September 25, 2009 - Notice Regarding Electronic Submissions
September 11, 2009 - Notice Regarding Occupational Health
October 30, 2008
October 24, 2008
Changes to Training Grant Internal Review Process
In the past, the RPO Committees (IACUC, IBC, IRBs) have given a single certification of approval for institutional training grants that were awarded to UVM through a process we called “administrative review.” This process was based on the requirement of certain federal sponsor for a single certification that all the individual research protocols named in the institutional training grant application had been reviewed and approved by the appropriate committee. Over the years, we have found that this certification is no longer required.
The research that trainees are involved in changes over the life of a project and any approval is only a “snapshot” in time. What is important to the funding agency is the institution provides assurance that all projects that a trainee will work on have been appropriately reviewed and approved. This assurance does not need to be in the form of a single IRB or IACUC certification of approval.
Because this administrative review activity is no longer necessary we are phasing out single protocols associated with institutional training grants. We will notify individual investigators that they will no longer be required to complete and submit continuing review paperwork and the files will be closed.
Principal investigators of training grants, however, are still required to provide the funding agency with a list of the projects and approval dates that trainees are working on with their annual progress report. The Research Protections Office can assist you with obtaining protocol approval information if you submit a list of protocols with the following information:
Committee File Number (CHRMS/CHRBS,IACUC, IBC), Principal Investigator
Name, and Protocol Title
Please call (656-5040) or email (firstname.lastname@example.org) the Research Protections Office if you have any questions about this change.
Use of Animal Tissues (Products) Policy Change
The University is committed to reducing the number of animals used in research. Tissue sharing is strongly encouraged as this allows investigators to collect fresh tissue without euthanizing additional animals.
For many years the IACUC has required prior and continuing review of tissue or by-product activities in an effort to afford additional protection of research animals. After a thorough review of similar institutional procedures in this regard, as well as re-reviewing PHS regulations and contacting USDA national headquarters, we have concluded that continued IACUC review of these activities does not add any additional protections.
Effective 1/08 investigators are no longer required to submit Animal Product (tissue) protocols to the IACUC for review. Investigators who currently have approved Animal Product protocols will receive a letter from the Committee informing them that continuing review of the activity is no longer required.
Please refer to the Research Manual for details of this revised policy and additional guidance for researchers who intend to share tissues with other institutions.
New Visitor Policy
In order to accommodate visiting scientists or short-term collaborators on animal research projects, the IACUC has developed a policy which allows a waiver for animal care training and occupational health. A one-page form must be completed and signed by the visitor, the IACUC protocol's principal investigator and the IACUC chair or University Vet.
Personnel with an on-going role in a project utilizing animals are not eligible for this waiver. For more information, call the IACUC office at 6-5040 or Animal Care Management at 6-0459.
INFOED PROPOSAL NUMBERS AND THE CHALLENGE OF MATCHING GRANTS TO PROTOCOLS
Funding agencies generally require review of the specific research procedures outlined in the grant application by the applicable RPO review committee(s). Each protocol submitted to the RPO for review must be linked to the corresponding grant application. This is a requirement for all of the RPO Committees (the IRBs, IACUC and IBC).
A new protocol must be submitted for Committee review and approval for every new funding proposal and every competitive renewal submission.
Pre-award services (PAS) will not release your funds until they have documentation from the applicable Committee that the protocol corresponding to the specific grant application, has received the appropriate clearances from RPO. The task of matching grants to protocols over the years has been extremely difficult because it was done manually and, unfortunately, the system has been less than perfect.
Now, with the implementation of Infoed, the electronic proposal and protocol management system, we are now able to link the protocol to the grant electronically and both PAS and RPO will have access to the corresponding materials. However, in order to link correctly we need your assistance in making the initial identification.
Each of our Committees have revised their protocol submission forms to include a field for the Infoed Proposal Number. We have been piloting this field on the Biosafety Committee forms for six months and have found that a majority of protocols are received with inaccurate or incomplete information. Inaccuracies typically include a proposal number for a proposal in which the project period has already ended or for a project that was never funded.
We wanted to take this opportunity to remind you of this requirement and to assist you in becoming familiar with this very important number. Below is a copy of routing form with the Infoed Proposal ID Number circled. This is the required number for all initial and continuing review forms.
Going forward, we will not be able to enter protocols submitted to the RPO committees into the Infoed management system without the correct information, and review of the protocols may be delayed.
It is critical that you identify the correct grant application and indicate the Infoed Proposal Number from the routing form that corresponds to the protocol you are submitting. If there is any uncertainty, please contact a staff member from either PAS or the RPO to assist you in determining the appropriate Infoed proposal number. Ultimately, this will make the entire process much smoother for everyone.
Revised Protocol Cover Form
The IACUC pilot protocol cover form has been available on our forms page for approximately four months. Our beta testing is complete and the current form has now been removed from the website.
Going forward please submit
all new protocols on this form. Many researchers use previously completed and
saved versions of the form and it will take some time to make this transition.
Therefore, we will accept both form versions for the next few months. Any submissions,
full or designated, received after 9/1/07 must be on the new form. At that point,
older versions will no longer be accepted.