Budgets SmartForm [Open] drop-down menu and select the first page of the budget - (R) Budget Under Reconciliation.
      1. Reconcile the budget for the period(s) identified on Page (R) Budget Under Reconciliation, Question 1.0.
    4. On the Budget Summary page, the Reconciliation Offset period(s) that need(s) to be reconciled is in a green font.
      1. Since the reconciliation offset includes the F&A costs, subtract the F&A from the reconciliation offset to determine the amount that needs to be adjusted on the budget.
      2. Example: $68,879 ÷ 1.52 = $45,315 (Reconciliation offset amount ÷ 1 & the F&A rate for the specific funding proposal = amount to reconcile on the budget)
      3. Adjust the reconciliation offset amount as you see appropriate on the budget pages including subcontracts.
  7. Forward the Reconciled Award:
    1. After the reconciliation information is complete, forward the reconciled award.
      1. If the Budget Specialist (BS) reconciled the award, then the BS will select the Forward Reconciled Award to ADR link from the left-hand column in the Funding Proposal Workspace for the Authorized Department Representative to review and approve. Select OK.
      2. If the ADR reconciled the award, then the ADR will select the Forward Reconciled Award to GCO link from the left-hand column in the Funding Proposal Workspace. Select OK.
        1. If you were unable to reconcile the offset to zero, you must attach an excel budget spreadsheet showing why you were unable to reconcile the offset to zero when selecting the activity to Forward Reconciled Award to GCO.
  8. The budget reconciliation activity is now complete.
  Choosing an Oracle Cost Center

Choosing an Oracle Cost Center

Main Audience: Principal Investigators & Proposal Team

In eBridge Funding Proposals, the budget SmartForm General Budget Information asks for the Oracle Cost Center. Question 2.0 includes two Oracle Cost Center pick lists - one that displays only those cost centers that are associated with the department of the Principal Investigator and the second that displays cost centers NOT associated with the department of the PI. If a cost center outside the department of the PI is selected, then question 2.1 must be answered - it is a text box for an explanation. The page will validate on your choices of answers - you will not be able to save and move to the next page until you correctly answer the questions:

  • You must select at least one departmental Oracle cost center.
  • If you select an Oracle cost center outside the department of the PI, you must complete 2.1, describing the reason.
  • The system will not accept both a PI's department AND an outside department. Only one selection is allowed,

If you cannot find the cost center you are looking for, or if you have questions regarding the selection of a cost center, contact Sponsored Programs.

  Financial Conflict of Interest (FCOI) in Research Training

FCOI-R Training - Display in FP

Main Audience: Principal Investigators

The Financial Conflict of Interest-Research (FCOI-R) training has been live in eBridge since June 11, 2012. The expiration date for this training for Principal Investigators and Other Key Personnel is displayed in Question 1.0 in the SmartForm Personnel page or in the Agree to Participate Status link in the Workspace. See screenshots below.

If the FCOI-R training has expired for the PI or other key personnel, the Funding Proposal state will not change or move forward in workflow. The person submitting the proposal will get an error message if the FCOI-R training is not current for the listed PI and key personnel. Note: This validation is only performed on Federal and Federal Pass Thru applications. Please contact the eBridge Help Desk, help-ebridge@mcw.edu, for questions.

 

Screenshot Page B Additional Personnel

 

Screenshot Project Info Links

 

  Department Roles

Funding Proposal Roles for Departments

Detailed Role Information (PDF)

 

eBridge Role

Abbrev

Existing Role
at MCW

Definition/Function

Pool

Security

Authorized Department Representative ADR Department Administrator of PI Approves effort
(administrative approval)
Assigned by Department "View" and "Edit" access to Department FP and Budget (including salary data for entire budget); "Create" and "Edit" compensation schedule

Budget Specialist

BS

Department Administrator;
Science Administrator;
Financial Analyst;
Business Manager;
Administrative Assistant

Assists PI in the preparation of the budget

Assigned by Department

"View" access to Department FPs; "Edit" access to Department Budgets (including salary data for the entire budget); Is systematically assigned based on department/division.

