General Discussions

 View Only
Back to discussions
Expand all | Collapse all

Animal Oversight DMR Process

  • 1.  Animal Oversight DMR Process

    RISING STAR CONTRIBUTOR
    Posted 08-11-2022 12:43
    Hi fellow IACUCers,

    We're still in the implementation stage and we're curious how others are handling potential DMR protocols that go out to the committee allowing them to call for FCR.  There currently isn't a dedicated process or auto email that captures this process.  With so many IACUC's using  DMR there must be an easy way (or is this a good product idea?).

    Thanks for any ideas you can share!
    Amy

    ------------------------------
    Amy Cooper
    IACUC Administrator
    Buck Institute
    ------------------------------


  • 2.  RE: Animal Oversight DMR Process

    SUPERSTAR CONTRIBUTOR
    Posted 08-12-2022 07:19
    Hi Amy,

    This is what we do, but is not necessarily what I would advise others to do:

    The proposal is assigned to the designated reviewers.  An Outlook calendar invitation is sent to all members that spans the review period (day of assignment until due date). The invitation specifies who was designated and what the proposal is (and if it's an amendment, a screenshot of the TOC is included to quickly identify which sections of the protocol were modified), and members are asked to notify the IACUC staff if they wish to call for FCR instead.  The DMR proceeds concomitant with the opportunity for others to change the proposal's course.

    This is what I've thought about doing, but haven't moved forward with for various reasons:

    Assign the proposal to all members, whether designated or not; select Primary status for the designated reviewers.  This enables all members to view and comment on the proposal, whether they were designated to do so or not; it also enables anyone to choose the option to call for FCR when (if) they submit.

    The aforementioned various reasons include, but aren't limited to:
    • The system-generated emails don't provide adequate details
    • Some members will enter reviews even though they weren't the ones designated to do so

    It's great that you're thinking about these things during your implementation phase, when you have the opportunity to set things up the way that will work best for you!

    Cheers,
    Cheryl

    ------------------------------
    Cheryl Cheney, CPIA
    IACUC Coordinator/Compliance Specialist
    Biogen
    Cambridge, MA
    ------------------------------

    Original Message


  • 3.  RE: Animal Oversight DMR Process

    CAYUSE CHAMPION
    Posted 08-12-2022 10:38
    Amy,

    I too see the limitation(s) in what you anticipate.  Fortunately (!?), I haven't had to change a DMR process to FCR.  I thought of one way to avoid that.  Before committing in Cayuse AO to be DMR or FCR, I send an email to all of the members with protocol details (PI, title, layman's abstract, etc.), already named DMRs, the call-for-FCR period, etc.  When the period closes, then it (DMRs) is all loaded in Cayuse AO.  Of course FCR can still be called.  I guess I would cancel the workflow and make a notation somewhere of the reason.

    Hint:  Find a place in the protocol template where such notes - hidden from the researcher team - can be made for this reason.  Thereby, it's **IN** the protocol and not in email notes.  I had this put on the "Protocol Overview" page.  And had it checked/confirmed during implementation.

    Occasionally, the DMR will select the wrong approval choice (FCR, rather than return to the IACUC) and I have to confirm that was his/her real choice.  Never has been.  [By the way, this is very problematic/confusing for the reviewers and I wish Cayuse could make adjustments to it.  I have tried.]

    Like Cheryl, kudos for thinking of it ahead.  And I share Cheryl's hesitation with her idea for naming all members as DMR and then clarifying who is who.  Especially the non-DMR who makes a comment - what to do with that?  Why didn't s/he say "I will be a DMR too since I have ABC concern".  oh, well.

    Bruce

    ------------------------------
    Bruce W Kennedy
    IACUC administrator
    University of California, Santa Cruz
    ------------------------------

    Original Message


  • 4.  RE: Animal Oversight DMR Process

    RISING STAR CONTRIBUTOR
    Posted 08-24-2022 12:19
    Thank you all for the suggestions.  I was determined to do this within Cayuse.  After all, this is supposed to make our lives easier, right?

    I think we came up with a workaround.  We added "Request for DMR" in the workflow description dropdown (under the submit tab in the workflow) which will trigger the general review email and will have "Request for DMR" in the subject.  Since this is a general review request email, we've added a note within the body that says "Note, if this is a Request for DMR, you have until XX/XX/XXXX (deadline date will self populate) to call for full committee review (FCR) by leaving a note under the Submit tab while reviewing. If no requests for FCR are received, the assigned Designated Reviewer(s) will complete the review."

    We'll see how this works once we go live so stay tuned!

    Thanks again for all of the suggestions!
    Amy

    ------------------------------
    Amy Cooper
    IACUC Administrator
    Buck Institute
    ------------------------------

    Original Message


  • 5.  RE: Animal Oversight DMR Process

    CAYUSE CHAMPION
    Posted 08-25-2022 17:10
    Amy,

    Quite the concept.

    What is the process when you don't get all responses, which is likely?  Cancel the workflow?  Will that make the responses rc'd disappear, so you'll have no record?

