Please note: A PDF version of this guide is available for download at the bottom of the article.
The iRIS™ Animal Resource Center (ARC) module groups tasks relevant to management of studies involving animal subjects. ARC includes tools to assist with livestock management, livestock facilities management, materials ordering and billing, and study documentation and processing.
This manual is focused on ARC Review Board Administration.
Institutions utilizing both the IACUC Assistant and ARC modules: refer to the IACUC Assistant – Animal Resource Center Integration Guide for information about proper RBA setup and configuration requirements.
Navigation in iRIS™
iRIS™ includes two standard navigation tools on all pages nested one or more levels beneath the primary Workspace page of the module currently in use (e.g., Study Assistant, Conflict of Interest Assistant, Animal Resource Center, etc.): a Path directory tree, and Back buttons.
Path Directory Tree
The Path item at the upper left of iRIS™ pages provides a hyperlinked menu directory tree, allowing the user to quickly navigate back through the path they followed to get to their current location. Path appears on all pages nested at least one level beneath the main workspace
In the example shown the user is viewing the Broadcast Notice Add a new notice page. This page is nested three levels beneath the main workspace page, as indicated by the three links available in the Path directory tree: Home, board admin and broadcast notice.
Click on broadcast notice in the Path to navigate up one level in the directory tree, to the main Broadcast Notice page. There are now two levels in the Path directory tree: board admin and Home.
Click on board admin in the Path to navigate up one level in the directory tree, to the Board Administration page. There is now one level in the Path: Home.
Click on Home in the Path to navigate up one level in the directory tree, to the main Workspace page. No Path item is displayed here because the user is now at the top-most level of the directory tree.
Back Button
The second navigation tool is the Back button, which appears on all pages nested at least one level beneath the main workspace. The Back button takes the user to the same location as the last link shown in the Path.
In the example shown above, both the Back button and the broadcast notice link in the Path return the user to the Broadcast Notice page:
Clicking the Back button on the Broadcast Notice page returns the user to the Board Administration page, as indicated by the last link in the Path directory tree shown in the screenshot above.
Note that where the Back button appears on a page with editable fields or document upload controls, clicking the button before saving changes returns the user to the same location as the last link shown in the Path without saving changes.
System Setup Tab
System Setup is the first tab on the Board Administration page. This section allows review board administrators to manage general ARC module setup, define review board details, set up review board roles and access, create document templates, change labels for data fields within the ARC module, and perform similar module configuration tasks.
Copy Configurations
Copy Configurations is a tool that can be made available to full System Administrators (as opposed to those assigned to an Administrator role within a specific iRIS™ module) to help with initial setup of iRIS™ when two or more similar review boards are needed. The copy tool allows an iRIS™ system administrator to copy pre-existing, fully configured review board elements into a different, newly created review board.
Copy Configurations should not be used after setup of review boards is complete, nor in a live iRIS™ system. iMedRIS recommends performing a board configuration copy to a destination review board only once.
Note that configurations cannot be copied across review boards of different types (IRB to IBC, IRB to ARC, etc.). Within ARC it is only possible to copy configurations across ARC review boards.
Click the Copy Configurations button to copy a pre-existing ARC review board configuration to another ARC review board.
The Copy Review Board Configuration page displays. The page contains links to configurations that can be copied to another review board.
Note the Destination dropdown list at the top center of the page, and the Helpful Information button at right. The Copy Configurations button is non-functional until the Destination and at least one configuration item are selected (details follow below).
Click the Helpful Information button to view a popup containing important information and warnings about copying review board configurations.
Click the close window button in the upper right corner (marked with a red asterisk) to close the popup.
Back on the Copy Review Board Configuration page, select the target review board from the Destination dropdown list at the top of the page. The configuration Source is shown at the upper left, indicating the review board that is currently active. Only review boards of the same type will populate in the Destination dropdown list.
Select boxes for applicable configuration items in the setup lists are now available.
Select the configuration item(s) to be copied to the selected destination by clicking the respective checkbox(es). Click the Copy Configurations button to complete the copy process. Click the Cancel Copy button to cancel the process without saving changes.
