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titleIn O.R.C.A. Help

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Help pages that are specific to creating a new application cab be found under IACUC Application Pages.




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What has changed?

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titleWhat has changed?

The upgrade to O.R.C.A.v2.0. will now include the ability to submit your IACUC Application for new protocols online; create Amendments for your protocols, and Clone approved applications.

Information you have become accustomed to will continue to be available in O.R.C.A.v2.0, like managing your Study Personnel, submitting Progress Reports, Administrative Changes and Animal Transfers.

Enhancements to the Administrative Changes section include updates to managing your study team; the ability to apply specialized skills to study team members and relate grants to your protocols.

A page, Protocol Information is a new addition. This page includes an overview of the protocols' Summary, Species and Study Team. This is the page where you can initiate business activity for your protocol (Progress Reports; Administrative Changes; Animal Transfers; Cloning, Amendments, Application Summary view)


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titleHow will my protocols be entered into O.R.C.A.v2.0?

Transferring protocol legacy data into O.R.C.A.v2.0 was a manual process completed on behalf of the investigator by teams from the various departments within the Office of the Vice President for Research.Based on the original approval date and quality of the legacy documentation, some protocols were able to be transferred more completely than others.

To view the protocol after the Legacy Data Transition:

  1. Log into O.R.C.A.v2.0
  2. Click the protocol # hyperlink in section, Your Protocols
  3. You are now at the Protocol Info page.
  4. Summary section: Click the Protocol # link
  5. You will be taken to the Application Summary page of your protocol. This is a view of your protocol in the online format.

If a change needs to be made after you have reviewed your protocol(s), an Amendment should be initiated. Prior to initiating an Amendment, we highly encourage you to contact the IACP office for assistance prior to initiating this process and to ensure the most efficient processing of your amendment. You can contact the IACP office through the main IACP number at 210-567-8260.

If you have questions related to the transfer of data after you have reviewed your protocol, contact the IACP office at iacp@uthscsa.edu or 210-567-8260.


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titleWhere can I see my protocol now that the legacy content has been transferred over into O.R.C.A.v2.0?

The Institutional Animal Care Program along with a team of regulatory analysts transferred over 500 active protocol legacy documentation into the online format. Not all protocols were able to be fully completed.

To view your protocol now that data transition process is complete, follow the below steps:

1. From Your Protocols, click on the Protocol # hyperlink to the protocol you want to view
2. Protocol Information is the next page, under Summary click the Protocol # hyperlink
3. You will see a summary of your protocol in the online format.


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titleCan I continue to complete my Progress Reports, Administrative Changes and Animal Transfers in O.R.C.A.?

 Yes, you will continue to log into O.R.C.A.v2.0 to complete your Progress Reports, Administrative Changes and Animal Transfers. Extended Help pages:


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titleWill the History continue to be available?

 Yes, you will continue to have a view of business item events that occur to your protocol in the History section.


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titleAre there Training Opportunities?

 Yes, the IACP staff is available to help you create a new IACUC protocol or submit admin requests, amendments, and progress reports. Contact the IACP office at 210-567-8260 or iacp@uthscsa.edu.








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Online Research Compliance Assistant -  Log In Information

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titleHow do I log in?

To access the Online Research Compliance Assistant, go to https://vpr.uthscsa.edu/orca/.

  • Enter your UT Health email address
  • Enter your domain password


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titleWhich is the preferred browser?
  • Supported browsers include: Google Chrome, Firefox 3.5, Chrome 8, Safari 3, Opera 10.
  • IE should not be used.


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titleWho do I call for questions and help?
  • If you need help related to the content of your protocol,
  • For Animal Transfers, Procedure Space, Animal Care/Husbandry
  • If you need help accessing O.R.C.A.v2.0. contact vpr-it@uthscsa.edu


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titleHow do I clear my browser's cache?

Please visit the below How-To page for steps in clearing your browser's cache.

How do I clear my browser's cache?





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Online Help

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titleHelp Button - It's your friend

Once you have logged into O.R.C.A.v2.0, each page will include a Help icon.

  • Clicking the Help icon will provide you with a list of Help pages that are associated with the page you are on. Once you click a page in the Help drop down, a new tab will open.

  • Pages that include the Help Icon:
    • Dashboard
    • Protocol Information Page
    • New Application when you create a new application, each page of the application will include the Help icon. The Help page will provide you with information on how to complete the page fields.
    • Administrative Pages
    • Progress Reports
    • Animal Transfers





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Dashboard

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titleWhat's the Dashboard?

