This manual will guide you through the processes of all User Training functions within iRIS, including how the system administrator can set up the training groups and courses, assign the user training to user accounts, validate each user’s training for the required training assigned to submissions and studies, and set up user training “hard stops” in workflow creation to stop submissions with research users who have not completed their training.

Note: iRIS has the ability to interface with CITI Training. If your institution has purchased this interface, please be sure that any changes in this area of the system coincide with the configurations that will allow CITI to continue functioning with iRIS correctly. Please consult the CITI technical documentation for more information on how to configure your system.  If you have any questions regarding User Training interfacing with CITI please contact your Project Manager or Customer Support Representative.

System Administration

This portion of the manual will cover the features of User Training, which can be found within your iRIS System Administration setup.

User Accounts – User Training

User Training is associated to user accounts within the User Accounts option in System Administration.

After clicking on the User Training icon, which corresponds with the appropriate user, the screen below will appear. Here you can view the User Training Group Status, User Training Courses, as well as Add a New Training Group and Delete Training Group(s).

User Training Group Status

This screen opens displaying the User Training Group Status. Here is a list of the Training Groups, Course Names (with corresponding Course Dates and Expirations), and the status of the IRB group and any other group created in the system for which the user has records. This list is configurable in the System Administration – List Configuration and Maintenance screen under Define Training Groups.  Next to each group is a list of courses the user has taken applicable to that group. From this screen you can Edit/View User Training Courses, Reevaluate Training Status, Add New Training Group, or Delete Training Group.

Edit/View

Selecting Edit/View next to Training Group brings you to the following screen:

Within this screen, the Group Name is read-only, but you are able to edit the Override Flag or the (Training) Status.

Override Flag – Set this to “Yes” to override any necessary training rules setup for the group for this user only (This feature is applicable for administrator accounts in the system).

(Training) Status – Drop-down list contains:

1. Never Active: This means that the training was never set. When a User is created this is the default setting.
2. Active: This means the User training is currently active.
3. Expired: This means the User training has passed its expiration date.

If changes are made, click Save Training Group and you will return to the previous page.

Reevaluate Training Status   

By clicking the Reevaluate Training Status button the system will revalidate the current user’s training.

Add New Training Group         

To add a new training group, click the Add New Training Group button, which brings you to the following page (this is the same page you would see if you were to click Edit/View next to a Training Group):

Group Name – Select desired training group from the drop-down list. This is a configurable list that can be updated from System Administration – List Configuration and Maintenance, under Define Training Groups.

Override Flag – Set this to “Yes” to override any necessary training rules setup for the group for this user only.

(Training) Status – Select from the drop-down list as defined above.

Upon making your selections, click Save Training Group and you will be brought back to the User’s Training Record List.

Delete Training Group(s)       

To delete a training group, check/select the box to the left of the training group you wish to remove from the list and click the Delete Training Group(s) button. By clicking the button at the top of the column in the table, you have the option to select/deselect all groups if needed.

User Training Courses

Within the Training record list for the user you have selected, there is a tab for User Training Courses, as shown below.  Click this tab and you will be brought to the following screen displaying a Training Record List with specific courses taken by the user:

This screen displays a table that includes the Course Name, the Course Date, Expiration Date, Score, and a Description of the course. By clicking the Edit/View icon to the left of a course, as shown in the above image, you are brought to the screen below:

This screen displays with the Course Name as read-only. Here you can update the Course Date and Expiration Date, change/add the Description, add a Comment, and Delete or Add New Document(s) (e.g. a training certificate).  After making any necessary changes, click Save Training Course and Back.

Add New Training Course 

To add a new training course for the selected user, click the Add New Training Course button and you will be brought to the following screen:

Course name – Contains a drop-down list of all courses that are defined in System Administration – List Configuration and Maintenance – Define Training Courses. This is a required field.

Course Date – The date the course was taken.  

Expiration Date – The date that the training course expires.

Score – If the user received a score in the training course, record it here.

If needed, a Description of the course and Comments can be added as well.

When finished adding the necessary information, click the Save Training Course button. This will cause the document field to display.  

When finished inputting the necessary information, click the Save Training Course button. An area will appear to add any documents related to the user’s taking of the course or the course itself (e.g. training certificate). Click Add New Document.