When the Copy Configurations button is clicked the copy process completes, and the Copy Review Board Configuration page refreshes.
Items where there is no data to copy, or where the corresponding field is not turned on in the destination review board, are not copied to the destination review board.
Any items successfully copied are color coded with green text. Items that did not copy successfully are color coded with red text.
Note: When performing a review board configuration copy from one board to another, fields that were originally pre-populated in the destination board will be overwritten with data copied from the source board.
Board Definition
Review boards are defined, edited and deleted in the Board Administration area of ARC. To define a board, navigate to Animal Resource Center > Review Board Administration and click the Board Definition link on the System Setup tab.
The Setup Board page is opened.
There are two required fields: Review Board Name and Review Board Type. The Review Board Type dropdown list contains predefined board types as specified in the institution’s contract with iMedRIS Data Corporation. The dropdown is disabled on this page, as the review board type has already been pre-defined in System Administration.
An Institutional Review Board (IRB) must have any required Assurance registered in order to receive research support from various funding and resource institutions. For example, an institution must have a Federalwide Assurance (FWA) registered in order to receive Health and Human Services (HHS) support for research involving human subjects.
Where applicable, enter the registered Assurance Number and Assurance Expiration date. If no Assurance is applicable to the board, skip these fields.
Use the Comments field to enter additional notes or comments about the board.
In the Primary Address section, enter Street, City, State, Zip/Postal Code and Country. This is the address that will appear on board documents and correspondences that include a board address.
In the Primary Phone section, enter the Phone Number designated for contacting the board.
In the Primary E-Mail section, enter the E-mail address designated for contacting the board.
Click the Save Definition button at the upper right to save the record.
Board Configuration Options
To set or revise board configuration options, navigate to Animal Resource Center > Review Board Administration and click the Board Configuration Options link on the System Setup tab.
The Setup Board Properties page is opened. This page lists properties the administrator can set within the review board module.
It is the System Administrator’s responsibility to determine the property settings that will best align with the organization’s preferences before making changes.
If assistance is needed to ensure optimal settings, discuss intended changes with iMedRIS personnel before making the changes.
Click the Download Properties Script button to download a SQL script containing configurations for the review board properties, which can be used to import the configurations into another iRIS™ system.
Click an item in the RB Properties List to load an editable panel containing all properties related to that category.
Where available, Yes/No radio buttons turn the property “on” or “off”. A property with any Property Value other than Yes/No radio buttons is a variable.
See the Animal Resource Center — Properties manual for more information on each individual property.
Broadcast Notice
Broadcast Notice allows the system administrator to send an email to review board members and to users on studies associated with the review board. This is a useful tool for sending group alerts and messages.
Note that the Broadcast Notice tool under iRIS™ System Administration—as opposed to System Administration within a module like ARC—can send a message to all users in the iRIS™ system. The System Administrator must be cautious to use the correct Broadcast Notice tool for their purposes.
To access Broadcast Notice options, navigate to Animal Resource Center > Review Board Administration and click the Broadcast Notice link on the System Setup tab.
The Broadcast Notice page displays any broadcasts previously set up/sent out. The list is empty the first time the page is opened.
Add a New Notice
Navigate to Animal Resource Center > Review Board Administration and click the Broadcast Notice link on the System Setup tab.
The Broadcast Notice page displays any broadcasts previously set up/sent out. The list is empty the first time the page is opened.
Click the Add a New Notice button to create and send a message. The Add a new notice panel opens.
Click the Return to List button to cancel and return to the list of broadcast notices.
The Temp Save Notice button is used to save a notice draft, explained in greater detail in the Draft Notice subsection of this manual, immediately following the current subsection.
Enter a Subject and type, or copy and paste, desired text in the Content area. Use the toolbar to format text as desired. Notice that tools for insertion of hyperlinks and images are included.
Click the Add a new Attachment button to attach a document file to the notice.
An upload panel opens. Enter the Title of the document and click the Upload button.
An upload dialog popup window displays.
Click the Cancel button to close the popup without uploading a document.
Click the Browse button to navigate to the document to be uploaded. When the file path is displayed in the Document Location field, click the Save selected file button to attach it to the notice record.