The Dashboard is your landing page once you have logged into O.R.C.A.v2.0. If you are a PI, Co-PI or Study Team Member to a protocol, the Dashboard will list protocols that you are assigned to in the Your Protocols section. For further information on what is listed in the Dashboard visit the Dashboard page.

From Your Protocols, each protocol hyperlink will direct you to that Protocols' Protocol Information page. The Protocol Information page is where you can take action on a protocol. Individuals who are Study Team Members (not Delegates or Co-PIs) will have limited access once they arrive at the Protocol Information page.


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titleI do not see a one of my protocols. What does this mean?

If you do not see the protocol you are searching for under Your Protocols, this can mean you are not listed as a Study Team Member to the protocol.

Contact the IACP office, at 210-567-8260 / iacp@uthscsa.edu so they may provide you with the PI, Co-PI or Delegate. Each of these individuals can add you to the protocol and assign the necessary access. If you are the PI to the protocol and you do not see your protocol, also contact the IACP office.


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titleI do not see an In-Progress Items section.

This section will be available to the PI, Co-PI and Delegate to a protocol once a business item has been initiated.

If you are the PI, Co-PI or Delegate, this section will display once you have initiated a business item. Ex: began an Administrative Change but have not yet submitted it.


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titleI do not see a Submitted Items section.

This section will be available to the PI, Co-PI and Delegate to a protocol once a business item has been submitted.

The Submitted Items section provides details regarding which office is reviewing the business item and who the business item is assigned to:

Status of Accepted indicates the item (Progress Report, Application, Amendment, Administrative Change) has been successfully submitted.

Status of Under DLAR / IACUC Review indicates the office which is reviewing the item. Hoovering over the status will present to you the Analyst assigned.


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titlePending Item Indicator

All study team members (PI, Co-PI, Delegate, Study Team Member) will be able to identify if a protocol has a Progress Report, Administrative Change or Amendment.

In the Your Protocols section, if a protocol has a business item assigned, the Protocol Number column will show a colored dot indicating the business item(s) associated with your protocol.


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titleO.R.C.A. News Banner

The O.R.C.A. News banner is a form of communication. This banner will provide with with the latest updates to O.R.C.A.v2.0 and any additional communication your regulatory offices deem necessary.

For past news information visit ORCA News Announcements.







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Assigned Procedure Space

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titleSpace Management

The O.R.C.A Dashboard now includes an online form to request Department of Laboratory Animal Resources (DLAR) Assigned Procedure Space. Below you will find the steps to help you complete a request and an overview of the new page Procedure Space Management.

Any questions related to assigned procedure space that is managed by the DLAR can be directed to lar@uthscsa.edu


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titleWhere in the IACUC application will my assigned space be made available?

Assigned procedure space that is managed by the Department of Laboratory Animal Resources (DLAR) will be presented in the Housing/Activities page of the IACUC applications.

For information related to the Housing/Activities page visit Housing and Activities.


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titleI am already assigned DLAR managed procedure space. Where can my information be found?

For individuals who are currently assigned Department of Laboratory Animal Resources (DLAR) managed procedure space, your information will be made available within the Assigned tab of Procedure Space Management.

The information presented was provided by DLAR.  Some of the information that is being requested within the online form was not available during the data transition. Due to this and due to elements being required, your assigned space information may have additional details. To view these details visit  Legacy Records - Assigned procedure space.





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Protocols I am assigned to?

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titleWhere do I view a protocol's I am assigned to?

Once you have logged into O.R.C.A.v2.0 you will be directed to your Dashboard. Here is where you will see a section, Your Protocols. Protocols that you are assigned to will display here.

If you do not see a protocol you are in search of, contact the IACP office, at 210-567-8260 / iacp@uthscsa.edu so they may provide you with the PI, Co-PI or Delegate. Each of these individuals can add you to the protocol and assign the necessary access.






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How do I create a protocol for another user?

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titleHow do I create a protocol for another person?

Any person can create a new protocol on behalf of someone else. Follow the below steps:

  1. Begin creating a new application. From the O.R.C.A. Dashboard, click New Application
  2. Select a the IACUC committee
  3. Select the application type
  4. You have now arrived at the first page of the IACUC application, the Project Information page.


The field, Principal Investigator, will be defaulted with your name, the logged in user. To change the Principal Investigator, click the button, replace selected user.After that has been clicked, you can now search by first or last name and locate the person you want as the PI.