This will bring you to the following screen, where documents can be uploaded from your desktop.

Entering a title for the training course is required. Once you have added a title and uploaded the appropriate course document, click Save Document (see image above).

When the training course is saved, it will be listed in the group.  

To delete a training course, click the checkbox next to the course record then click the Delete Training Record(s) button. To edit a training course record, click the Edit icon next to the appropriate record.

Delete Training Course   

To delete a training course, click the checkbox next to the course record then click the Delete Training Course(s) button.

The system automatically checks the expiration dates for training courses and will automatically update the status of the course (based on the rules defined for a particular training group setup by the System Administrator).  

The user will also be able to view their training records from the My Assistant module.

List Configuration and Maintenance

This area of the system will allow a System Administrator the ability to configure higher level elements of the System User Education and Training, such as adding and deleting entire groups and courses.

User Education Training Setup
The training configuration can be accessed from the System Administration Workspace > List Configuration and Maintenance > System Setup > User Education Training Setup.

Define Training Courses

Define Training Courses allows you to configure, add or edit all of the training courses that are applicable and unique to an institution. These courses can be associated to user accounts for users who have completed them in the user accounts area of System Administration.

After selecting this link, the master list of existing courses will display. You will have the ability to Edit the existing course, Add a New Training Course and Delete Training Course(s).

You cannot delete a training course once it has been associated to a user account. In order to delete that course, you would need to first disassociate the course from the user in User Accounts, and then delete the course here.  Please note the lock icon in the delete column in the screenshot below for an associated course.

Selecting Add a New Training Course will prompt you to enter the Training Course Name (which is a required field). Saving the Course will add this name to the list of available Courses for association to User Accounts. Once a record has been saved into the system it will be added to the master list.

Note: Once this configuration is saved, it will be available to associate to user accounts as a course that has been completed or expired. Please see the IRB User Training Manual for additional details on configuring User Training within User Accounts.

Define Training Groups

Define Training Groups allows you to configure, add or edit all of the training groups that would be applicable and unique to an institution. Additionally, Groups can be associated to courses as defined below.

After selecting this link, the master list of existing Groups will display. You will have the ability to Edit training groups, Add a New Training Course Group and Delete Training Groups(s).

Selecting Add a New Training Group will prompt you to enter the Training Group Name (which is a required field). Saving the Group will add this name to the list of available Groups for association to User Accounts.

Once a group name has been saved the page will refresh and the system automatically provides you with additional configurations.

Apply to all boards “By Name” – This area allows you to designate the Review Board(s) to which this training group would apply.  Select any review board(s) in the system that this group applies to.

Add a New Rule – This area allows you to configure rules that would apply for this group in relation to the courses that would or would not need to be completed for the group to be set as Active when associated to a User Account.

Selecting Add a New Rule will display a list of the available courses within iRIS.

Selecting Multiple Courses within the same rule will require that BOTH courses be complete (and not expired) for the rule to allow a user to be set as Active for that group. Once saved, the relation of the courses will display together.

Selecting a single course when creating two separate rules will require that either course be complete (and not expired) for the rule to allow a user to be set as Active for that group, rather than both courses. Once saved, the relation will display with an OR relationship.

Once the group and the rules have been saved into the system it will be added to the master list.

Define Training Group Assignments

Training Groups can have Assignments / Rules created and associated to them, based on specific answers and values given within a submission. Although this tool is available, it is highly recommended that you use the System Workflow Designer tools to apply the rules and group association for users when they’re making submissions. The System Workflow Designer tool can be setup to function much the same way, but with additional features as the Define Training Group Assignments tool. Please refer to the Workflow Designer Manual for additional details regarding these configurations.

Upload User Training Record

Upload User Training Records allows you to easily upload an Excel file with as many training records for as many users as needed.

Download User Training Record Template – This feature allows you to download a spreadsheet template. This template is set up in the format for uploading user training records, with instructions for each field. When downloading, be sure to save the file to your Desktop, so you can input the data and save for future uploading.

Upload User Training Record – Selecting Upload the Record will display a popup window, where you will be able to browse for the correct Excel file containing the Training records you wish to upload.