Department Chair   Department Chair of PI No Activities Assigned by Department "View" access to Department FP and Budget

Division Chief

 

Division Chief of PI

No Activities

Assigned by Department

"View" access of Division FP and Budget

Human Research Training Administrator

N/A

None

Monitors Human Research Training for a department; Receives email notifications for people in the department when Human Research training (CITI) is due to expire in 30 days

Assigned by Department

"View" access Human Research Training expiration reports

IACUC & IRB Department Approvers (Dept/Div Approver)

DEPT

Department Chair or Administrator

IACUC - Approves if department funds identified in the AUA are accurate and available for use

IRB - Approves if study is designed so that the risks to subjects are minimized, and whether the potential benefits of a study justify the potential risks

Assigned by Department

"View" access - Department Protocols and Animal Use Applications

Center Administrator

CA

Center/Institute Administrator
CRI, CTSI, TRU

Receives an email notification when the Center has been added to a FP - no action required, information only

Assigned by Center

"View" access to FPs and Budgets

 

  How do I override the F&A rate on the Personnel page of a funding proposal budget?

While in presubmission, the PI/Proxy, BS, and ADR have the activity Request F&A Override. This activity is available from the budget workspace.

  Understanding Reviewer Notes

The Grants and Contracts Office (GCO) may need to request changes to a Funding Proposal submission. Previously, this was accomplished by sending emails to Principal Investigator/Proposal Team (PI/PT), or by logging comments in the GCO Request Changes activity. Reviewer Notes is a new tool within eBridge for requesting those changes.

  1. Reviewer Notes are the comments typed into the SmartForm by the GCO on the specific pages for which the GCO wants the PI/PT to make a change.
     
  2. Upon completing the Reviewer Notes, an email goes to the PI/PT that the GCO Requests Changes.
     
  3. The eBridge system validates that each Change Request has a response by the PI/PT. The PI/PT cannot resubmit the submission until all Change Requests are answered.

 

Instructions to Respond to a Reviewer Note/Change Request

  1. Navigate to the Workspace of the Funding Proposal that the GCO requested changes.
    In the upper left area of the workspace the Current State is Changes Requested by GCO.
     
  2. Select Edit Funding Proposal to open the SmartForm.

    Screenshot Changes Requested by GCO

     
  3. Navigate to the first GCO Change Request by selecting the Next button in the
    upper left yellow area of the page.

    Screenshot Response Required
     
  4. Respond to the changes requested in the reviewer note by updating the specified
    question directly in the body of the SmartForm.
     
  5. Select Click here to respond and affirm that the change was made in the SmartForm.
     
  6. A popup box appears. Select the type of change and enter your response.

    Screenshot Respond to GCO Reviewer Note
     
  7. Select OK when you are satisfied that your response is complete. Save the page.
    Move to the next change request.
     
  8. When you have responded to all the GCO Change Requests,
    exit the SmartForm and return to the Workspace.
     
  9. Select the Submit Changes to GCO activity on the left side of the Workspace.
    The submission is returned to the GCO for review.

    Screenshot Submit Changes to GCO
     
  10. The GCO Reviewer Note tab on the Funding Proposal Workspace
    lists all the notes and responses. Links to the SmartForm page allow
    for quick navigating, as well as the opportunity to respond to the change request.

    Screenshot Reviewer Notes Tab
  Organization Definitions

Children's Research Institute (CRI)

Children's Research Institute is the funding source.
NOTE: If Children's Research is selected here, CHW-Children's Research Institute should be selected as the sponsor on Page I.

Federal

A cabinet-level department or independent agency of the Executive Branch of the Federal Government or any component part of such a department or agency that may be assigned the responsibility for carrying out a grant-supported program (e.g. NIH, CDC, NSF).

Federal Pass-Through

Typically a subcontract or consortium agreement from an organization which is the recipient of federal funds.

For Profit

An institution, corporation, or other legal entity, which is organized for the profit or benefit of its shareholders or other owners (e.g. commercial entity; pharmaceutical company).

Internal

An Award issued through an MCW-led grant proposal and award process for internal funds, including Advancing a Healthier Wisconsin, Healthier Wisconsin Partnership Program, Cancer Center, Learning Resources and Research Affairs.

Local

Any agency or instrument of a local government of any US state or territory (e.g. City of Milwaukee).