  • Creating a new IACUC application for another user - Video


Things to know about creating a protocol on behalf of someone else:

  1. The person who initiates the new application, by default, is listed in the Administrative - Study Personnel section as the Delegate
  2. Once the application is submitted by the person creating the application (Delegate) the Principal Investigator will receive an email confirmation indicating an application has been created and the Principal Investigator must confirm and complete the final submission.
  3. If the person who initiated the new application does not want to be listed as Study Personnel or Delegate, prior to final submission the Principal Investigator can delete/edit the individual from the Administrative page, Study Personnel section.
  4. If the chosen PI no longer wants the application to be submitted, they can Delete the application from their Dashboard.





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Create a New IACUC Protocol

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titleWhere do I begin?

Once you have logged into O.R.C.A.v2.0.:

  1. Click the New Application button on the left menu.
  2. Select the IACUC Committee
  3. Select a Protocol Type *clicking on the View Details link will provide you the the pages required for the protocol type; Protocol Selection
  4. Complete all required pages presented to you and submit your application.
  • If you are creating a protocol on behalf of another individual, once you have completed the application, the designated Principal Investigator will receive an email notification directing them to log into O.R.C.A. and submit to the Office of the IACUC or go to Protocol Assessment Review by DLAR.

For a quick overview, visit New Application Quick Steps.


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titleProtocol Assessment and Routing

When an application is created and includes any of the below items, the protocol will first require a Protocol Assessment 

by the Department of Laboratory Animal Resources. After a Protocol Assessment is completed, the application will be routed to the Office of the Institutional Animal Care and Use Committee for review.

  • USDA regulated species
  • Specified non-regulated species: fish
  • Involving surgery
  • USDA category D
  • If an approved species is being added to a protocol that is not on any currently active protocols

For additional information related to routing and Protocol Assessment, go to Protocol Assessment.


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titleWill the work I have completed in my application save so I may complete at a later time?

When creating an application, you will be assigned a protocol number once you have completed the Project Information page. Every page there after will require that you save. Any saved information can be retrieved at a later time. To access your newly created application:

  1. Log into O.R.C.A.v2.0
  2. Locate the In-Progress Items section.
  3. Your protocol will be listed here. New application_in progress.png
  4. To return to the application, click the Protocol Number hyperlink.


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titleI no longer need the protocol application I have created, what do I do?

If the application is in-progress:

  1. Log into O.R.C.A.v2.0
  2. Locate the In-Progress Items section.
  3. Your protocol will be listed here.
  4. Click the trashcan icon under the Actions column.

Your protocol has now been deleted.

If the application has been submitted and not yet processed by an IACUC analyst:

  1. Log into O.R.C.A.v2.0
  2. Locate the Submitted Items section.
  3. Your protocol will be listed here.
  4. Click the Withdraw icon under the Actions column.
  5. Your protocol is now listed in the In-Progress Items section.
  6. Click the trashcan icon under the Actions column.

Your protocol has now been deleted.


If the application has been submitted and is assigned to an IACUC analyst:

Contact the analyst who is assigned to the protocol. They must first un-assign themselves from review in order for the application to be deleted from your Dashboard.


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titleI need help filling out one of the application pages. Is there a Help Page?

Each page of the application is linked to a help page. When creating a new application, locate the and click. This will provide you with a list of each page in the new online IACUC application.

For information related to completing an application's page, visit one of the below page links.

All Pages of an IACUC application



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titleI am not in a new application. Where can I find information on what is required for a protocol?

Each of the below protocol types will redirect you to a page that lists all required pages for the protocol type. Each page will then link to it's help page.

  1. Research 
  2. Pilot study
  3. Breeding

  4. Education & Training

  5. Quality Assurance

  6. Donor


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titleIs there a video?

Yes.

  • Creating an application in O.R.C.A. v2.0 - Video





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Protocol Information 

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titleWhere can I manage my Protocol?

All actions to a protocol can be initiated in the Protocol Information page. Depending on your access, you will then see the available actions to take on your protocol.

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols. 
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page


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titleI do not have the ability to select options from the Action button. What does this mean?

If items in the Actions drop down are not available to you, this may indicate you are not the PI or Delegate. If you should be listed as the Delegate, contact the PI to the protocol. The PI contact information can be found in the Study Team Member section of the Protocol Information page or through the Contacts option.

If a protocol has expired, some options with the Action drop down will not be available to a Delegate. If the protocol has expired, a Progress Report must first be submitted and approved in order to reinstate all other action items.