The Add Attachment panel refreshes, displaying an icon for the attachment to the left of the Title. Click the Save and Return button save the notice and attachment.
The attached document icon displays in a table in the Attachments area of the Edit/View a notice panel.
To view an attachment, click its icon.
To remove an attachment, click the select checkbox to the left of the document icon and click the Delete Selected Attachment(s) button.
Note that multiple attachments can be added, but users are still subject to institution or email server restrictions on file size for email attachments.
Click the Send button at the upper right corner of the Edit/View a notice panel to send the notice. A popup email distribution window opens for selection of notice recipients.
Click the Cancel button to exit without sending.
Note that Send to KSPs and review board members is selected by default when the popup opens. Click the checkbox to deselect that option and unlock the other two options: Send to all KSPs and Send to review board members.
Select the applicable checkbox, then click the popup window Send button.
After the notice is sent the Broadcast Notice page displays, with the sent broadcast notice added to the list and its Date Sent field populated.
Note that the Edit/View icon is still present but the select box at the far left, for notice deletion, is gone. Sent notices can be viewed but cannot be edited or deleted.
Draft Notice
When creating a new notice in the Add a new notice panel, it is possible to save the notice as a draft.
Enter a Subject line and desired content, then click the Temp Save Notice button to save a draft of the notice and return to the Broadcast Notice page. Note that draft notices do not have a Date Sent value in the list on the Broadcast Notice page.
Edit a Broadcast Notice
Draft broadcast notices can be edited (and sent) or deleted. Notices that have been sent cannot be deleted or edited, but they can be viewed.
Navigate to Animal Resource Center > Review Board Administration and click the Broadcast Notice link on the System Setup tab.
The Broadcast Notice page displays any broadcasts previously set up/sent out.
Draft notices do not have a value in the Date Sent column, which is how they can be easily identified in the Broadcast Notice list.
Click the icon in Edit/View column to the left of a draft title to open the draft and resume work on it.
The title of the Add a new notice panel changes to Edit/View a notice when a draft is opened.
Click the Return to List button to return to the Broadcast Notice list page without saving changes.
Click the Temp Save Notice button to save changes and keep the notice as a draft.
Click the Send button to save changes and send the notice.
A popup email distribution window opens for selection of notice recipients. Click Cancel to exit without sending.
Note that Send to KSPs and review board members is selected by default when the popup opens. Click the checkbox to deselect that option and unlock the other two options: Send to all KSPs and Send to review board members.
Select the applicable checkbox, then click the popup window Send button.
After the notice is sent the Broadcast Notice page displays, with the Date Sent field populated for the sent notice. Recall that sent notices cannot be edited or deleted.
Delete a Broadcast Notice
Draft broadcast notices can be edited (and sent) or deleted. Notices that have been sent cannot be deleted.
Navigate to Animal Resource Center > Review Board Administration and click the Broadcast Notice link on the System Setup tab.
The Broadcast Notice page displays any broadcasts previously set up/sent out. Note that the Date Sent column is blank for draft notices listed here.
To delete a notice, select the checkbox at far left for the applicable notice and click the Delete Selected Notice button.
A confirmation popup window displays.
Click CONFIRM to delete the notice and return to the Broadcast Notice page.
Click CANCEL to return to the Broadcast Notice page without deleting the notice.
Business Associate List
The Business Associate List link is used to access system functions related to business associates. In this context, a business associate is an institution or business which interacts with the institution where iRIS™ is in use.
Within the iRIS™ system, business associate entities can be added as a study sponsor, vendor or subrecipient, or as a third party in a conflict of interest.
For more information about business associate list management activities, see the Animal Resource Center — Business Associate List manual.
Setup Committee List
The Setup Committee List page is where current review board committees can be viewed, edited or deleted, and new committees added.
Edit Committee
Navigate to Animal Resource Center > Review Board Administration > System Setup tab and click the Setup Committee List link.
The Setup Committee List page is opened. Committees currently assigned to the ARC review board are listed here. Click the icon in the Edit column for the applicable committee.
An edit panel opens.
The Order Number defines routing priority order for the committee. Routing priority goes in ascending order, beginning with zero. If there is only one committee defined its Order Number will always be zero.