 

Training Notifications

This area allows you to setup the email notifications listed below.  When a notification becomes applicable to a user’s account, they will be sent to the user’s emails (listed in the user account) based on the notification configurations.

Please see the List Configuration and Maintenance Manual for full details on configuring notifications.

Training About to Expire Notification

There are two notifications you can setup related to user training that is about to expire for a user.

Training About to Expire Notification

This notification is sent to the user whose training is about to expire.

Recipient: User whose training is about to expire.

Send Criteria: X amount of days before the training record expiration date.

Training About to Expire Reminder Notification

This notification can be configured to remind users that their training is still about to expire, and the information in their account has not been updated to reflect otherwise.

Recipient: User who has training that is about to expire.

Send Criteria: Every X amount of days prior to the training expiration date.

Training Expiration Notification

This notification is sent to the list of administrators/designated users when a user’s training is about to expire.

Please see the List Configuration and Maintenance Manual for full details on configuring notifications.

Recipient: Any recipients added to the notification.

Send Criteria: Notification will send when the nightly thread picks up any expired training records associated to a user in the system.

Workflow Designer

KSP Education Validation

User Training is used when the “KSP Education Validation” Action Item is used in the workflow of submission forms.

The System Workflow Designer contains 3 User Training Validation actions.  When creating or editing these actions, system administrators have the option to stop the submission process if their training fails to validate, meaning that a user’s training is not current.

Please see the Workflow Designer manual for more details regarding workflow setup and functions.

Add Action

To add an action, you must select a level for that action to be added to and then select the Add Action icon located above the blue workflow area.  

Level Number – Indicates the level that you’ve selected for this action.

Action Type – A predefined list of types of actions can be selected here.  The types include:

Key Personnel Education Validation & Study Association

When the submission gets to this action in the workflow, it will verify the user training of personnel on a study (provided their role on the study is set to be included in the training check).  A new Yes/No selection field will be displayed after selecting this action type, along with a list of the training groups setup in System Administration – List Configuration and Maintenance – Define Training Groups.  When a submission passes through this step, iRIS will check the rules defined for the groups selected against the users listed as personnel on the study to ensure their training is in good standing.

Stop the Submission from proceeding to the Review Board

Selecting “No” for this field, allows this form to continue through the workflow when users are attempting to submit, regardless of the status of their training.

Submission Tracking will display a warning entry for the users where the education validation has failed, as long as the users failing the validation have not been set with the Override Flag.

Override Flag - This setting can be set in a specific user’s user training area and causes the system to overlook expired training.

Selecting “Yes” to the “Stop the Submission from proceeding to the Review Board” within the workflow action configuration, will hold the submission from proceeding, at which one point, all users will need to have current up to date training for the study to complete the submission. Submission Tracking will also display a warning notifying the user which personnel have expired training.

Check the boxes next to the particular training groups that this validation point will check. The group(s) checked here will be the only group(s) that the system will validate the personnel’s training records against.

Key Personnel Education Validation & Study Association Using Rules

When the workflow reaches this action, it will verify the user training of personnel on a study (provided their role on the study is set to be included in the training check). A new Yes/No selection field will be displayed after selecting this action type. When this step is used in the workflow, iRIS will check rules setup in System Administration – List Configuration and Maintenance – Define Training Group Rules against the study personnel’s training records to verify training is up to date for this particular study. This differs from the step above, as the system can look at values in the application to determine what kind of group the study should belong to.

This workflow step functions in the same way for stopping the submission in the workflow or allowing it to proceed with a warning to the study if training is not current.

Key Personnel IACUC Species Vaccination Validation

When the workflow gets to this action it will verify the user training of each study personnel. A new Yes/No selection field will be displayed after selecting this action type.  

Note: This item is available for use only for instances of iRIS that use the IACUC module.  

This step will check the species added to the study and the study personnel to verify they have the correct vaccinations (list of vaccinations is configurable in IACUC Assistant – Review Board Administration – List Maintenance Setup – Vaccination Configuration List).

This workflow step functions in the same way as the two prior steps for stopping the submission in the workflow or allowing it to proceed with a warning to the study if training is not current.

IRB Assistant

This portion of the manual will cover the features of User Training, which can be found within the IRB Assistant Module.

