PI Training Manual
Contents
1. mmo 3 4 30 Animal Orders To request initial housing wild captures and or procurement of animals from various sources or transfer from breeding colonies click on Create New Animal Orders esius You will then see a page which lists all species on your protocols Click on the line representing the species and protocol you wish to place a requisition You will only see and be able to order animals from approved protocols which have animals remaining The system monitors your animal balances eSinus m renta vem ria doe tn Create New Animal Order List of Approved Protocol 31 The next page you will see allows you to select the type source of your animals Sinus Each source type has it own page requesting different information necessary to process your request If you have a vendor that you use often speak with your Facility Manager about adding them to the approved commercial vendor list Once you select the source type click on the Continue button which will take you to the appropriate page for your source type The next page you will see collects information pertinent to your source type Fill in all the necessary data You must have an account on file with the Animal Buyer associated with your facility to order animals You can order animals and charge them to another PI as2. USS PARED ge cr unes o cr Estey tor Sass errant ct meat ems se se Pn ee E rs ri When changing animal numbers be sure to update both the total number and the number in each pain category When done with amending a section click on Save and Continue 22 You will return to the section selection page note that the section that you have already amended is marked reviewed eSinus Tips anaoiit a En Amendment gt Protocol Ino Amendment gt Xusicaton Amendment gt Selected Sections Ber Resumen Fnit Continue until all the sections you have selected have been amended and then click on Next If you want to amend more sections click on Return to Amendment Options 23 5 Amendments Hard copy signature option Amendment Protocol nfo To print the signature page click on PAMO HTML and print page Close the signature page window and click on Continue 9 eSinus Amendments Submit For Review Click on Submit to Office and you are finished SUELE 24 Submitting an Annual Review Your protocols up for annual renewal within the next 90 days will show up under Alerts Annual Reviews Click on the protocol number 25 On next page indicate the disposition of your protocol in the Review Action Section
3. eSinus annual Review Form o Review Acton C O and enter in your progress report 2 If you select and click on Continue Research continues as previously approved you will see a signature page Research Continues with modification you will continue with an amendment submission Research withdrawn you will be required to state the disposition of your animals 26 Submitting a 3 Year Resubmission Starting 90 days before your protocol is due to expire you will find your protocol under Alert 3 Year Review on your Home Page Click on the Protocol number to resubmit or expire a protocol Sinus 27 On the next page you need to supply a brief progress report and indicate the disposition of your protocol and the animals if withdrawn click on Save and Continue eSinus rd Year Review Form Fumana Source Review Acton 28 On the next page you will select the pages you want to copy into your resubmission Sinus rd Year Renewal Form Select M Application Information to Carry Forward 29 Click on Continue and you will continue through the process as if it were a new protocol Your protocol will retain the same protocol number You will find your unfinished resubmission under unfinished protocols with a document type of Full Review iuum
4. If you choose you may visit any section by clicking on the section title in the table of contents Remember to click save and continue on any page where you have entered data If you have partially completed a page and then click on the TOC without saving you may lose the data Should you decide at any point to stop data entry you may click on the Finish Later button The protocol application is saved and will appear on your home page in the Alerts section under Unfinished Protocols Home Pou Wallace mar E Mats ete 9 pom Aimdodes When you select it by clicking on the hyperlink protocol number you will be returned to the page where you left off Some fields are required and are indicated by a red asterisk Your eSirius administrator controls that in Expert Some pages contain conditional navigation fields i e a Yes response requires an answer to a subsequent question and a response does not Using the on page instructions complete each required page of the form For a more detailed discussion of the layout and navigation in eSirius see Tips on Entering Protocols The last section to be completed in the application process is Error Verification ESirius checks to see that all required fields are complete and if not takes you back to each You will be instructed to print a signature page To print the