The Description is the committee name.
When changes are complete click the Save Committee button to save changes and close the edit panel.
Add Committee
Navigate to Animal Resource Center > Review Board Administration > System Setup tab and click the Setup Committee List link.
The Setup Committee List page is opened. Click the Add a Committee button.
A System Authentication popup displays, warning that only iMedRIS Project Managers and Customer Support personnel have the necessary rights to add new review board committees.
This area is locked because there are costs to the institution for each review board and committee defined in their iRIS™ system.
When an iMedRIS Project Manager or Customer Support representative adds a new committee, it is added to the Setup Committee List page.
User accounts assigned to more than one review board committee will have a slightly modified main menu, enabling them to select the applicable committee for various tasks.
Delete Committee
Navigate to Animal Resource Center > Review Board Administration > System Setup tab and click the Setup Committee List link.
The Setup Committee List page is opened. Select the checkbox for the applicable committee(s) and click the Delete Selected Committee(s) button.
A confirmation popup displays.
Click the CANCEL button to return to the Setup Committee List page without deleting the selected committee(s).
Click the CONFIRM button to confirm the deletion and return to the Setup Committee List page.
Note: caution must be exercised when deleting committees, as deleting a committee with review tasks assigned to it will disrupt and potentially orphan those tasks.
Also recall that review board committees can only be added by designated iMedRIS personnel, so if a needed committee is deleted in error there may be some delay in recreating it.
Setup Review Board Roles
The Setup Roles List page is where review board member roles can be viewed, edited or deleted, and new roles added. Each member role can be customized to allow for inclusion or exclusion on agenda and correspondence routing, as well as to allow for or prohibit designation of an alternate iRIS™ user to fulfill the duties of the role when the assigned user is unavailable.
Filter By In Use is set to “Yes” by default. Select “No” here to display roles that are not currently in use. Note that this is a toggled setting, it is not possible to view both in use and not in use roles in a single list.
Columns in the Setup Roles List table are:
— Delete: where it is possible to delete a role, click the icon in this column to delete a role record; note that the icon does not appear for roles that cannot be deleted
— Edit: click the icon in this column to open a role record for editing
— Order: priority number of the role for review, signoff and correspondence routing; note that priority numbers are ranked in ascending order from highest to lowest, beginning with one (1) as the highest priority number
— Role Name: name assigned to the role; note that role names can be modified by the institution
— Reserved: a “Yes” in this column indicates the role is Reserved and cannot be deleted; a “No” here indicates the role is not Reserved and can be deleted, provided it is not currently in use (see next item, below)
— In-Use: a “Yes” in this column indicates the role is currently in use on one or more studies / protocols and cannot be deleted; a “No” here indicates the role is not currently in use and can be deleted
— Allow Alternate: a “Yes” in this column indicates an alternate person who is included in the Alternate For list under Animal Resource Center > User Management > Grant User Access & Define Roles can be selected to fulfill the meeting duties of this role when the primary assignee is unavailable; a “No” here indicates no alternate can be specified for the role
— Include on Agenda: a “Yes” in this column indicates users assigned to the role are selectable in the list of Attendees for a meeting date; where the flag is set to “No” users assigned to the role do not display in the meeting Attendees list for a meeting date and are not included in notifications related to the meeting
— Include in Correspondence: a “Yes” in this column indicates persons assigned to this role is/are to be included on the correspondence routing list; a “No” here indicates persons assigned to this role is/are not included on the correspondence routing list
As shown below, ten Reserved review board roles are predefined by default.
Reserved roles are always designated as In-Use regardless of whether the applicable role is currently assigned to any studies/protocols.
In the example below, Filter By In Use is toggled to “No” to limit the list to Roles not currently in use. Notice that the role is not Reserved, as indicated by a “No” in that column, and a Delete icon is provided for the role.
Edit Board Role
Navigate to Animal Resource Center > Review Board Administration > System Setup tab and click the Setup Review Board Roles link.
The Setup Roles List page is opened.
Filter By In Use is set to “Yes” by default. Select “No” here to display roles that are designated as not in use. Note that this is a toggled setting, it is not possible to view both in use and not in use roles in a single list.