Training Reports

This section will guide you through the process of running the available pre-canned User Training Reports that are found in the Review Board Administration area of IRB Assistant.

Note: If the following reports are not displayed for your account, access for reports can be made available within the Report Administration area of System Administration. Please see the System Report Administration Manual for additional information on configuring report access.

Expired Training – Allows the System Administrator to run a report of users with training that has already expired

Training to Expire – Allows you to run a report of users whose training is about to expire

IRB Submission / Study Training Validation

This section will guide you through the process of assigning specific training groups and courses to specific Submissions within iRIS. This area is typically utilized by the IRB Coordinator. Please see the IRB Submission Processing Manual for additional information regarding this area of iRIS.

From the Home Screen > IRB Assistant > Submissions > in the submissions queue, select to edit the applicable submission. When an IRB Coordinator first opens a submission, they will be presented with General Information, as seen in the image below.

The General Information area includes key aspects for both the study as well as the specific submission that has been received. These items include a list of the Study Personnel and, if it has been assigned, their training status.

For this training information to display in General Information, you must set the property rb.use_education_tracking in Review Board Administration > Review Board Configuration > Education.

Assigning Training to a Submission

If training groups are not assigned to a study in the workflow, the review board can manually assign the group to the study. To assign a training group to a study through the submission, board coordinators should first be directed to the Miscellaneous tab at the top of the submission processing screen.

This drop-down contains Miscellaneous attributes assigned to the study, including the Manage Training Group(s).

After selecting the Manage Training Group button you have the ability to Add a training group as well as Delete training group(s).

Once a group has been assigned to a submission, each user who has been given a role on the study will be displayed with the status of their training within iRIS.

Update personnel status to latest – Clicking this button will refresh user training status.

KSP Training Verification

In addition to setting specific required training for users within a submission itself, IRB Coordinators have the ability to review all of the training information of the study personnel from both submission processing as well as from the Study Summary area of Study Management.

For submissions that do not already have assigned training, the Study Personnel’s info can be found by selecting the icon to the left of their record within the General Information tab, as seen below.

Selecting this icon will bring you to the following screen, where the Training History information can be found.

RB Coordinators also have the ability to view Study Users training records, by navigating to the Study Summary area of study management. The same icon will display to direct you to the user’s information, including Training History.

User Training

This section will guide you through the process of using the User Training menu item under the Review Board Assistant on the homepage of your iRIS software.  Within this menu item, you can view and set each user’s training record.

Note: Only users who have Role Access assigned to their role, can adjust the training applied to user’s accounts as described in this section below.

User Training List

The screen will initially display a list of all the study personnel in the system as well as the users associated with your review board. This screen is one of the many methods to view a user’s contact information in the system. The table displays the Username, User ID, Primary Department of the user, Training Group, and Status of the training (Active, Never Active, or Expired). The icon signifies that the user has at least one active training record on file which is not expired. The icon represents that there is no valid training record on file. The icon signifies that this user’s training record has expired. Specific users can be found by entering user information into the search options at the top of the screen and clicking the Find User button.

Edit/View

Within this area you have the ability to review user training groups and courses for specific users, as well as assign training groups and courses to their account.

Study Assistant

This portion of the manual will cover the features of User Training, which can be found within the Study Assistant portion of iRIS.

Associating KSP to Studies

Anytime Study Users are adding, removing, or changing the Key Study Personnel for a study, they will also have the ability to review the Training information associated to the other user’s accounts.

Selecting the Training icon will bring the user to the following pop-up screen, where the Training History can be found.

Study Summary KSP Education Validation

In addition to verifying a user’s training before they are added to a study, Study Users can review the training status of study users from the Study Summary area of Study Management, as seen below.

Selecting the icon next to the specific study personnel will bring the user to the following screen, where the Training History can be found.

My Profile

This portion of the manual covers the features of User Training, which can be found in the My Profile, My Account portion of iRIS.

Training History

Users have the ability to view their Education history within the My Profile area on their home screen. From this area click on the Training History tab to display the current training records associated with the user’s account.

A user can view, but not edit, their association education history. The only editable feature available here is the ability to upload a document to back up their education completion (e.g. training certificate, course record, etc.). Click on Add a New Document and the following screen will display.

Please make sure to enter a title and click save to associate the file with your training history.