The Beacon Volume 4, Issue 2

December 2019 Newsletter


Announcements & Reminders 

The Holiday season is fast approaching. Below, please note the holiday review schedule for significant modifications and the 2020 IACUC deadline and meeting date schedule.

2019 IACUC Review Holiday Schedule:

The holiday recess schedule falls on 12/24/19 – 01/01/20. If your research needs require a significant modification to be approved before the end of the 2019 calendar year, it must be submitted to the IACUC by the end of the day on Friday, December 20th.

If you currently have a significant modification that is pending that requires approval prior to the holiday/recess, please respond to questions promptly to facilitate the approval of your modification.

2020 IACUC Deadlines and Meeting Dates:

Investigators are encouraged to submit protocols that are due for 3-year renewal in 2019 early to allow time for pre-review of the protocol by the liaisons and the veterinarians. This will expedite the review and approval of the protocol in the MAPS environment. Should you have any questions, please contact your Research Liaison.

Upcoming Facility Inspections

January 2020:

  • LSOG 5 (01-23-20)
  • SHM 4/ESC/MEC/YSB (01-30-20)

February 2020:

  • TAC 1st half/Canine Cognition Center (02-06-20)
  • TAC 2nd half/TAC MRI/LSOG SB (02-27-20)

***The 3 most common deficiencies found on inspections are:

  1. Expired items (e.g., drugs, PPE, food)
  2. Vaporizer certification out-of-date or improper maintenance of waste gas charcoal canisters
  3. Inappropriately labeled items (e.g., mix/expiration dates, contents)

Please check your spaces periodically to assure fulfilment of IACUC expectations. The Inspection Checklist the IACUC uses to document findings is available on the OARS website.

MAPS Update to Version 9

In the New Year, the underlying operating system for MAPS will be updated to the newest version and will include several new features such as:

  • New side bar navigation tool has been added allowing you to easily jump to any section requiring an action.  The format is similar to a table of contents.
  • Navigation buttons, “Save”, “Exit”, and “Continue”, have been enlarged and stay visible at all times.
  • A “Welcome back, pick up where you left off” capability has been added.  This new feature will allow users to return to the screen they were working on prior to logging off. 
  • A warning pop-up was added when more than one person is working on the same MAPS screen.
  • Several pop-up screens have been eliminated, keeping the user focused on their current tasks within a single browser window. 
  • PIs can use the new “validate” button to check for errors at any time.  Previously errors were flagged when the protocol was to be submitted.
  • Reviewers can use a new “view differences” action called “compare” that easily shows all the changes that have been made within the protocol during each round of review.

Please try to attend one of the training sessions that will be offered to all research staff in the new year.  These sessions will require registration in TMS, and you will be notified of the schedule well in advance.  Your Research Liaison will always be available to assist, so feel free to reach out with any questions.

Recent IACUC Policy and Procedure Updates:

Social Housing REVISED

Death as an Endpoint REVISED

Diluting and Compounding Drugs Used in Research and Teaching Animals NEW

Surgery: Non-Rodent Mammals, Survival and Non-Survival REVISED

Euthanasia Policy, Guidelines and Procedures REVISED

Physical Restraint of Research Animals REVISED

Neuromuscular Blocking Drugs

Disposition Options: Retirement, Adoption and Tissue Sharing

Rodent Identification & Genotyping (procedure steps are now in the Standard Procedure)

Surgery: Amphibians (Xenopus Oocyte Collection is now a Standard Procedure)

IACUC Standard Procedures Update

The following Standard Procedures overall have been pre-approved by the IACUC and will be added to MAPS in the next few months.

Special Topic

The OARS is seeking your cooperation during the next several months when submitting your protocol renewals to accurately reflect staff training that has occurred for individuals while on the previous version of the protocol and updating the Personnel Qualification Forms (PQFs) accordingly. 

Current MAPS functionality includes the ability to create a copy of a PQF from a 2016/2017 protocol so that it can be added to the 2019/2020 submission.  After making the copy, the PQF should be updated with the correct protocol ID prefix (the new year) and the individual’s species and procedure experience updated from the last 3 years’ worth of work.  To make a copy:

1.  Log into MAPS.  On your homepage, navigate to your PQF tab.  Click on the approved PQF you want to copy.  Once open, click on Copy from the menu on the left side of your screen.

Step 1

2. Once the screen refreshes, click on Copy of PQF – PQF – (personnel name) to open the copy.

Step 2

3. Once the copy is open, use the Edit PQF function to change the protocol number prefix to the current year and make any necessary updates to the species and procedures experience screen (2nd screen of PQF).  *Please note, if you do not update the protocol prefix year, the PQF will not be linked to the protocol.*  Training dates will be updated by OARS staff once the PQF is submitted for review.

Step 3

4. Be sure to select Submit PQF from the PQF main page.  Clicking Finish at the end of the application does NOT submit the form.

Ensuring that the PQF is appropriately updated now will reduce subsequent administrative burden for research staff in the following manner:

  • Updated PQFs will avoid duplicated documentation of completed training in lab-based training documents.
  • MAPS enhancements projected to be completed in the first quarter of 2020 will include Training Competencies based on the procedures listed in the protocol and development of a Personnel Profile for each person.  This profile will eliminate the need to submit a separate form for every protocol where a person is included as study staff.
  • OARS will enter the data from up-to-date, completed lab-based training documents into the MAPS training module, creating that personal training profile.  This is why we need updated PQFs and the lab-based training documents.

 Please contact your Research Liaison if you have any questions, concerns or need assistance.

Happy Holidays