Frequently Asked Questions (FAQs)

Account and IT Questions

How do I log in to eIACUC?

How do I create a guest account if I don’t have a Rutgers Net ID?

Can I be logged in from multiple locations or multiple browsers at the same time?

  • Log in from only one location/browser at a time to avoid potentially losing data.

What access will I have in the system?

  • PIs
    • When you log into eIACUC for the first time, the system will ask if you need a PI role. *Only respond yes if you are a PI.
    • PIs can create research teams, substances and procedures, create and submit protocols, and respond to the IACUC reviewers.
  • Research/Protocol Team Members
    • If you are not yet listed as a research team member, you will only have access to Create Concerns. The PI will need to add you to their research team.
    • Research team members can edit the research team and create substances, procedures, and protocols. Research team members can’t submit protocols or respond to questions/comments from the IACUC reviewers. This can only be performed by the PI and PI proxy.
  • PI Proxy (optional)
    • If you are listed as a PI proxy, you can edit the research team, create substances and procedures, create and submit protocols, and respond to the IACUC reviewers.
    • The PI proxy will also receive the same email notifications the PI receives from eIACUC.

What steps need to be completed initially by the PI?

  • Create Research Team
    • Once a research team is created, research team members can create procedures, substances, and protocols and edit the research team.
    • See: How to Create A Research Team?
  • Assign PI Proxy (Optional)
    • PI proxies can be assigned per protocol. PI proxies have the ability to submit and edit protocols on behalf of the PI. They will also receive the same email notifications the PI receives from eIACUC.

Glossary

What is a Research Team? What roles do they have in the system?

  • The Research Team is comprised of personnel who will be on the protocol. When you create your protocol, the research team is automatically placed into the protocol. You can also add/delete personnel within the protocol (suggested for students).
  • Research Team members will have the ability to create substances, procedures, and protocols and edit the Research Team. They cannot submit protocols. See: How to Create A Research Team?

What are substances and procedures? What are they needed for?

  • The eIACUC system works off building blocks. The substances and procedures are considered the building blocks necessary to create your protocol. The system is pre-loaded with 1,200+ substances and approximately 50 standard procedures. First browse through the substance and procedures libraries to determine if the substances and procedures you need for your protocol are already in the libraries. If they are not, create the substances and procedures prior to starting your protocol. See: How do I create substances and procedures?     

What is the difference between a standard procedure and a team procedure?

  • Standard Procedures: These are IACUC approved procedures that can be inserted directly into your protocol (no editing).
  • Team Procedures: You can create your own team procedures, or copy and edit a standard procedure/template to create a team procedure. The team procedures can only be viewed and used by your research team.

What is a PI Proxy? What roles do they have in the system?

  • PI proxies can submit and edit protocols on behalf of the PI. They will also receive the same email notifications the PI receives from eIACUC. PI proxies are optional and can be assigned per protocol. See: How do I assign a PI proxy? (Optional)?

What is a Concern?

  • The concern feature in eIACUC is another method of reporting an animal welfare concern. The other methods posted in the vivariums are still available (anonymous hotline, email, and phone). Note this method is not anonymous as it is linked to your Rutgers Net ID. See: How do I submit a concern?

Performing Tasks in eIACUC

How do I create a research team? (This is only for new PIs)

  1. From the IACUC tab, click Create Research Team.
  2. Type a Research Team Name and select the PI.
  3. Click Add to add team members. Fill out all required fields (*) and click OK. You can start typing the team member’s name or click the "…" to search for a name. Do not add the PI as a Team Member.
  4. Once all team members have been added, click Finish.

How do I edit a research team? (This is for people that were PIs prior to rollout on 7/1/17).

  1. From the IACUC tab, click your Research Team name.
  2. Click Edit Research Team
  3. Click Add to add team members. Fill out all required fields (*) and click OK.
    1. You can start typing the team member’s name or click the … to search for a name.
    2. Do not add the PI as a Team Member.
  4. Once all team members have been added, click Finish.

How do I add a research team member that is not listed in the pick list?

  • For Students - All students must log into eIACUC once, to register their accounts. This must be done prior to the PI trying to add the student to the research team or a protocol.
  • Ask the person to create a guest account so they can obtain a Rutgers Net ID (NetID Instructions). Once the account is created, you can add the person to your research team.

How do I view the substance and procedure libraries?

  1. From the IACUC tab, click your research team name.
  2. Click on the Procedures tab and check for the procedures you need (ex. Tissue/blood collection, substance administration, euthanasia, etc.). Standard Procedures: These are IACUC approved procedures that can be inserted directly into your protocol (no editing). Team Procedures: You can create your own team procedures, or copy and edit a standard procedure/template to create a team procedure. The team procedures can only be viewed and used by your research team.
  3. Click on the Substances tab and check for the substances you need.
  4. If the procedures and substances are listed, click on the item name to review its details.
  5. Click View Procedure or View Substance.

How do I create substances and procedures?       

  1. From the research team workspace, click Create Substance.
  2. Complete required fields (*) and click Finish.
  3. From the research team workspace, click Create Procedure.
  4. Complete required fields (*). If more than one page, click Continue to move to the next page. When done, click Finish.