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titleWhere do I initiate an Amendment?

All currently approved IACUC protocols (legacy protocol) have been transferred to ORCAv2 on behalf of the investigator by teams from the various departments within the Office of the Vice President for Research. The Legacy Protocol Transfer Project was undertaken to ensure a starting point for investigators. Based on the original approval date and quality of the legacy documentation, some protocols were able to be transferred more completely than others. If you are planning to submit an amendment to a protocol, we highly encourage you to contact the IACP office for assistance prior to initiating this process and to ensure the most efficient processing of your amendment. You can contact the IACP office through the main IACP number at 210-567-8260.

From the Protocol Info page.

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page.
  5. Click the Action button.
  6. Click Start An Amendment.

*  If your protocol has a submitted Administrative Change that is pending IACP review, you will not be able to begin an Amendment.


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titleWhere do I initiate a Progress Report?

From the Protocol Info page.

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page.
  5. Click the Action button.
  6. Click Progress Report

Delegates if you submit the progress report, the PI will receive an email notification indicating a progress report has been submitted by you and will direct the PI to complete the final submission.  You can refer to your Dashboard to confirm when the progress report has been submitted.  

PIs once you have submitted the progress report you will receive an email confirmation indicating the progress report is submitted for review to the OIACUC.


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titleWhere do I initiate an Animal Transfer?

From the Protocol Info page.

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page.
  5. Click the Action button.
  6. Click Animal Transfer

Once the animal transfer has been completed the PI will receive an email notification.


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titleWhere do I initiate an Administrative Change?

From the Protocol Info page.

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page.
  5. Click the Action button.
  6. Click Administrative Change

Once the administrative change(s) have completed review the PI will receive an email notification.


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titleI submitted an Amendment but I do not see my Species Requested.

If you submitted an Amendment and it is not yet approved:

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate your Submitted Items section.
  3. Click on the Protocol # link to your Amendment
  4. You will be taken to the Application Summary page where you can view a summary of the application you submitted.
  5. Click the Protocol Detail icon.
  6. You will be taken to the Protocol Info page.

The Species section page will show a column, Requested. This is the number of species requested during the Amendment. If you requested to Add species, the new species will also display.


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titleWhere can I view my Application Summary?

Submitted applications

If your application (new or amendment) is submitted (not yet approved), access the Application Summary page using the below steps:

  1. Log into O.R.C.A.v2.0

  2. Dashboard: Locate your Submitted Items

  3. Click on the Protocol # link
  4. You will be take to the Application Summary page where you can view a summary of the application you submitted.

Approved applications

For a protocol that is listed in Your Protocols (approved), access the Application Summary:

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Summary: Click the Protocol # link
  6. You will be taken to the Application Summary page.


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titleIs there a history of my protocol?

Yes. If you are a Study Team Member who is Engaged in Research or a Delegate, you can view the protocol history by:

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link from Your Protocols.
  4. The next page is the Protocol Info page.
  5. Under Summary, click Protocol History.


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titleIs there a video?

Yes.

  • IACUC Protocol Information page - Video





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Amendments

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titleI want to create an Amendment. How do I do this?

All currently approved IACUC protocols (legacy protocol) have been transferred to ORCAv2 on behalf of the investigator by teams from the various departments within the Office of the Vice President for Research. The Legacy Protocol Transfer Project was undertaken to ensure a starting point for investigators. Based on the original approval date and quality of the legacy documentation, some protocols were able to be transferred more completely than others. If you are planning to submit an amendment to a protocol for the first time, we highly encourage you to contact the IACP office for assistance prior to initiating this process and to ensure the most efficient processing of your amendment. You can contact the IACP office through the main IACP number at 210-567-8260. For assistance by the Department of Laboratory Animal Resources (DLAR), email lar@uthscsa.edu


From the Protocol Info page.

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page.
  5. Click the Action button.
  6. Click Start An Amendment.

 

*  If your protocol has a submitted Administrative Change that is pending IACP review, you will not be able to begin an Amendment.



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titleAmendment Protocol Information page

When an Amendment is submitted the Amendment's Protocol Information page is presented with information relevant to the Amendment. From the Amendment's Protocol Information page you will see:

  • Species updates; for example any new species being requested
  • Funding Source updates
  • Updates to the Study Team member page (requested deletes, edits or new study team members)

How do I access this page?

