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Animal Use Module FAQs

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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.
          
    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.
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
  3. Once in in the workspace for the AUA, select the activity Edit Study Access and Notifications located on the left side of the screen.
  4. A pop-up box appears.
  5. You may Add or Remove individuals who may edit eBridge submissions or receive automatic email notifications related to this study.
  6. Select OK.
Copying an AUA

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. 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 SubmissionApprovedExpiredWithdrawn, 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 ExpiredWithdrawn, or Terminated: select the Archived tab.
  3. Select the name to navigate to the existing AUA Workspace.
  4. Select Copy Study under My Activities
  5. A new window will open.
  6. Enter the new AUA name in the text box provided.
  7. 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.
  8. Select OK and the pop-up window will disappear.
  9. eBridge will take time to copy over the content from the existing AUA into a new AUA; please wait until the copy process finishes.
  10. The new AUA will be created with a unique identification number and will be in the state of Pre Submission.
  11. Select Edit Animal Study to update and customize each section within the AUA to ensure it is current and correct.
  12. Navigate through each SmartForm page using the Continue button.
    1. After entering information and answering questions on a SmartForm page, remember to click Save 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.
  13. Use the Help Text for guidance regarding particular questions
  14. 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.)
  15. 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.
  16. 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.
Create 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. 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 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.
  3. Click the button New 3 Year de Novo from the left-hand column in the AUA Workspace.
  4. Complete the Summary Information SmartForm page. The Summary Information SmartForm page acts as a report summarizing the progress that has occurred with the AUA.
  5. 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 will change from Copying 3 Year de Novo to Pre Submission when the copy process is complete.
  6. Select Edit Animal Study from the left-hand column in the 3-Year Renewal AUA Workspace.
  7. 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.
  8. Use the Help Text provided for guidance regarding particular questions.
  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 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.
  11. 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  
    1. Select Yes 
  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. Find the Action Required tab
  3. Select the Name of the AA to navigate to the 3-Year Renewal AUA Workspace.
  4. Select Edit Animal Study from the left-hand column of the 3-Year Renewal AUA Workspace.
  5. Use the Jump To drop down menu to find the section you wish to modify.
Create an Animal Amendment

  How to create and submit an Animal Amendment on an Approved AUA

Main Audience: Principal Investigator; Study Staff

  1. Log in to eBridge 
  2. Select the Study Staff dashboard from the left side of the screen.
  3. Click on the Animal Submissions tab.
  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. 
  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).
  18. If changes are requested, an email is sent to the PI and all Study Staff selected to receive email notifications.

 

Create an Annual Renewal

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 Study Staff Dashboard
  3. 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.
  4. Click the button New Annual Renewal from the left-hand, gray shaded column in the AUA Workspace.
  5. Complete the Annual Renewal SmartForm.
  6. 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.
  7. 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.
  8. 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.)
  9. Select Finish; this will bring you to the newly created Annual Renewal Workspace. This will not submit the AR for IACUC review.
  10. Select Edit Annual Renewal from the left-hand column in the Annual Renewal Workspace if there are additional modifications you wish to make.
  11. 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.
  12. 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 the Pre Submission tab.
  3. Select the Name of the AR in green writing to navigate to the Annual Renewal Workspace.
  4. Select Edit Animal Study from the left-hand column of the Annual 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 you wish to modify.
Create an AUA Template

Creating an AUA Template

Instructions

  1. Log in to eBridge.
  2. Locate the Animal Use Application (AUA) you wish to copy.
    1. From the Animal Use tab:
      1. Select the Name to navigate to the existing AUA Workspace.
    2. From Animal Submissions:
      1. The existing AUA could be in the state of Pre SubmissionApprovedExpiredWithdrawn, 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 ExpiredWithdrawn, or Terminated: select the Archived tab.
  3. Select the Name to navigate to the existing AUA Workspace.
  4. Select Copy Study under My Activities within the existing AUA Workspace.
  5. A new window will open.
  6. Enter the new AUA name in the text box provided.
  7. 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.
  8. Select OK and the pop-up window will disappear.
  9. 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.
  10. The new AUA template will be created with a unique identification number and will be in the state of Template
  11. Select Edit Animal Study to update and customize each section within the AUA to ensure it is current and correct.
  12. 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.
  13. Use the Help Text for guidance regarding particular questions.
  14. 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.)
  15. 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.
  16. 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.