Not For Profit

An institution, corporation, or other legal entity no part of whose net earning may lawfully inure to the benefit of any private shareholder or individual (e.g. charity, foundation).

State

Any agency or instrumentality of a state government of any of the United States or its territories (e.g. State of Wisconsin).

 

  Program Definitions

Clinical Trial

Expenditures relating to agreements where drugs and devices are brought onto campus for testing and research purposes with human subjects.

Community Service

Activities organized to make available to the public various resources of the institution. May include community health projects, conferences and consulting services.

Continuing Medical Education (CME)

Courses offered by MCW departments to train physicians where CME credit is given.

Departmental

Expenditures that jointly support the primary missions of instruction, research and community service, including departmental administration, library, faculty development programs.

Fellowship

Stipends awarded to support postdoctoral fellows normally engaged in research.

Institutional

Overall administration and operation of the institution, including executive offices, finance, legal and development.

Instruction

Expenditures related to institution's instructional program, whether for credit or non-credit. Excludes remedial courses and training related to research.

Laboratory Service

Contract services performed in a research lab, e.g. assays.

Patient Care

Clinical and clinical support activities that prevent, diagnose, treat or rehabilitate patients.

Plant Operation and Maintenance

Services and maintenance to grounds and facilities, including utilities, security and insurance.

Professorship

Funds designated to support a Chairman or other specific faculty position.

Research

Research and development activities, both basic and applied, to produce a research outcome. May be internally or externally sponsored. Research activities that involve the testing of drugs or devices on human subjects and require IRB approval are classified as Clinical Trials.

Scholarship or Award

Prizes and awards where work is not required for the receipt of funds.

Student Service

Student support costs, other than instructional, including admissions, registrar, financial aid, student activities and student health service.

Training

Support related to training a student to perform research.

 

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  IBC Reader Role Instructions
  Finding eBridge IBC Applications

Navigating the eBridge IBC Module

A) Scenario 1 - you are logged in to the MCW Secure Network (onsite or through Citrix)

B) Scenario 2 - you are offsite (at home or on a trip)

C) Scenario 3 - you receive an eBridge automated email with a link to an IBC Application

 

A)  Scenario 1 - you are logged in to the MCW Secure Network (onsite or through Citrix)

  1. Navigate to eBridge
  2. Select the Login link in the upper right area of the screen.
  3. Your log in action will take you to your Home Page for Animal, Human, and Funding applications.
  4. Select the More Home Pages link on the left side of the screen.
    For help, select the small ? icon that describes what the link does.

    Screenshot More Home Pages Button
     
  5. You are now on your Safety Team Home Page. If you have multiple roles for Safety, such as Safety Team, IBC Committee Member, etc., please select the Safety Team Home Page to access your IBC Applications. If you are an IBC Member, select the IBC Member Home Page, etc. 
  6. To go back to your Animal, Human, or Funding Applications, select the More Home Pages… link once again.

 

B)  Scenario 2 - you are offsite (at home or on a trip)

  1. Navigate to eBridge
  2. Select the login link in the upper right area of the screen.
  3. Your log in action will initiate a pop-up box requesting the Domain, your User Name, and Password.
  4. The Domain is mcwcorp.
  5. Your User Name and Password are the same as your MCW Network ID/name and Password.
  6. In the User Name and Password fields, type EXACTLY in the following manner:

    Screenshot Logging in
     
  7. After logging in, you land on your Home Page. This is where you access your Human, Animal, and Grants Applications. You may experience more than one type of Home Page, such as Study Staff for Animal and Human Research, and Proposal Team for Grants Applications. If you are a Committee Member, you will have a Home Page just for your Committee Work.
  8. To access IBC Applications, select the More Home Pages link in the left area of your screen, below My Home Pages.

    Screenshot More Home Pages
     
  9. You get a SECOND login prompt - type in EXACTLY the same information as the first log in.

    Screenshot Logging In
     
  10. This takes you to your Safety Team Home Page. If you are an IBC Member or Chair, you will have a Home Page for each.
  11. To go back to your animal, human, or funding applications, select the More Home Pages... link once again.  Once you have logged in to both areas, you can move between them seamlessly.