  1. Log into O.R.C.A.
  2. From the Dashboard, go to Submitted Items
  3. Click the Protocol Number
  4. You will be directed to the Amendment's Protocol Information page

/wiki/spaces/OH/pages/406945797


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titleAmendment: Request a PI Change

A request to change a protocol's PI is considered an Amendment to a protocol. The request must be initiated by the protocol's current PI, Co-PI or Delegate. Once the PI submits the Request PI Change Amendment, the newly assigned PI will receive an email notification indicating action is required on their part. Once the newly assigned PI submits the Request PI Change Amendment, the review process begins with the Office of the IACUC.

From the Protocol Info page the current PI (Co-PI or Delegate) will follow the below steps to initiate a Request PI Change:

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to Your Protocols
  3. Click the Protocol Number
  4. You have now arrived at the Protocol Info page.
  5. Click the Action button.
  6. Click Request PI Change.
    1. Click Request PI Change
  7. The PI Change Request form will be presented:
    1. Select New PI from the drop down list.
    2. Enter your Justification for the PI change.
    3. Click Submit.
      1. The newly assigned PI will receive an email notification indicating action must be taken.
      2. Delegates If the Request PI Change was initiated by the Delegate, the current PI must log into O.R.C.A and Submit the request.

The newly assigned PI will then follow the below steps:

  1. Log into O.R.C.A.v2.0
  2. From the Dashboard, go to In-Progress and locate the protocol. The column heading, Item Type will display Amendment.
    1. The status of the Amendment will be pending. To continue on with Administrative Changes and submit the amendment, go to step #3.
    2. To make the entire protocol available for editing, go to step #4.
  3. Click the edit icon or protocol number to access the protocol
    1. follow the prompts that are presented
    2. if needed, edit the Administrative Changes sections 
    3. continue to the Amendment Justification page
    4. Submit the Request PI Change Amendment.
  4. To make edits to the protocol content, select the Revert to Draft icon. This will allow you to edit all pages of the protocol.
    1. Complete all pages and continue with submitting the amendment.






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Status of a submitted business item

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titleWhere can I view information about my submitted business item?

The O.R.C.A. Dashboard will present to you some details regarding your submitted application, amendment, progress report or administrative changes within the Submitted section.

In the Submitted section, you will see the Status, Admin Office and Actions column. The Admin Office will present the office your business item is in.

StatusDefinitionActions
Accepted Your business item is submitted.You have the ability to view and withdraw the business item at this time.
Under DLAR/ IACUC ReviewYour business item has been assigned to an Analyst. To view the Analyst who is assigned to the Business Item, hoover over the status or go to your protocol's History.

You can only view your request. Withdraw is not an option.



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titleI need to withdraw my business item but am unable to do so. What do I do?

In the event you are no longer able to Withdraw your business item, email the Admin Office to which your business item is assigned or the Analyst your business item is assigned to.

Admin Office is a column in the Submitted Items section.

History will provide the history of a business item from when it is created through its approval. In the History, you will be able to see which Analyst has been assigned to your business item.

In order to withdraw your business item, an analyst cannot be assigned.





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Administrative Changes- Managing your Study Team

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titleHow do I add a people to my team?

The following steps will allow you to add study team members to your protocol. The update is made via the Study Personnel tab in Administrative Changes.

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocol
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. From the Study Personnel tab, you will have action buttons.
    1. Click Add and complete all required fields presented to you.
      Edit, Delete and Clone functionality is available as well.
  8. Save your information
  9. Click the Review & Submit tab.
  10. Click Submit Admin Changes.

Once the administrative change(s) have completed review, the PI will receive an email notification.

For detailed steps in Adding a Study Team Member, visit the Administrative Change Updates page.


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titleHow do I delete a person from my team?

By creating an Administrative Change for Study Personnel.

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. From the Study Personnel tab, you will have action buttons.
    1. Locate the individual you wish to delete.
    2. Click the delete icon.
  8. Save your information
  9. Click the Review & Submit tab.
  10. Click Submit Admin Changes.

Once the administrative change(s) have completed review the PI will receive an email notification.

For detailed steps in updating your Study Team, visit the Administrative Change Updates page.


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titleHow do I add a Delegate?

By creating an Administrative Change for Study Personnel.

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. From the Study Personnel tab, you will have action buttons.
    1. Locate the individual you wish to make a Delegate.
    2. Click the edit icon.
    3. Rights on protocol, select Delegate.
    4. Save your information
  8. Click the Review & Submit tab.
  9. Click Submit Admin Changes.