5. PI Training Manual 2 21 2005 Corell University Cornell Center for Animal Resources and Education Table of Content Introduction What is eSirius Getting Started Login Your Home Page Entering a Protocol Tips for Entering Protocol Page Layout Field Types Revising and Resubmiting to IACUC Submitting an Amendment Submitting an Annual Review Submitting a 37 Resubmission Animal Orders Institutions and Other Sources Vendor Purchase Wild Capture Order Detail Order Confirmation Introduction In order to use non human vertebrates for either teaching or research purposes you protocol must be approved by the IACUC before the use or acquisition of the animals The process of having an animal use protocol approved giving you the ability to order animals looks like this In order to accomplish this you must start by entering you protocol in the eSirius system What is eSirius Sirius is a web based system for managing the submission review and approval of protocols concerning the use of non human vertebrates here at Cornell University as well as the requisition of such animals In the future it will also encompass invoicing and census management All Researchers have access to a personal eSirius Home page providing them with a single point of access to select IACUC and Animal Facility r
6. fermer en rum re Si im rhe 12 Illustration 3 On the List page sections 1 4 and section 7 are the same as the standard data collection pages Illustration 3 but the data area is quite different The list pages Illustration 4 show a summary of items drugs funding sources hazardous agents etc From these pages you can add new items by clicking on the button DAdd External Funding Source or what ever the list contains and you will go to the detail page to select a new item and add details You can edit existing items by clicking on the item 2 and you will go to the detail page to make your changes Or you can delete an item from the list by first clicking on the box next to it 3 and then clicking on the button 4 Remove Selected External Agency Funding Sources Illustration 4 eSinus m ther an apeten tor ane protec Deme ii External Funding List g mm m I A 9 13 Field Types There are various types of fields in eSirius Text Areas I These areas hold an unlimited amount of text You can cut and paste into these fields but all formatting is stripped You may have to adjust the formatting For tables and charts it is better to attach a file Yes No Radial perg 10 animal ise Usually drives ion or page If you answer yes you might be required to answer a
7. an amendment to transfer a protocol to another PI Submit an Amendment for an Existing Protocol use this function to submit an amendment to one of you group s protocols o o Submit an Application for a New Protocol from an Existing One allows you to copy data from an existing protocol into an application for a new protocol Be sure to review edit all the data copied from previous protocol Personnel pages must be completed as the exposure data is not copied from the previous protocol Submit an Application for a new Protocol allows you to submit a protocol either as the PI or as member of the PT s Staff View Protocol Species Usage Register allows you to view your animal usage 4 Animal Orders In this section of your Home page you will find functions that pertain to ordering animals By clicking on then you will be taken to the function that allows you to o Animal Order Search You will be able to search for Animal Orders you have placed for your group Animal Receipt Reports You will be able to run reports about animals which have been received and those scheduled to be received Create a New Animal Order Allows you to create a requisition for acquiring and housing animals This includes purchasing an animal from a vendor capture of wild animals animals transferred from another institution and animals acquired from breeding colonies Create a new order from a template Allows you to use a template to c
8. signature page click on Print io HTML and print page Close the signature page window and click on Continue Be sure to have it signed by all appropriate persons and sent it to the IACUC office by mail The last page indicates successful completion of the application Sinus When you submit the protocol to the IACUC it is no longer in the section Unfinished Protocols and you may no longer edit it It does appear in the alert section New Protocols with a column marked Process Flow The contents of this column indicate the location of this protocol in the review process When the process flow column contains PI you will be able to open the protocol and edit sections that have been marked for revision by the You may click on the protocol number and view or print it aan eem He yen Fabia ning non Sore osjasfaooa alase tee Under EE aig loi yay E po sanat p 10 Tips for Entering Protocols Page Layout The pag used to enter protocols are of consistent design There are two types of pages the standard data collection page and the list page On the data collection Illustration 3 you will find Header Section Click here on the words SIGN OUT to exit the system or on HOME to return to your Home page Some pages have REFRESH which will show you the current page again removi
