how do I enter protocols for internal pis?

STEP 1: From the institution's homepage, click on Protocols. (Figure 1)

Figure 1: Access institutional protocols.

STEP 2: Navigate to the institutional Protocols tab, click Create Protocol as... and select Research Animal. (Figure 2)

Figure 2: Create protocol as... button

Below is a current list of all fields in a Research Animal protocol template, with brief descriptions of each. (Figure 3)

Figure 3: Research Animal Protocol Template

  1. Protocol Title* - the full title of the protocol. Each protocol title must be unique in the iLab system.

  2. Protocol ID*: the Protocol ID number. Typically this will come from the institution’s protocol management system. Each protocol ID must be unique in the iLab system.

  3. Expiration Date*: the expiration date of the protocol

  4. Abstract: a brief description of the protocol experimental design

  5. Previous Protocol Number (if applicable)

  6. URL to protocol in institutional system: May enter in a simple text link here.

  7. Principal Investigator*: the principal investigator of a protocol. The PI must be in the iLab system in order to populate this field and to create the protocol.

  8. Lab Personnel: Once the PI is selected, a table of all the PI’s lab members currently registered in the iLab system will be automatically rendered. Select which lab members are allowed to view and order against this protocol.

  9. Additional Members: Additional members outside of the PI’s lab may also be granted permission to view and order against this protocol. Additional members must also have registered accounts in iLab.

  10. Animal Information: This section captures basic information about animal use and numbers approved for this protocol.

    • Species*: Enter the species of animal.

    • Strain: Strains of species may also be optionally selected.

    • USDA Category*: pain/stress category approved for this species

    • Housing Type: Select a housing type from the drop-down menu

    • Total Animals Allowed*: number of animals approved for experimental use; each species/USDA category combination will have its own set of numerical values.

    • Total to Date: total number of animals ordered/used against this protocol to date

    • Animals Remaining: an auto-calculated field that will subtract Total to Date from Total Animals Allowed (Note: Multiple species and/or species with multiple allowable stress categories may be added.)

    • Actions

    • Breeding Colony Planned?: a simple Yes/No question

    • Notes: Any notes about this protocol may be captured here by the protocol administrator, both at the time of creation of the protocol and any at future point in time.

    • Review Date: Enter date protocol should be reviewed.

    • Renewal Date: Enter date protocol will be renewed (if approved).

    • Attachments: Allows for the ability to upload and associate an attachment to the protocol entry.

    • History: Once a protocol is created and active in the system, certain future edits or updates to the protocol entry will be displayed in the History section.

Once all fields have been filled out, the protocol administrator will click Create Protocol at the bottom. (Figure 4)

Figure 4: Click Create Protocol.

Alternatively, the admin may cancel the creation of that protocol or save it as a draft and come back to complete it at a later time. If saved as a draft, it will display a status of Draft in the protocol list view. (Figure 5)

Figure 5: Draft status.

Note: Once a protocol has been created, a new Comments section will display within the protocol entry. This is a distinct section within the protocol that everyone with access to the protocol can directly interact with to communicate about a particular protocol submission.

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