Once the administrative change(s) have completed review the PI will receive an email notification.

For detailed steps in updating your Study Team, visit the Administrative Change Updates page.


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titleHow do I add a Co-PI to my protocol?

By creating an Administrative Change for Study Personnel.

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. Click the Co-PI tab and select your Co-PI from the drop down.
  8. Click the Review & Submit tab.
  9. Click Submit Admin Changes.


Once the administrative change(s) have completed review the PI will receive an email notification.

If the Co-PI you wish to add is not listed, you must first add them as a Study Team Member.

For detailed steps in updating your Study Team, visit the Administrative Change Updates page.


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titleHow do I remove the Co-PI?

 By creating an Administrative Change for Study Personnel.

  1. Log into O.R.C.A.v2.0
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. Click the Co-PI tab and un-select your Co-PI from the drop down.
  8. Click the Review & Submit tab.
  9. Click Submit Admin Changes.

Once the administrative change(s) have completed review the PI will receive an email notification.

For detailed steps in updating your Study Team, visit the Administrative Change Updates page.


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titleWhere can I view training information for my team?

PI/Co-PI and Delegates: View Training Information for your Study Team

The PI, Co-PI and Delegate will have the ability to view the study team's training/course details.

  1. Log into O.R.C.A.v2.0
  2. From the menu, click Study Personnel

All study team members for all protocols will be presented on the left side. For each person, there will be a Training tab. This will present to you a view of the individuals' training information.


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titleHow do I edit a person?

Once you have added an individual, there will be an Actions column within the locations tab.

  1. Click the Edit icon
  2. Complete the individuals' Profile tab
  3. Click Save

For detailed steps in updating your Study Team, visit the Administrative Change Updates page.


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titleWhat does UNASSIGNED mean?

 If you have an UNASSIGNED tab in your Study Team Members section of the Protocol Information page or on the Study Personnel tab of an Administrative Change, this indicates some of your Study Team has not been assigned to a site where they will be Performing activities at.

To assign a study team member to a site, create an Administrative Change by editing the person(s) and updating the field, Preforming Activities at.


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titleIf the HSC is not the only location, is it necessary to have Study Personnel added to all other locations?


Yes, if you have added an individual who is not the PI or Co-PI to the protocol and one of your sites is TBRI or VA, you will see a message that indicates to add a person to the other site.


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titleWhich Administrative Changes require IACP approval?


 IACP Review RequiredReview not Required

Performing activities

(tick)When adding sites

(tick)When removing sites

Engaged in manipulations

(tick)If change is from No to Yes

(tick) If change is from Yes to No

Site PI

(tick)

 

Duties

(tick) When adding duties

(tick) If Specialized Skills is removed

 

Efforts

(tick)

 

Affiliation

(tick)

 

Assigning Rights

 

(tick)

Assigning POC

 

(tick)

Emergency Contact

 

(tick)

Adding a person(tick)
Removing a person(tick)
Assigning a Delegate(tick)



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titleWhat actions can a person take on a protocol?


ActionsPI/DelegateStudy Team MemberStudy Team Member who is Engaged in Research
Summary: Action button(tick)(error)(error)
Summary: Transaction History(tick)(error)(error)
Summary:Protocol History(tick)(error)(error)
Summary: Contacts(tick)(error)(error)
Summary: Files & Attachments(tick)(error)(error)
Study Team Members: Add, Delete, Edit(tick)(error)(error)
View the application summary page(tick)(error)(tick)



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titleIs there a video?

 Yes.

  • How to initiate an Administrative Change and submit - Video
  • Study Personnel Video 1 - Edit existing personnel - Video
  • Study Personnel Video 2 - Add new personnel - Video
  • Co-Principal Investigator - Coming soon!
  • Occupational Health and Safety - Video
  • Funding (NEW!) - Video





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Administrative Changes - Funding Sources

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titleHow do I update my Grants on a protocol?

To make an Administrative Change for your Funding Sources:

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. Click the Funding Sources tab.
  8. You will have 3 tabs: PI Grants; Co-PI Grants and Add Grant. Initiate one of the two options below:
    1. From either tab, PI Grant or Co-PI Grant:
      1. Locate the Grant
      2. Click the Select box.
      3. Click Save
    2. If the grant you wish to add is not managed by the Office of Sponsored Programs and is not listed:
      1. Click Add Grant
      2. Complete the form
      3. Click Save
      4. The grant will be listed in a section titled, Your Grants
      5. Click the Select Box
  9. Save your information
  10. Click the Review & Submit tab.
  11. Click Submit Admin Changes.