9. elated information The eSirius Home Page content consists of two main areas ALERTS and ACTIVITIES Alerts The alerts section of the Researcher s eSirius home page are automatic notifications of the status of animal orders and animal receipts as well as reminders of outstanding TO DO tasks including protocol revision annual reviews standing order approvals and so on Activities The activities section of the Researcher s eSirius home transactions related to the researcher s workflow such as consists of a list of Create and submit new protocols online DERE Submit annual reviews full reviews and amendments online Track protocol status from initial submission through approval online Produce a variety of AAALAC compliance reports ANIMAL Submit animal acquisitions from commercial and PROCUREMENT non commercial sources online Track animal order status from initial submission through receipt online Receive online invoices for animals purchased received Getting Started SEARCH To obtain a sign on and password for the eSirius system call or e mail the CARE office The PI and anyone a PI delegates the responsibility to enter a protocol or order animals is required to obtain a sign on and password A Cornell network ID is also required to access eSirius Login Open your web browser and locate the URL assigned to eSirius http esirius research cornell edu es
10. ify weight of animals if appropriate j Age specify age of animals if appropriate K SpecReq if there are any special requirements of the animals such as pregnant a litter ete 1 Remarks remarks for this particular line item If you have any special instructions concerning the whole order enter in Special Instruction section You can save the order to use again by creating a template Check the box and the template To submit the order click on Submit to Facility Manager The Facility Manager will review the order and either schedule delivery or pass it on to the Facility Animal Buyer 36 Order Confirmation Once you have submitted you order to the Facility Manager an order confirmation page will come up You can print this page using your browser Print function and save it for your records e Sinus reste New Animal Order gt Order Uns Detail 38
11. irius At the eSirius login screen type your user ID and password and click Login to eSirius Your user ID is your Cornell NetID Your password should be changed the first time you log on to eSirius If forget your password you can call your eSirius Administrator to have it reset Your homepage should appear pr os om Your Home Page Once you sign on your Home page will look like this On this page you will find 1 Navigation Area In this section clicking on an underlined area will take you directly to that area of your Home page If you click on Change Password the Password option allows you to change your password click on password in the TOC and follow the on page instructions 2 Alerts Here you will find information about protocols and animal orders that need your attention You will be able to access them by clicking on the underlined Protocol number or Order number 3 Protocols In this section of your Home page you will find functions that pertain to Protocols By clicking on them you will be taken to that function AAALAC Compliance Reports allows you to run reports pertaining to your AAALAC compliance for your group s protocols Protocol Reports allows you to run reports pertaining to your group s protocols Protocol Search allows you to search for your group s protocols based on selected criteria o Request Transfer of Ownership of Protocol to Another Researcher allows you to summit
12. long as you have made previous arrangements with your Animal Buyer Section is where you identify the other PI responsible for payment of any fees or charges associated with these animals After you have entered your information click on Continue 32 Institutions and Other Sources This section is specific for these sources Be sure this information is filled out or the order for the animals won t be approved 33 Vendor Purchase If your source is a frequently used one and the CARE veterinarians have approved them use this source type All the demographic and contact information on these vendors are on file and therefore it is not necessary to enter detail data Just pick the vendor name and location from the list eSinus a aan umor sm Create New Animal Order gt Order Information Nt Hr tere emat pr abo v pa 34 Wild Capture Use this vendor source when you have animals arriving in a housing facility that have been captured in the wild This will notify the Facility Manager of their pending arrival and that necessary arrangements need be made Sinus m Create New Animal Order gt Order Information ee Wate Capture ae 35 Order Detail The next page is the order detail Information is carried forward from the previous page where
13. ng the data you just entered Instruction Section This section contains information about and the instructions for this particular page This section can contain links to other web pages with documentation available or e mail links for communicating with the IACUC staff or CARE staff Navigation Section By clicking on the items in this section you can navigate around the protocol You will be taken to the page you selected Protocol Header Section Identifies the Protocol and PI of the Protocol you are working on Data Collection area Here you will answer the questions asked Data fields that have following them are required fields and must be answered before you can save and leave the page If you do not have an answer or it does not pertain to your protocol answer with NA Attachment Section Some pages will have the ability to attach files Use the BROWSE to fine the file on your computer enter any of the other information necessary and click ATTACH FILE You can remove files by selecting them from the list and clicking on REMOVE SELECTED ATTACHMENTS Action Buttons This last line of a protocol page allows you to process your entries or clear your screen or place a bookmark to come back to ete Different pages have different buttons so read them carefully Remember to click Save and Continue on any page where you have entered data Sinus E 3 Protocol Type Title Abstract