How do I copy a standard substance/procedure to create a team substance/procedure?

  1. From the research team workspace, click on the procedures or substances tab.
  2. Locate the name of the procedure or substance you would like to copy. Click the Actions- Copy button located under Execute Activity.
  3. Type in New Procedure/Substance Name and select the New Research Team. Click OK.
  4. Open the newly created procedure/substance and click Edit Procedure/Substance to make changes.

How do I assign a PI proxy? (Optional)

  • Open your protocol and click the Assign PI Proxy button from the toolbar on the left-hand side of the screen. Enter the protocol team member name and click OK. You can assign multiple PI proxies per protocol.

How do I submit a concern?

  1. From the IACUC tab, click Create Concern on the left.
  2. Complete the required questions, marked with an asterisk (*). Click Continue to move to the next page. 
  3. When done, click Finish. 

*Note: IACUC staff will submit the concern to move it from Pre-Submission to Pre-Review.

How do I create a protocol?

  1. From the research team workspace, click Create Protocol.
  2. Complete the required fields (*) and click Continue to move to the next page. For #2 Short Title: Use your current approved protocol # for protocols created prior to eIACUC.
  3. For the Protocol Team Members, include each person who will perform work under this protocol. Do not include the PI here.
  4. For the Experiments, select the procedures that apply to all animals (common procedures) and those that apply to some animals or are used differently across animals (variable procedures).
  5. On the final page, click Finish.
  6. Optional: If you would like a research team member to be able to edit the protocol, click Assign PI Proxy. Enter the protocol team member name and click OK. You can assign multiple PI proxies per protocol. All other research team members will only be able to view protocols.

How do I submit a protocol for review?

  1. From the protocol workspace, click Submit.
  2. Click OK to agree to the statement and submit the protocol for review.

How do I review and respond to reviewer requests?

  1. Click the email link to open the submission. If you are already in eIACUC, click My Inbox.
  2. On the History tab, read any comments.
  3. If the reviewer added reviewer notes, click the Reviewer Notes tab.
    1. To edit the protocol in response to the reviewer note, click the Jump To link.
  4. Click Edit Protocol to open the protocol. In the Reviewer Notes box, click the Click here to respond link.
  5. Select a response from the list and explain your response in the box.
  6. Click OK. If on a protocol page, exit the protocol when done.
  7. On the protocol workspace, click Submit Response.
  8. In the Comments box, explain your response to the reviewer and click OK.

How do I create and submit a follow-on submission (amendment, annual review, triennial review)?

  1. From the IACUC tab, click your research team.
  2. Select the name of the approved protocol.
  3. On the left, click the “Create …” button.
  4. Complete the pages. Click Continue to move to the next page.
  5. When done, click Finish on the final page.
  6. Click “Edit…” to make changes.
  7. Click Submit.
  8. Click OK to agree to the statement and submit for review.  

How to Create an Amendment Using an Attached Amendment Form

***Note: This can only be done until your triennial review is due. You must create your protocol at that point.

  1. From the IACUC tab, click your research team.
  2. Select the name of the approved protocol under submissions.
  3. On the left, click the “Create Amendment” button.
  4. Answer questions 1-3. Save.
  5. Continue to the Protocol Team Members page. Click Add to add personnel. ***Note: Students must log into eIACUC once to register their accounts prior to a PI adding them as protocol personnel. Once the student is registered, their name will appear in the pick list.
  6. Continue to the Supporting Documents section. *Do not edit any shell data that is already entered in the system. The only section you are allowed to edit is the Protocol Team Member section.
  7. Add the amendment form as an attachment. Click Finish.
    1. For Newark- This is an unlocked version of your approved protocol with changes incorporated.
    2. For Legacy Rutgers- This is your protocol with changes highlighted and a cover letter.
    3. For RWJMS- This is a cover letter or memo.
  8. Click Submit.

Protocol Information

Where are my protocols located?

  • Under the IACUC tab, click submissions. This will display your research teams and your protocols by category (in-review, active, archives, all submissions).

How can I view the status of a protocol?

  • Click the protocol name in blue to open the protocol. The state of the protocol will appear in the upper left-hand corner of the screen as well as in the workflow diagram. The state will be highlighted with an orange background.

Why are items no longer in My Inbox?

  • As items are completed, they are automatically removed from your inbox.

Are Continuing/Annual Reviews required?

  • Continuing/Annual Reviews are only required for USDA covered species and DoD funded protocols.

Medical Clearance

Where do I go for medical clearance?

  • All faculty, staff, and students at Rutgers who require clearance to work with animals should complete the Questionnaire by clicking on the Animal Research Clearance Tab on: https://eiacuc.rutgers.edu/

Why am I receiving notifications about medical clearance?

  • Although medical clearance will continue to be performed by the offices that currently do it, we have identified some gaps in the clearance records. Accordingly, notifications will be sent to all protocol personnel who are in need of updating their medical clearance status. This process is critical to our adherence to regulatory requirements; we appreciate your assistance.