 

Create a new Animal Use Application?

Instructions

  1. Log in to eBridge. (For assistance with your password when logging in to eBridge, please contact the eBridge Help Desk.
  2. Select the Dashboard tab. 
  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 
  2. Select the Dashboard tab. 
  3. Select the Pre Submission tab.
  4. Select the Name of the AUA in green writing to navigate to the AUA Workspace.
  5. Select Edit Animal Study from the left-hand column of the 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 where you left off.

 

IACUC Departmental Report Guide

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  
    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.

How can get a transcript of my research training in eBridge?

 

  1. Login to http://ebridge.mcw.edu
  2. From your Dashboard, click on the Activity View My Researcher Profile. This will take you to your Researcher Profile Workspace.
  3. On the left side of the screen, click the link called “Print-Friendly Profile.” 
  4. The next screen will display a list of all training documented in eBridge.
  5. In the upper right of the screen, click the Print button for a hard copy, or print to PDF.
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.

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.
           

    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
Respond to Change Request

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.
  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 from within the automated eBridge email notification. This link will navigate to the specific AUA, AA, or AR Workspace.
    2. From eBridge:
      1. Select the IACUC Committee Member Dashboard from the left-hand column.
      2. Select the Action Required tab.
      3. Select the Name in 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 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 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.
Update Funding on an Approved AUA or 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.

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.

    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
Update Study Personnel Activity

Steps to Add Study Personnel on 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.
    A pop-up displays. Enter the information in the appropriate fields.
  3. Select OK to save the changes in each pop-up.
  4. Your changes will be routed to the IACUC Office for review.
  5. The activity displays in the History Log – “These changes are not in effect. This request has been routed for Review”.

Steps to Delete/Remove Study Personnel on an Approved AUA

  1. Go to the workspace of an Approved AUA from which you want to remove personnel.
  2. From the AUA Workspace, select the “Update Study Personnel” activity from the left navigation area.
  3. A pop-up displays. Delete the people you want to remove
  4. Select “OK” to save the changes.
  5. The activity displays in the History Log – "Changes are effective immediately”.
Update training records on your Researcher Profile

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).

To facilitate this change, two new activities appear on your eBridge Researcher Profile Workspace 

  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.
     

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

  1. From your Study Staff Dashboard, navigate to your Researcher Profile in eBridge.
    - there are two ways:
    • The first way to access it is to select the My Researcher Profile link from the left area under My Training.
      This takes you directly to your Researcher Profile Workspace.
    • The second way to access it is to select the Researcher Profile link from the upper green bar. 
      This takes you to a list of those Profiles for which you have been given access.
    • Select your Profile.
  2. From the left area of the Workspace, select the activity Document Technical Skills on My Animal Training Record
  3. Two pop-ups appear 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.
  4. Once you are done adding technical training and select OK, the top pop-up box will close.
  5. 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.
  6. You will receive an email confirming the successful addition of the new training.
  7. The new technical skills display in the Researcher Profile under the My Animal Training tab.

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

  1. Go to your Researcher Profile in eBridge.  
  2. Select the activity Update Access to My Researcher Profile. 
  3. A pop-up appears with 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.
  4. Start typing the name directly into the field or select the Add button.
  5. When you are done, select OK at the bottom of the pop-up.
  6. You will receive an email confirming the successful update.
  7. The SmartForm of your Researcher Profile will display in the name(s) of those you added.