New Protocol Submission Tutorial for TOPAZ

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New Protocol Submission Tutorial for TOPAZ

• Office of Animal Care Compliance

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Hit the F11 key on your keyboard (for PCs) to
minimize the browser.
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Login using your Novell Net ID username and
password (case sensitive)
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Click on the white My Dashboard
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Click on Protocols for Animals
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Click on Create Protocol Requests
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If you want to copy your information from an
existing TOPAZ protocol, you can click on Create
Request from Existing Protocol.
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Click on the protocol you wish to copy the
information from. The new protocol form will open
with a new reference number but showing the
copied information. You can then edit the form as
needed to reflect your new information.
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If you have a protocol submission in progress,
click on Edit my Unsubmitted Request to return
to it and continue working. You can save a
protocol and return to it as many times as you
need to until its ready for submission.
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Click on Create an Original Request to create
an entirely new protocol submission.
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Select the appropriate protocol form. Please
call or email the OACC if you are unsure of which
form to use.
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Please check the box for any and all species you
will be working with then click on Continue.
Please check any and all species you will be
working with.
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Click here to save your protocol. You can save
for the first time after youve entered the PI
name. Save often (maybe after each section)
just in case!
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Open the Administrative Section on the right
side of the page. This is the protocol outline
and shows all the questions in that section of
the form.
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Questions with a red asterisk are required and
questions with a green checkmark have been
answered.
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Questions with a half circle icon next to them
are children of a conditional parent question
and are not always required. It depends on how
you answered the parent question.
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The left side of the page is the protocol form
where you will be filling out your information
and will receive instructions, help, etc.
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A reference number will be automatically assigned
to each original protocol submission. This
number will stay with the protocol through
amendments, renewals, etc.
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A protocol number will be manually assigned upon
approval. The reference number will be
incorporated into the protocol number.
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There are different types of questions you may
encounter when filling out the form. The first is
plain text. The title is a plain text box that
holds 250 characters. All the other plain text
boxes hold 4,000 characters.
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Another type of question is a drop-down menu
type.
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Select the PI name from the list. There is a
progressive search window where you can start
typing the name youre looking for. Phone and
email address are automatically populated.
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Another type of question requires you to click on
the Add Protocol Associate icon to enter
information from a master list.
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You are taken to the Add Protocol Associates
menu where you can conduct a progressive search
for your personnel.
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Once you add an associate, you can designate them
as Co-PI or Key Associate and make notes about
their responsibilities, etc. Click on the Add
Protocol Associate icon as many times as needed
to keep adding associates.
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You may also encounter conditional questions. If
you answer one way (Yes for example) you may be
done with that question
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If you answer another way, (No in this case,
you may have to provide more information.
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When youve completed the last question in a
section, close that section, open the next one,
and move on either by clicking on the new section
heading or using the directional arrows at the
bottom of the screen. Its not a bad idea to save
after the completion of each section.
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Some questions are just instructions for other
questions.
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This is a rich text question. You can type
several pages directly in the box or cut and
paste from a word document. You can edit your
text or even insert web or email links using the
tools at the bottom. The lay summary should be
no more than 500 words.
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Sometimes, there are live links you can click on
in the instructions for a question or in the help
icon on a question.
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Here you can pick your date from a calendar.
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You can check off the results of your alternative
search in the boxes provided. Each box checked
will then ask you for more information.
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At any point, you may choose to attach a file to
the protocol. You may do so at the top of the
appropriate section by clicking on the Add Link
icon at the top of each section.
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You can add either a URL or a file by clicking on
the appropriate icon.
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Type in your URL then name the attachment in
Text. Your attachment will appear as a live
link at the top of the section in the protocol.
To delete an attachment, click on the trashcan
icon next to Text.
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Click on the Add Files icon to add a file.
Click again on the Browse for File icon and
select your file. Name your file attachment in
Text. The attachment will appear as a live
link at the top of the section in the protocol.
You can close this screen by clicking on the
Close Panel icon.
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You can create rows in which to fill in your
information on this question by clicking on the
Add Row icon.
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Select your Stress Category from the drop down
menu then fill in the number of animals
requested.
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Click on the Add Procedures icon to add your
Standard Procedures.
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Select your procedures from the menu. If you
dont find what you need, please call or email
the OACC or add it to 14 Items that need to be
added to the Selection Lists.
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Once youve selected a procedure, youll have to
fill in all the applicable information on each of
the tabs. Use the trashcan icons to delete
anything you dont want.
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Make sure to list any Occupational, Chemical,
Biological, or Radiological hazards on this page.
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The last section of the protocol is the PI
Assurances. Only the PI can sign them. Once the
boxes are all checked, hit save, and youll be
prompted to enter your Novell Net ID username and
password to create an e-signature.
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Once youve entered your e-signature, you can
save and submit the protocol. The submit button
will become illuminated once youve saved. If
there are errors in the form, youll keep getting
error messages until theyve all been addressed.
CONGRATULATIONS!! Youre DONE!