Amendment Application

 

An Amendment application is started from the Protocol Details page.  To start an Amendment, select process type ‘Amendment’ from the dropdown box located to the left of the ‘Create New Process’ button, the ‘Create New Process’ button will launch the Amendment questionnaire.  The Amendment questionnaire is a series of questions that will be used to determine what protocol data is changing and what forms or pages should be presented to the user for completion or modification. 

 

Any user with direct edit or manage access to the protocol in Insight will have the ability to start a new Amendment process on a protocol.  If a user only has View access, the user will not see the ‘Create New Process button’ on the Protocol Details page.

 

A single amendment application may include several changes.  However, there are some restrictions on the types of changes that can be bundled in one application. 

 

Note:  Amendments to add or remove study staff cannot include other protocol data changes.  The business reason for this is that the approval time for staffing amendments is usually much faster than other protocol data amendments.  The screen shots below will show the nature of the amendment form and how answering certain questions will hide or reveals subsequent questions.

 

Screenshot:  Starting an Amendment from the Protocol Details page

 

Study Staff Amendment Changes

 

An Amendment can be submitted to either add or remove study staff from the study, which may or may not involve changes to the individual’s role by which they are performing. 

 

For example:  If the answer is ‘Yes’ to Will you be updating the staff currently assigned to this protocol?’, then the Staff & Access page will be visible for the user. 

 

The next step is to check the appropriate boxes to indicate if study staff is being added and/or removed from the study.  The names of the study staff are not entered into the input text box at this time.  The names will be populated on the form, only after the study staff updates have been made on the Staff & Access page

 

To make the study staff changes, navigate to the Staff & Access page.  Staff can be removed or added to the study directly from this page.  For step by step instructions on how to add or remove staff, please refer to the Staffing section in the manual.  A study staff’s assigned role cannot be changed during an amendment.  If a role needs to be changed, this should be done by adding the staff with the correct role and removing the record with the incorrect role.  

 

If a study staff member is already in the process of being added by a Work in Progress or Pending Amendment, a warning will be displayed (see below).  Click “OK” to continue adding this person, or “Cancel” to discontinue adding this person.

 

 

When all changes have been made, move to the Submission page to complete the validation and submission process.  Changes to the staff will only be displayed on the current view of the active protocol when the amendment is approved.

 

Screenshot:  Amendment form

Amendment form, starting an Amendment in which study staff is changing.

 

 

 

 

 

Screenshot:  Amendment

Amendment form, after a study staff member has been added (McNeal) and removed (Fallon) on the Staff & Access page.

 

 

 

 

Screenshot:  Forms page

Forms page which is displayed after clicking the ‘Save’ button on the Amendment form, where study staff required updates.

 

 

 

Steps to Submit a Study Staff Amendment

 

  1. Click on the “Go to Animals” button or Animals tab.

  2.  

  3. Click on the appropriate protocol title.

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  5. Click the “Amendment” type of process and then click the “Create New Process” button.

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  7. Complete the Amendment form

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    NOTE: You do not need to enter the name(s) of who you are adding or removing on the amendment form.  eIACUC will track the names you add/remove on the Staff & Access page and auto populate the form.

     

     
     

     

  9. Click the “Save” button to be brought back to the Forms page.

  10.  

  11. Click the Staff & Access tab.

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  13. Add or Remove the staff from the Staff & Access page.

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  15. Click the ‘Submission’ tab

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  17. Run the Application Review and fix any errors with the validation process.  When complete click the “Submit” button.

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  19. Once you click the “Submit” button, the Amendment is automatically routed for electronic sign off to the Principal Investigator.  You can track the progress of the sign off process by going to the Pending Applications page and clicking on the Workflow History icon in the row where the transaction appears.

 

Protocol Data Amendment Changes

An Amendment can be submitted to change data related to the protocol.  Once the initial questions have been answered and the form is saved, the user will be returned to the Forms page where the Amendment form and other relevant protocol forms can be completed and then submitted.  If attachment changes are required, move to the Attachments page to make changes.  When all changes have been made, move to the Submission page to complete the validation and submission process.

 

The Forms page consists of a grid with 3 or 4 columns.  The Forms Action column only appears for Amendments being created on initial reviews creating electronically using eIACUC.

 

 

Screenshot:  Forms page for Amendment in which protocol data is changing on a legacy protocol.

 

For ‘Legacy’ protocols, which had been started and approved prior to the eIACUC system, the Amendment form itself will be the only on-line form available for submission to the IACUC for review, as no electronic forms are available for completion as the data was initially captured on the paper application forms.  Additionally, the ‘clone protocol’ button will be disabled or ‘grayed out’.

 

 

Screenshot:  Forms page for an Amendment in which protocol data is changing on an eIACUC created protocol.

 

In this case, the submitter has selected to update the Hazardous Agents data, which existed on the initial application – ASPERGILLUSNIGER.

 

 

Note:  Please see the sections in the User Guide for information on Staff & Access, Attachments and Validation & Submission.

 

The following buttons are available on this page:

Note: only those forms that actually changed will be displayed.  For example, if there were multiple procedures on the study, and only one procedure was amended, the procedures that were not changing as part of the amendment will not be included in the PDF.