14. nother question Click on the appropriate button Text Box These fields hold a specific number of characters what you see is what you get Check Boxes A check is an affirmative response to the question asked Click on the box with your mouse 14 rese CinicelFieseerch Eemecicelecluding Ivestosi icis veste 2 lcenetic reysis Assessmort vregured Fels These fields require you to select a response from a predetermined list of values Ifan appropriate value is not found in the list most of the lists contain other as a response and ask for your response in a text area field Move your curser down the list until you highlight your response and click your mouse If you encounter a problem using a particular list please call the IACUC office 15 Revising and Resubmiting to IACUC When a protocol is returned to the PI from the IACUC coordinator after it has been reviewed it appears in Alerts New Protocol Revisions Click on the hyperlink protocol number to access the original application which now includes revision notes from reviewers Sinus Home Paga pm ms coo annes B Click on the hyperlink description to access that portion of your application Make revisions and save In the example above if the investigator adds a surger
15. reate an order This is used when you have a recurring order i e Last week I ordered 5 animals from vendor X all females and I am ready to place the same order again for next week Create new Standing order This function is used to request a standing order i e 20 animals to be delivered on every Tuesday for the next 7 weeks View Protocol usage and balance Report Allows you to monitor your animal usage and balance by species and pain level category Entering a Protocol From your Home page click on the function 1 to enter a new Protocol You will see a page of instructions At the bottom if you are not the PI you will enter the Name and click on Start New Protocol otherwise just click on Start New Protocol The system assigns the protocol number at this point If you are continuing or editing an existing protocol found in your ALERTS UN FINISHED PROTOCOLS click on the protocol number 2 From here follow instructions on each page On the left of the page a table of contents is displayed If you complete each page of the application and move to the next page by clicking on save and continue you will automatically be guided through each section necessary Some of the sections may not be displayed depending on your answers to certain questions For example if you answer the question will Drugs be used on this protocol with a then you will not see the page that asks for drug information
16. y as indicated by the revision notes he will have to complete the surgery section 16 esimus E On the above screen note that additional sections have been completed for the revision After revision is complete click Submit to You will be returned to your home page and the protocol will no longer appear in your alerts 17 Submitting an Amendment To submit an amendment on your homepage click on Submit an Amendment for an Existing Protocol Sinus You then get a page which lists your approved protocols 18 Click on the radial button preceding the protocol you wish to amend and then click on the Continue button On the next page provide the justification for amending the protocol then choose the section s of the protocol you wish to amend by clicking on the box preceding it 19 Sinus Juste 20 Click the Next button On the following page you see a list of the sections you selected in this case the number of animals and personnel Select the section you wish to work on and click on the Edit Selected Section if you decide not to amend a section click on Remove Selected Section 2 On the next page enter your amended text or numbers in this case eSinus 13 42 Pain and Distress Humane Use Animal Categories fot cms ty tesis Seay aed ay mts ay
17. you can edit if necessary In the detail section enter the detailed information concerning your order Qty Enter the number of animals for each unique combination of factors b Per Cage Number of animals per cage you want them housed c USDA Category The highest pain level category that this group of animals will be used This will decrement you Protocol register by pain level for used animal If you protocol was approved for 50 animals in Pain Level C and 50 animals in Pain Level D be sure and enter a line item for animals whose highest pain level will be C and another for those animals whose highest pain level is D d Receiving Location Enter by choosing a facility from the drop down list the facility where these animals will be received Example if the animals need to go to quarantine facility first choose the quarantine facility Charge Account You must have an account s on file with the Animal Buyer associated with your facility to order animals These accounts will show in the drop down list If you indicated that another PI was fiscally responsible for these animals his accounts that you have approval to use will show in the list 0 Desired Delivery Date The date on which you want the animals delivered g Strain Breed The strain or breed of the animals you are ordering h Sex your choices are male female mixed pair either If you need a specific number of male and female create two line items i Weight spec
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