 

C)  Scenario 3 - you receive an eBridge automated email with a link to an IBC Application

  1. Open the email and after reading the instructions, select the link to the IBC Application.
  2. If you are onsite and already logged into the MCW Secure Network, the eBridge Application automatically opens.
     
  3. If you are offsite, such as on a trip or at home, your login action will initiate a pop-up box requesting the Domain, your User Name, and Password.
  4. The Domain is mcwcorp.
  5. Your User Name and Password are the same as your MCW Network ID/name and Password.
  6. In the User Name and Password fields, type EXACTLY in the following manner:

    Screenshot Logging In
     
  7. You are now on your Safety Team Home Page. If you have multiple roles for Safety, such as Safety Team, IBC Committee Member, etc., please select the appropriate Home Page to access your work.
  8. If you want to access your animal, human, or funding applications, select the More Home Pages link.

    Screenshot More Home Pages
     
  9. The log in prompt will open and you type in the same Domain, User Name, and Password as above. Once you have logged in to both areas, you can move between them seamlessly.
  IBC Expiration Policy

IBC Expiration Policy

  • The IBC Application must be renewed every three (3) years in eBridge.
  • The Application must be submitted on or before its expiration date. 
  • The IBC has up to 90 days past the expiration date to review Applications submitted by the expiration date.
  • No new work that is added to the Renewal may begin until it receives IBC approval. Previously approved work may continue during the review.
  • If a 3 Yr. Renewal is submitted AFTER its expiration date, the Application becomes Expired.
  • All IBC work must stop and a new application completed and submitted in eBridge.
  • If a 3 Yr. Renewal is submitted by its expiration date, but not approved within 90 days, the Application becomes Expired.
  • All IBC work must stop and a new application completed and submitted in eBridge.
  • The new expiration date for a 3 Yr. Renewal submitted on time, and approved within 90 days, will be set 3 years from the most recent expiration date, where one year equals 365 days.
  • For questions, please contact the IBC Coordinator.
  Using View Differences

Using View Differences

Screenshot View Differences Button

Audience: IBC Reviewers

The purpose of the View Differences feature is to provide a Reviewer with snapshots of the IBC SmartForm that quickly identify:

  1. Changes to the SmartForm
  2. Responses to Change Requests

Changes and responses are processed from Reviewer NotesView Differences allow a Reviewer to compare the versions of modifications created at different times during the review process. The Reviewer can view the changes made since he/she last requested changes, or all the changes since the originally-approved project.

Imagine a circumstance where the study team makes modifications in addition to those the Reviewer expects from a Change Request or Decision Pending Modifications. How can the Reviewer quickly evaluate all the changes to the SmartForm without examining the entire document for consistency? View Differences is the answer!

Instructions

  1. Navigate to the Workspace of the new IBC Application, Amendment, or 3-Year Renewal that you are assigned to review.
  2. In the upper left area of the Workspace, select View Differences.

    Screenshot View Differences IBC

     
  3. Select the version you want to compare to the most current changes.

    Show Changes made between Current Version (x.x) and  Field with version - drop down menu appears for you to select the appropriate version of the SmartForm. Your choice here will be compared with the version that has recently been edited, usually due to a Change Request. In most cases a Reviewer will compare the Current Version (the one the PI/SS are editing) to the Original IBC Version (approved IBC).

    Screenshot Changed Steps

     
  4. Use the Changed Steps drop down menu to move to a selected section, or use the double arrows to navigate one step forward or backward. Do not navigate by using the Reviewer Note buttons as this takes you out of View DifferencesChanged Steps displays only the sections modified by the PI/SS and helps prevent the Reviewer searching unchanged answers.

    Screenshot Add Reviewer Note
     
  5. If you use the Reviewer Note navigation buttons, Add, Delete, Previous, Next, you will unknowingly exit View Differences and be taken to the SmartForm section for that Reviewer Note. To re-enter View Differences, exit the SmartForm and from the Workspace, select View Differences again.
     
  6. Use the color coding and strikethrough features to identify modifications.
    1. Text in green was added in the most recent changes.
    2. Text in pink/red is this version's original text.
    3. Text with strikethrough has been deleted.
       
  7. To exit View Differences, use the Close button in the right area of the screen. You will return to the Workspace.
    1. Select the appropriate Reviewer activity when your review is complete.
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