Click the icon in the Edit column for the role.
The role is opened for editing in the Edit a Board Role panel. Edit each item in the panel as desired.
— Order Number: priority number of the role for review, signoff and correspondence routing; note that priority numbers are ranked in ascending order from highest to lowest, beginning with one (1) as the highest priority number
— In-Use: a selection of “Yes” indicates the role is currently in use on one or more studies / protocols and cannot be deleted; a selection of “No” here indicates the role is not currently in use and can be deleted
— Role Name: name assigned to the role; note that role names can be modified by the institution
— Allow Alternate for Meetings: a selection of “Yes” indicates an alternate person who is included in the Alternate For list under Animal Resource Center > User Management > Grant User Access & Define Roles can be selected to fulfill the meeting duties of this role when the primary assignee is unavailable; a “No” here indicates no alternate can be specified for the role
— Include in Minutes and Agenda?: a selection of “Yes” indicates users assigned to the role are selectable in the list of Attendees for a meeting date; where the flag is set to “No” users assigned to the role do not display in the meeting Attendees list for a meeting date and are not included in notifications related to the meeting
— Include in Correspondence: a selection of “Yes” indicates persons assigned to this role is/are to be included on the correspondence routing list; a “No” here indicates persons assigned to this role is/are not included on the correspondence routing list
Make desired edits and click the Save button to save changes, close the edit panel and return to the Setup Roles List page. Click the Back To List button to return to the Setup Roles List page without saving changes.
Add Board Role
Navigate to Animal Resource Center > Review Board Administration > System Setup tab and click the Setup Review Board Roles link.
The Setup Roles List page is opened. Click the Add a New Board Role button.
The Add a Board Role panel opens for the role, with the same fields and buttons as the edit panel.
Default selections for the Add a Board Role panel are shown above. Note that the Order Number field defaults to the next available Order Number, based on the existing list of roles.
Enter the desired Role Name and edit other items as desired.
— Order Number: priority number of the role for review, signoff and correspondence routing; note that priority numbers are ranked in ascending order from highest to lowest, beginning with one (1) as the highest priority number
— In-Use: a selection of “Yes” indicates the role is currently in use on one or more studies / protocols and cannot be deleted; a selection of “No” here indicates the role is not currently in use and can be deleted
— Allow Alternate for Meetings: a selection of “Yes” indicates an alternate person who is included in the Alternate For list under Animal Resource Center > User Management > Grant User Access & Define Roles can be selected to fulfill the meeting duties of this role when the primary assignee is unavailable; a “No” here indicates no alternate can be specified for the role
— Include in Minutes and Agenda?: a selection of “Yes” indicates users assigned to the role are selectable in the list of Attendees for a meeting date; where the flag is set to “No” users assigned to the role do not display in the meeting Attendees list for a meeting date and are not included in notifications related to the meeting
— Include in Correspondence: a selection of “Yes” indicates persons assigned to this role is/are to be included on the correspondence routing list; a “No” here indicates persons assigned to this role is/are not included on the correspondence routing list
Click the Save button to save changes and return to the Setup Roles List page. Click the Back To List button to return to the Setup Roles List page without saving changes.
Delete Board Role
Navigate to Animal Resource Center > Review Board Administration > System Setup tab and click the Setup Review Board Roles link.
The Setup Roles List page is opened.
Because Reserved roles and in-use roles cannot be deleted, there are no icons in the Delete column for those roles on the Setup Roles List page.
Change the Filter By In Use option to “No” and click the Find button to view a list of roles that can be deleted. Click the icon in the Delete column to delete a role.
A confirmation popup window appears. Click CANCEL to return to the Setup Roles List page without saving changes. Click CONFIRM to delete the role and return to the Setup Roles List page.
Setup Role Access
The Setup Role Access page is where the System Administrator assigns read and write access privileges to review board roles for applicable iRIS™ pages.
All applicable iRIS™ pages for the ARC module are listed in a column at the left side of the matrix. Column headers display all applicable review board roles.
The System Administrator assigns Read and Write privileges for each page by role. The applicable system page is shown in the column at left, and the System Administrator clicks the Read and/or Write select checkboxes in the role columns at right to assign the applicable rights.
