Logging In section with navigation to the Kuali Research protocol login page
California State University, Fresno

Institutional Animal Care and Use Committee (IACUC)

Guide for Creating, Reviewing, and Managing IACUC Protocols

Last update: 16 March 2021

Table of Contents:

  • Logging In (page 2)
  • Creating a New Protocol (page 3)
  • Searching for Protocols (page 4)
  • Completing Requested Revisions as the Researcher (page 5)
  • Submitting a Post Approval Action – Protocol Amendment, Renewal, or Closure (pages 6–7)
  • Reviewing Protocols (pages 8–9)
  • Ancillary Review (page 10)

Logging In

Instructions

1 Navigate to: https://csufresno.kuali.co/protocols/new?protocolType=IACUC

2 Enter your Fresno State email credentials.
Username: <enter your username>
Password: <enter your password>

Creating a New Protocol

Instructions

1 From the Manage Protocols screen:
• Click the + New Protocol button and select IACUC from the dropdown menu.

2 The Kuali Research Protocol document will open. Complete the information as indicated below:
• Principal Investigator: Name of the lead faculty researcher or faculty advisor
• Lead Unit: The home department or unit housing the principle investigator
• Title: Your protocol title
• Click the Next button in the upper right-hand corner of the screen.

3 The General Questionnaire will open.
• Select responses to each question. Your responses will determine what information is requested by the online form.
• These responses can be adjusted any time prior to protocol submission if needed.
• Click the Next button in the upper right-hand corner of the screen.

4 The full protocol will open. Complete the fields with data that is appropriate to your protocol and press the Submit button.
• Clear any errors that display through your protocol form. Any errors will be highlighted in red.
• Press the Submit button again and confirm that the protocol screen goes into a Read Only mode and the status updates to Submitted for Review.

Searching for Protocols

Instructions

1 From the Home screen:
• Click the Manage Protocols button on the left-hand menu. Near the top of the page, click the button.
• Select No Filter in the Saved Filters dropdown.

2 Click Advanced Filter followed by Add Rule and enter the following details.
• First Dropdown: Type
• Second Dropdown: is equal to
• Third Dropdown: IACUC
• Click in the grey area.

3 In the displayed search results:
• Click the Title of one of the protocols to open it.

4 Navigate through the protocol and review the information in the document. 

Completing Requested Revisions as the Researcher

Instructions

1 From the Manage Protocols screen:
• Click on the title of your protocol, which should display Revisions In Progress in the status column.
• To view a summary with all comments and requested revisions, Click "action items summary" from the right-hand menu.
• Sections with action items that need to be addressed are designated with a "1" symbol in the navigation menus on the left and right side of the screen. The number displayed is the number of action items in that section.
• To view and respond to specific action items, click the "action items:" button associated with each "1" symbol.

2 Address each reviewer comment (i.e. action item)
• Navigate to the protocol section that requires revision and make necessary changes.
• From within each action item, click Reply and type in a response.
• Click Post at the bottom of the reply when your response is complete.
• Repeat these steps for all fields with an Action Item.

3 Complete revisions.
• Scroll through your protocol and review the changes you have made to the fields.
• Make any additional changes that are needed.
• Press the Resubmit button on the right-hand action bar.

Submitting a Post Approval Action – Protocol Amendment, Renewal, or Closure

Instructions

1 From the Manage Protocols tab search for and open your protocol.

2 To submit a protocol amendment:
• Click the Amend button in the upper right-hand corner of the protocol screen.
• Enter a summary of proposed changes and rationale for those changes in the text field that appears.
• Edit the appropriate sections of the protocol. All sections of the protocol can be edited.
• Press the Submit button.
• Click on Activity Log and confirm that there are entries for the amendment.
Note: If you select Amend or Renew and Amend, you will be able to make changes to your protocol details. If you select Renew or Request Close, you will only be able to fill out the supplemental information form that appears at the top of your application.

3 To renew your protocol:
• Click the Renew button in the upper right-hand corner of the screen.
• Provide requested information about the number of animals used.
• Review all sections of your previously submitted protocol to ensure no amendments are necessary.
• Press the Submit button.
To renew and amend your protocol:
• Click the Renew & Amend button in the upper right-hand corner of the screen.
• Provide requested information about the number of animal’s used.
• Enter a Summary of Proposed Changes and rationale for those changes in the text field that appears.
• Edit the appropriate sections of the protocol. All sections of the protocol can be edited.
• Press the Submit button.
• Click on Activity Log and confirm that there are entries for the amendment.

4 To close your study protocol:
• Click the Request Close button in the upper right-hand corner of the screen.
• Provide requested information about the number of animals used.
• Press the Submit button.

Reviewing Protocols (for IACUC members only)

Instructions

1 Access protocols assigned for your review
• From the Home screen, click the Protocols Assigned to Me button on the left-hand menu.
• All protocols assigned for your review should show up in your list.

2 Find and click on the title of the protocol in need of review. This will open the protocol.

3 If the protocol is a new submission, proceed to Step 4

If the protocol is a resubmission or an amendment:
• Make sure "compare versions" at the top of the page is checked. This will highlight all changes from the previous version of the protocol.
• View researcher responses to prior action items. If responses and revisions pertaining to the action items are satisfactory, check the "mark as resolved" button at the bottom of the action item’s dialogue box. When checked, this will now appear as "resolved" .

4 Scroll through the protocol. View and read all components.
• Be sure to review all tabular entries. Full information is not visible by default and you will need to expand table entries to view all details. Information in tabular form includes, Personnel, Species, Procedures, Consideration of Alternatives, Euthanasia/Disposition, etc.
• To view all information for a specific table entry, click the button within the table:
• To adjust the fields visible in the table, click the button above the table and select the items to view.

5 Add Action Items to communicate issues or concerns.
• For comments that apply to the entire proposal.
o Click from the right-hand menu.

Ancillary IACUC Review (for EHS and Attending Veterinarian Only)

Instructions

1 Identify Protocols Awaiting Ancillary Review
• From the Home screen, click the Protocols Assigned to Me button on the left-hand menu.
• Filter protocols for those awaiting Ancillary Review.
o Click at the top of the page to open filter options.
o Click .
o From the first drop down, select Ancillary Review Status (bottom of the list).
o From the second drop down, select is equal to.
o From the third drop down, select Pending.
o Type a name for this filter in the grey field and click . In future, you can simply select the saved filter.
o All protocols now displayed are awaiting your Ancillary Review
• Click on the title of a protocol awaiting Ancillary Review to open the protocol.

2 Review the protocol for specific EHS or Veterinary concerns (as appropriate)
• To view all information for a specific table entry, click the button within the table:
• To adjust the fields visible in a table, click the button above the table and select the items to view.
• Note: Ancillary Reviewers may not add action items.

3 Update Ancillary Review Status
• Click the ANCILLARY REVIEW tab at the top of the protocol page
o It will have an orange dot next to it when Ancillary Reviews are pending. This turns green upon approval.
• To add comments, click the button next to your reviewer title, click Add Comment and add text to the text field. Alternatively, you can click Add Attachment to upload a document or other media.
• From the drop down, select Approved or Not Approved Yet to change the Ancillary Review Status
• Use the Back button at the top of the page to exit the protocol. 

Download the PDF

This PDF is provided as a print-only reference document and may not be fully accessible to users of assistive technology. For more information, please visit Title II Rule on Digital Accessibility page.