Once the funding source you have selected is reviewed and processed by the IACP office, the funding source will display on the Protocol Information page under Funding Sources.


Administrative Change Updates - for detailed information related to linking grants / funding sources to your protocol(s).

Administrative - for detailed information related to updating grants / funding sources during a new protocol and amendment.





Section
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Administrative Changes - Occupational Health & Safety

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titleHow do I make a change to Occupational Health & Safety?

To make an Administrative Change for Occupational Health & Safety.

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page
  5. Click the Action button.
  6. Click Administrative Change.
  7. Click the Occupational Health & Safety tab.
  8. Respond to the questions presented.
  9. Click Save
  10. Click the Review & Submit tab.
  11. Click Submit Admin Changes

Occupational Health and Safety - for detailed information related updating the Occupational Health & Safety section of your protocol(s).





Section
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Progress Reports

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titleHow do I create a Progress Report?
  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page.
  5. Click the Action button.
  6. Select Progress Report
  7. Complete the Progress Report and Submit


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titleI'm a Delegate and I cannot create a Progress Report.

If your protocol has expired, the Progress Report link will not be available to you. Contact your PI to submit the Progress Report.





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Animal Transfers & Relocation

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titleCan I see a video of animal transfers?

The videos for animal transfer requests can be found here.

If you have questions on the video content, email vpr-it@uthscsa.edu.


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titleHow do I transfer my animals to another protocol?

By submitting an Animal Transfer request type, Transfer animals to another HSC protocol, in O.R.C.A.v2.0.

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page.
  5. Click the Action button.
  6. Select Animal Transfer.
  7. Complete the online form. Protocol to Protocol Transfer form completion help.
  8. Click Submit.


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titleHow do I relocate my species?

By submitting an Animal Transfer request type, Relocate animals without transferring to another protocol, in O.R.C.A.v2.0.

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols

  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page.
  5. Click the Action button.
  6. Select Animal Transfer.
  7. Complete the online form. Relocate Only form completion help.
  8. Click Submit.


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titleHow do I request authorization to receive animals?

By submitting an Animal Transfer request type, Request authorization to receive animals from an external organization, in O.R.C.A.v2.0.

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page.
  5. Click the Action button.
  6. Select Animal Transfer.
  7. Complete the online form. Receive from External form completion help.
  8. Click Submit.


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titleHow do I transfer animals to an external researcher/entity?

By submitting an Animal Transfer request type, Transfer animals to an external researcher/entity, in O.R.C.A.v2.0.

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link
  4. You will be taken to the Protocol Info page.
  5. Click the Action button.
  6. Select Animal Transfer.
  7. Complete the online form. Transfer to External form completion help.
  8. Click Submit.


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titleWhere can I see the status of my transfer request?

Every protocol contains a history page. This page will include when the request was submitted and which office it is currently in (IACP or DLAR). The PI and requester will receive an email notification once the relocation / transfer request is processed and if the request was denied, or not processed.

In your protocol's History.

  1. Log into O.R.C.A.v2.0.
  2. Dashboard: Locate Your Protocols
  3. Click on the Protocol # link from Your Protocols.
  4. The next page is the Protocol Info page.
  5. Under Summary, click Protocol History.


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titleHow soon in advance do I need to submit a transfer / relocation request?

For all transfers, a PI/Staff cannot request a completion date less than 72 hours from beginning the transfer request.


Expand
titleCan I expedite my request that is only a relocation request?

The form contains an instructions field. If this is urgent, please convey that within the instructions field. The DLAR office will do their best to accommodate your request.


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titleCan I place a transfer/relocation request outside of the UTHSCSA network?

In order to access O.R.C.A.v2.0., you must be logged into the UTHSCSA domain. If you are at home, or off-campus, you will need to VPN in.


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titleThe cages housing the animals to be relocated or transferred are marked. Do I still need to complete the online relocate request?

Yes. The online request, found in O.R.C.A.v2.0, must be accessed to submit your request.


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titleIs there paper approval that must be signed?

No. In the new system, that option is not included. For IACUC protocols that involve an increase to the total number of animals, the IACP office will be confirm the animals can be added, and will also confirm that the receiving PI accepts the transfer (If Protocol to Protocol transfer, not involving the same PI)


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titleIs there a way to decrease error when typing in a protocol number when reassigning to another HSC protocol?

