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Protocol Submission Guidelines
Dartmouth College uses the Cayuse Protocol Management system to maintain all animal protocols. This is an easy-to-use system for electronically preparing, submitting, and routing studies for IACUC approval. All information is stored in the cloud and can be accessed securely from any location, making it simple for multiple simultaneous users to view and share documents. Users receive electronic notifications whenever an action is required on their part, allowing the study to proceed smoothly through each step of the process from study creation to final approval.
If you need help with Cayuse Protocol Management, please contact the IACUC Office or CCMR Veterinarians.
- How to access Cayuse Protocol Management?
- Cayuse Protocol Management Link
- Deadlines for Protocol Submission.
- Who can submit protocols in Cayuse IACUC?
- How do I receive updates regarding my Cayuse protocol submissions?
- How do I copy and paste the word document protocol into Cayuse?
- There are items missing from the picklists in Cayuse
- Can I initiate multiple submissions (ex: Modification and Renewal) for the same study at the same time?
- How do I add personnel on a protocol?
- How to I submit a three-year / De Novo protocol?
- How do I amendment / modify a protocol?
- Tips for Protocol Completion
- Additional Resources
How to access Cayuse Protocol Management?
To access the system, you will need to have a Dartmouth NetID and be enabled in the system. If you do not have a Dartmouth Net ID and need assistance acquiring one, please contact the IACUC office. If you have a NetID but are not able to log into Cayuse, please contact the IACUC or CCMR office.
Cayuse Protocol Management Link
https://dartmouth.app.cayuse.com/
Deadlines for Protocol Submission.
Deadlines for submission are indicated on the submission deadlines page found here. Protocols submitted after the deadline will be reviewed at the next monthly meeting.
Who can submit protocols in Cayuse IACUC?
Lab personnel can assist a PI with writing the protocol in Cayuse but only the PI is permitted to submit a protocol.
How do I receive updates regarding my Cayuse protocol submissions?
Cayuse will send notifications on submissions, including initial submission, status, approval and renewal notices, via email from no-reply@esirius.cayuse.com. It is important to pay attention to these emails to ensure processing and approval of your study.
How do I copy and paste the word document protocol into Cayuse?
The IACUC is asking PI's to copy and paste their own word document protocls into Cayuse. This process needs to be done as a Modification/Amendment in Cayuse. This should be a straight copy and paste from the existing word document protocol to the Cayuse protocol. Do not add additional modifications. You can remove personnel, drugs, agents, strains etc. that are no longer relevant but may not add anything that is not already approved. For the amendment reason plese say "Copy and paste word protocl document"
Common errors during the transfers so far.
- Make sure to complete the Cayuse protcol 'Options' page. When you open a protocol for a modification or De Novo, the first page you are brought to is the ‘Protocol Overview’ page. In the Table of Contents, there is a page above this called ‘Options’. The ‘Options’ page must be completed first prior to proceeding. Even if the ‘Option’ page has a green check next to it, it still needs to be completed. The options that are chosen will populate the applicable pages required within protocol.
- The pages can take on different formats such as, Yes/No questions, open text boxes, charts, tabs, etc. For pages that have multiple tabs (i.e ‘Protocol Overview’, ‘Surgery’, ‘3Rs’, ‘Adverse Consequences’, and ‘Personnel’), all tabs must be completed prior to submission. The tabs within the Personnel page gets missed the most. For each person on your protocol, the personnel activities tab requires a response, as well as the training profile tab in which the experience and qualifications text box must be completed. This information can be found in N2 of the original word doc protocol.
- In the ‘Experimental Agents’ section, any time you select a “Biological Agent”, you must add the IBC expiration date, the ABSL level, as well as details pertaining to this agent. All subsequent questions such as duration and route of excretion, bedding disposal, and precautions should be provided (even with chemical agents). This information is similar to what was provided in the Appendices of the word doc protocol.
- This system is intended to help reduce redundancy in the IACUC protocols. The questions within this Cayuse protocol are very similar to the questions from the original word doc protocol. On the top of each page there are instructions, and there are some Tool Tips in place to help clarify some questions. Please utilize the “Comparison Sheet” (attached) to assist with a clean transfer. You may need to break up some of the big paragraphs, but the content is there.
There are items missing from the picklists in Cayuse
In multiple sections of the Cayuse protocol there are picklists set up for you to choose from. If you do not see your drug, agent, procedure, surgery etc. in the picklist, please contact the IACUC office so the item can be added.
Can I initiate multiple submissions (ex: Modification and Renewal) for the same study at the same time?
The system will not allow multiple submissions on a single study at the same time.
How do I add personnel on a protocol?
All personnel must complete the required training to work with animals before they are approved on a protocol. The IACUC recommends you ask new personnel to contact the IACUC office for required training information. When contacting the IACUC office personnel should know the protocol number(s) they will be working with and whether they will be assisting with surgery.
All personnel must be in Cayuse before you can select them during the protocol / amendment application process. If a person is not available for selection, please contact the IACUC office so the person can be added to the Cayuse system.
How to I submit a three-year / De Novo protocol?
If you are doing a three-year protocol renewal, you will receive an email asking you to complete the De Novo Review process in Cayuse. When you log into Cayuse, you will find the De Novo protocol under De Novo Reviews. You must click on the protocol number to start the De Novo protocol process. In the Table of Contents please make sure to start at the 'Options' page. Even if the ‘Option’ page has a green check next to it, it must still be completed. The options that are chosen will populate the applicable pages required within protocol. Please note, you will need to go through each page of the protocol in order to submit the rewrite. Even if there are no changes to be made to a section, you must trigger the “Save” function in each section in order for a green checkmark to appear in the Table of Contents (and enable it to be submitted).
Please be advised that the required 3-year renewal is completely re-reviewed using updated animal care and use guidelines. Therefore activities which were once approved may still require a modification to secure approval.
If you have animals on an active protocol that does not receive approval at the 3 year submission deadline, these animals and studies involving them cannot be conducted. It is, therefore, VERY IMPORTANT that you submit your 3-year renewal with ample time to secure approval. We recommend submitting this proposal at least 60 days prior to expiration.
How do I amendment / modify a protocol?
Protocols in the word document format should continue to have modifications submitted in word using track changes. Once a word document protocol has been copied and pasted into Cayuse and the transfer approved, Cayuse should be used for the modification for this protocol thereafter.
- Read the protocol form carefully.
- Do not copy and paste text from a grant.
- For literature search assistance, please contact a librarian from the Biomedical Libraries.
- For a list of approved contract laboratories please contact the IACUC office
Additional Resources
NIH Vertebrate Animals Section
USDA ‘3Rs alternatives Literature Searching
Animal Welfare Information Center (AWIC)
ILAR: The Place of Experimental Design and Statistics in the 3Rs (link)
ILAR: Animal Husbandry and Experimental Design (link)