    Are you adding a new "vote" to the dropdown on the review/submit window?

    I'd be keen to see some screenshots.

    Bruce

    ------------------------------
    Bruce W Kennedy
    IACUC administrator
    University of California, Santa Cruz
    ------------------------------

    Original Message


  • 6.  RE: Animal Oversight DMR Process

    RISING STAR CONTRIBUTOR
    Posted 10-11-2022 12:07

    I just learned that in the software there is a DMR function that can be used and working with my staff and working on some of the configurations to do a nightly background run, we were able to send an item out and have it returned to the Coordinator's dash after a specified amount of time (once the primary reviewer submitted)

    There are probably several items to think about and build upon but it is a decent starting point that allows the system to pull back and with modifications to the letter based on the review type and training it could work pretty well I am hoping.



    ------------------------------
    Guy Wiles
    Director, IACUC
    Augusta University
    ------------------------------

    Original Message


  • 7.  RE: Animal Oversight DMR Process

    SUPERSTAR CONTRIBUTOR
    Posted 10-11-2022 14:41
    Hello!

    I'm not sure if your implementation looks like ours, but when a reviewer submits there is an option for them to decline DMR and a comment field where they could explain the reason (e.g., to indicate if it's because they are calling for FCR instead).  If you use this method, it's up to the administrator to doublecheck the workflow to see whether anyone has made this request--or to have an additional separate process, like asking members to contact you directly when there's something they want to go to FCR.


    Cheers,
    Cheryl

    ------------------------------
    Cheryl Cheney, CPIA
    IACUC Coordinator/Compliance Specialist
    Biogen
    Cambridge, MA
    ------------------------------

    Original Message


  • 8.  RE: Animal Oversight DMR Process

    SUPERSTAR CONTRIBUTOR
    Posted 10-12-2022 08:47
    Edited by Cheryl Cheney 10-12-2022 08:47
    I'm a goof--the "Request a convened meeting" option is actually what they should choose when requesting FCR 🙃

    ------------------------------
    Cheryl Cheney, CPIA
    IACUC Coordinator/Compliance Specialist
    Biogen
    Cambridge, MA
    ------------------------------

    Original Message


  • 9.  RE: Animal Oversight DMR Process

    RISING STAR CONTRIBUTOR
    Posted 10-12-2022 09:14

    I think in our system it is labeled as "Call to FCR"

    What I am envisioning is that it goes out for that grace period to the members and the primary/secondary do their review.  The office would monitor to see if any other member calls it to committee over the course of the grace period in the institution's assurance



    ------------------------------
    Guy Wiles
    Director, IACUC
    Augusta University
    ------------------------------

    Original Message


  • 10.  RE: Animal Oversight DMR Process

    CAYUSE CHAMPION
    Posted 10-12-2022 10:05

    Cheryl and Guy,

     

    My recollection is that the phrase is configurable during implementation.  

     

    Bruce

     




    Original Message


  • 11.  RE: Animal Oversight DMR Process

    CAB Member
    Posted 10-13-2022 04:54
    Hi!

    In our system we have the members reply either in the Synopsis - which we use for notes and explain to reviewers what's going on with the protocol/amendment, or we have them use the General Notes when they are reviewing w/ or w/o questions.   We are currently on the Helix version, and trying to finish testing so we can be moved to Klamath Falls.



    Rebecca

    ------------------------------
    Rebecca Florence
    IACUC Administrative Professional IV
    University of Kentucky
    ------------------------------

    Original Message


  • 12.  RE: Animal Oversight DMR Process

    RISING STAR CONTRIBUTOR
    Posted 10-13-2022 09:10

    Thanks Rebecca,

    The use of the synopsis function may be a good way to provide routing information for those members who receive the DMR but are not the primary/secondary reviewer.  This might help mitigate one of the concerns I had in which a reviewer may see 4 DMRs on their dash but is only the primary reviewer for 1 of them and it not be clear which one that is.



    ------------------------------
    Guy Wiles
    Director, IACUC
    Augusta University
    ------------------------------

    Original Message


  • 13.  RE: Animal Oversight DMR Process

    CAB Member
    Posted 10-13-2022 11:11
    The nice thing about the Synopsis to keep notes - it becomes part of the revision history and is easily accessible by staff.  Trying to dig out a "General Note" is a different story.   Another caveat about the synopsis- any reviewer can see it, but only those marked as primaries can make notes/comments.  We list assigned reviewers, training verifications, etc. for the reviewers here as well.  We have certain criteria that automatically requires FCR: Any protocols involving multiple major survival surgery, prolonged restraint, use of paralytics and PC-E.  Others are sent to the entire committee in the system for DMR and primary reviewers marked - scientific, veterinary, EHS/IBC and IACUC staff.  An email from the IACUC staff goes out directly to the assigned reviewers.

    Rebecca

    ------------------------------
    Rebecca Florence
    IACUC Administrative Professional IV
    University of Kentucky
    ------------------------------

    Original Message


Related Content