Within ORCA, drop down options are made available which contain protocol information for the person transferring animals out. Room for error decreases when we present the PI, Co-PI and Delegate with a list of their protocols, and a list of others' protocols.


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titleI need to reassign my animals to another HSC protocol that is not mine. Which form do I use?

The transfer option, Transfer animals to another HSC protocol, should be used. Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added to the protocol and the office will confirm the receiving PI approves of the request. Once this occurs, the request will be routed to the DLAR office.


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titleI would like to request animals be transferred to my protocol from another HSC protocol. Which form do I use?

The person who is receiving the animals does not initiate the request. The PI, Co-PI, or Delegate to the protocol that is giving up the animals must initiate the request. The transfer option they will select is Transfer animals to another HSC protocol. Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added to your protocol and the IACP office will contact the receiving PI for approval. Once this occurs, the request will be routed to the DLAR office.


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titleI need to move my animals to another building, Texas Research Park, for example. Which form do I use?

The transfer option, Relocate Animals without transferring to another protocol, should be used. Once the form is completed, and submitted, the DLAR office will receive notice.


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titleI need to transport my animals to another organization, which is not an affiliate (not VA or TBRI). Which form do I use?

The transfer option, Transfer Animals to an external researcher/entity, should be used. It is important to enter the correct Contact Person to the other organization, along with the Shipping Contact/Coordinator’s email and phone number. Once the form is completed and submitted the DLAR office will receive the notice.


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titleI need to receive animals from another organization, which is not an affiliate (not VA or TBRI). I am not purchasing. There is no purchase cost. Which form do I use?

The transfer option, Request authorization to deliver animals from an affiliate organization, should be used. It is important to enter the correct Contact Person to the other organization, along with the Shipping Contact/Coordinator’s email and phone number Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added. Once this occurs, the request will be routed to the DLAR office.


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titleI need to move my animals to an affiliate (VA or TBRI) organization. Which form do I use?

The transfer option, Transfer Animals to an external researcher/entity, should be used. VA and TBRI are listed as an option. VA Transported By field will default to DLAR Staff and Vehicles. Once the form is completed and submitted the DLAR office will receive the notice. If this is a Reciprocal IACUC Protocol enter ‘Reciprocal IACUC Protocol’ within the instructions field.


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titleI need to move my animals from an affiliate (VA or TBRI) organization back to the HSC. Which form do I use?

The transfer option, Request authorization to deliver animals from an affiliate organization, should be used. VA and TBRI are listed as an option. VA Transported By field will default to DLAR Staff and Vehicles. Once the form is completed and submitted the DLAR office will receive the notice. If this is a Reciprocal IACUC Protocol enter ‘Reciprocal IACUC Protocol’ within the instructions field.





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My Training and Profile Information

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titleHow do I find my User Profile in O.R.C.A.?
  1. Log into O.R.C.A.v2.0.
  2. Click the profile icon

Your User Profile page will display. Within this page you will have 3 tabs: Profile, Training/Courses and Research Scope of Practice.


Expand
titleHow do I view my training information?

Your User Profile page can provide you information related to your Training/Courses.

  1. Log into O.R.C.A.v2.0.
  2. Click the profile icon
  3. You are now at your User Profile page
  4. Click the Training/Courses tab.

Your training courses will be listed.


Expand
titleHow do I view my contact information?

Your User Profile can provide you information related to your Profile's contact information.

  1. Log into O.R.C.A.v2.0.
  2. Click the profile icon
  3. You are now at your User Profile page
  4. Click the Profile tab if it is not already defaulted open.

Your contact information will be listed here and will be available for you to update.

It is important to know that when you are added to a protocol, the information that is listed in the Contact Information section is what automatically displays. If you are designated as a Point of Contact or Emergency Contact, it is imperative your information be updated. The regulatory offices and the Department of Laboratory Animal Resources relies on this information in the event of an emergency.

Keep in mind, the person adding you to a protocol (PI/Delegate) does have the opportunity to update your contact information for the protocol being updated.





To successfully access O.R.C.A.v2.0 , Google Chrome is the recommended browser supported by regulatory and regulatory IT support staff. 
Technical Issues, Feedback, Questions, and Comments can be directed to vpr-it@uthscsato menodzamm@uthscsa.edu, 210-562-5691
Questions related to protocol information can be directed to iacp@uthscsa.edu
Questions related to animal transfers or housing can be directed to lar@uthscsa.edu 

If you have suggestions for additional FAQs, email vpr-it@uthscsa menodzamm@uthscsa.edu.