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  • 1.  Animal Oversight and Noncompliance Reports

    Posted 09-04-2023 08:49

    Good morning everyone

    I was wondering how other institutions within cayuse animal oversight handle the reporting of deviations and/or adverse events? Any and all tips is welcomed!



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    Brittany Roman
    IACUC Administrator
    Ross University School of Veterinary Medicine
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  • 2.  RE: Animal Oversight and Noncompliance Reports

    SUPERSTAR CONTRIBUTOR
    Posted 09-05-2023 06:05

    Hi Brittany,

     

    We handle our deviation/impacts reporting process completely external to Cayuse.  We have guidelines on what needs to be reported to the IACUC and a Word form the PI needs to complete and submit.  I keep an Excel file to track incidents (fields include incident date, protocol number, PI, involved parties, department, incident type (deviation and/or untoward outcome), species, quick summary of what the incident is, meeting date(s) it is discussed at, quick summary of IACUC-assigned/endorsed action items, and whether or not they voted for the IO to report to AAALAC.  The form stays affiliated with the relevant meeting's materials (which are stored in individual Teams file folders).

     

    I'd rather see an integrated process that enables protocol/amendment reviewers to have instant, convenient access to incident details when reviewing proposals, to help inform commentary and decision-making.

     

    Cheers,

    Cheryl




    Original Message


  • 3.  RE: Animal Oversight and Noncompliance Reports

    Posted 09-05-2023 06:32

    Hi Cheryl Thank you for the feedback! I agree it would be great to see a more integrated process in the future.



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    Brittany Roman
    IACUC Administrator
    Ross University School of Veterinary Medicine
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    Original Message


  • 4.  RE: Animal Oversight and Noncompliance Reports

    TEAM CAYUSE
    Posted 09-05-2023 07:20

    Hi Brittany, 

    Until we establish a more integrated process within AO, one way you could handle reporting of adverse events/ non-compliance is through the amendment form. The PI could attach an institutional form describing the incident and the amendment would be added to the meeting agenda. When I managed an IACUC, most of our adverse events or non-compliance events would require the protocol be amended, so this could be a good mechanism to capture both the details of the reportable event as well as the changes needed to the protocol in the same review. 

    You would also be able to report out on these adverse events or non-compliance by using the Amendment Search and filtering by the Amendment Reason. I hope this helps and thanks for reaching out on the Community! 

    -Catherine 



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    Catherine McGuire
    Solutions Consultant
    Cayuse
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    Original Message


  • 5.  RE: Animal Oversight and Noncompliance Reports

    SUPERSTAR CONTRIBUTOR
    Posted 09-05-2023 07:27

    Hi Catherine,

     

    That is a great idea!  But using that method, have you encountered any issues with PIs being unable to make unrelated, potentially time-sensitive changes to their protocols (modifying personnel, animals, procedures, etc) while they're "locked", awaiting the IACUC meeting date before they can introduce further revisions?

     

    Cheers,

    Cheryl




    Original Message


  • 6.  RE: Animal Oversight and Noncompliance Reports

    TEAM CAYUSE
    Posted 09-05-2023 19:13

    Yes, unfortunately that is a side effect that I really don't have a solution for. I'd be curious to hear about how other institutions handle adverse events and non-compliance. 


    Catherine 



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    Catherine McGuire
    Solutions Consultant
    Cayuse
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    Original Message


  • 7.  RE: Animal Oversight and Noncompliance Reports

    STAR CONTRIBUTOR
    Posted 09-06-2023 08:44
    Edited by Evins Wardlaw 09-06-2023 08:47

    Good Morning Brittany,
             If your institution has an enterprise license with Microsoft Office 365 then you can create a VERY effective application to cover your needs with Microsoft Power Apps. It's a lot easier than you might think... you can take that Excel document that you're maintaining and use it as a template to create a Sharepoint list (essentially an online version of the excel document). Once that's been created, you can select for Microsoft Power Apps to analyze the Sharepoint list and generate an App to fill data into the list. It will take less than a minute to build the app. From there, you can go into the Power App interface to change the look and feel... but you will basically have a view/search screen, data entry screen, and data editing screen.

    We're taking inventory of our Cage Racks, BioSafetyCabinets, and Anesthesia Machines - so we can have real-time location data and effective space-use data - which we can combine with our Census data. The App won't win any UI/UX competitions but it's functional. Anyways, it was built in a single morning, using that same model... we took existing spreadsheet, convert to sharepoint list, auto-create Power app from Sharepoint list. From there, you could ask Microsoft CoPilot (their AI assistant for Power Apps) to add more functionality, if need be.

    ** The reason it asks for Cage Card number is that we created a "Vivarium" protocol - where the only species selected was "Vivarium" and the Per Diem/Housing rate descriptions were all the different hardware types & models. Now, while taking our RFID animal census - it's also counting & locating where our vivarium hardware resides.

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    Evins Wardlaw
    Systems Analyst of Bioresources
    St. Jude Children's Research Hospital
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    Original Message


  • 8.  RE: Animal Oversight and Noncompliance Reports

    RISING STAR CONTRIBUTOR
    Posted 09-06-2023 10:26

    Hi Brittany,

    My institution uses an online form for people to report an animal incident or concern to the IACUC.  This is received by the IACUC Office, AV, and Chair and then the initial fact-finding and follow-up is performed by the Office and the information along with any recommendations or corrective actions are evaluated and discussed by the Committee.

    The incident report form allows for incident summaries, corrective actions, and meeting date info to be added to it by the Office and I tend to use excel spreadsheets, word docs, and box to manage the information and reporting requirements outside of the Cayuse system.  In the event an amendment is needed as part of that corrective action, that is inside the system and a separate item dated back to the original incident.

    I have seen in other systems where there is a "concerns" tab or section of their Animal Ops software for these sorts of things to be documented in alignment with but separated from the protocol itself.  This allowed you to generate reports on these sorts of events without attaching it to the current protocol.




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    Guy Wiles
    Director, IACUC
    Augusta University
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    Original Message


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