If both are selected, users assigned to the role can view and update records on the applicable page. If the page allows for record deletion, users assigned to a role with both Read and Write access for the page can delete records on the page as well.
If Read is selected but Write is not, users assigned to the role can view the applicable page but cannot modify or delete records on the page.
Note that any role with Write access must also have Read access assigned.
The first two Read and Write columns do not have an associated role. These columns are used to turn access on or off for the applicable page, regardless of user role. Settings in these columns override settings in the role-specific columns to the right.
To make a given page read-only for all iRIS™ users, the system administrator selects the Read checkbox and de-selects the Write checkbox for the page.
To hide a page entirely the System Administrator de-selects both checkboxes for the page.
Where both checkboxes are selected for a given page, the system administrator can assign Read and Write access per role using the checkboxes in the columns at the right.
Click the Save Changes button to save changes.
Order and Billing Items
Several links under Animal Resource Center > Review Board Administration > System Setup tab are involved in order and billing functionality within the iRIS™ system. For further information about setup of any of the following items please see the Animal Resource Center — Orders and Billing manual.
— Setup Pricing Level
— Setup Order Status
— Setup Order Numbering
— Setup Ticket Numbering
— Setup Material Order List
— Setup Material Order Item List
— Setup Transfer Order Numbering
— Setup Per Diem Definitions and Rates
— Setup Charge Master
— Setup Vendor Email Template
— Setup Invoice Type
Setup Wean Numbering
Juvenile study subject animals are classified as “wean” subjects, not yet ready to join the main population of adult study animals. Wean subjects can be tracked in iRIS™ using a separate numbering scheme from that employed for adult animals.
To configure wean numbering, click the Setup Wean Numbering link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Wean Numbering page opens.
As shown in the Description of Number Part column in the screenshot above, the wean number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.
Options to pad the System Generated Number with leading zeroes, set a fixed digit count for numbers to be generated, and insert an optional Separator character are also available.
In the screenshot shown below, a wean numbering scheme that employs all available options is configured.
The Constant Prefix is “WEAN”.
The first Separator character is “ – “.
The Last 2 digits of the current Calendar Year are “19”.
The second Separator character is “ – “.
The first sequence number to be used is “1”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “3”.
The first wean number generated by this scheme would be:
WEAN-19-001
Click the Save Numbering button to save the numbering scheme.
Setup Facilities/Buildings/Floors/Rooms
iRIS™ includes numerous tools to assist with facilities management related to subject animal husbandry and study activity.
For full details of facilities tracking and management in iRIS™, see the Animal Resource Center — Facilities manual.
Cages
The iRIS™ system provides numerous tools for animal subject cage tracking and management, including fields for entry of cage type, status, count and location, and the ability to print bar coded cage cards.
For more information about any of the items below, see the Animal Resource Center — Cages manual.
— Setup Cage Status
— Setup Cage Types
— Setup Cage Records
— Setup Cage Reason and Description
— Setup Separation Numbering
— Setup Cage Card Template
Setup Separation Numbering
Animal subjects separated from their original population or cage can be tracked in iRIS™ using a separate numbering scheme from that employed on their original population or cage.
To configure separation numbering, click the Setup Separation Numbering link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Separation Numbering page opens.
In the screenshot shown above, a separation numbering scheme that employs all available options is configured.
As demonstrated in the Description of Number Part column, the separation number can be configured to include a Constant Prefix, Calendar Year and System Generated Number. Selecting the checkbox in the Use in Number column includes all items in that row in the numbering scheme.
Options to pad the System Generated Number with leading zeroes, set a fixed digit count for numbers to be generated, and insert an optional Separator character are also available.
The Constant Prefix is “SEP”.
The first Separator character is “ – “.
The Last 2 digits of the current Calendar Year are “19”.
The second Separator character is “ – “.
The first sequence number to be used is “1”, the checkbox for Zero Pad the Sequence Number is selected and Number of Digits is set to “4”.
The first wean number generated by this scheme would be:
SEP-19-0001
Click the Save Numbering button to save the numbering scheme.
Livestock Management
The iRIS™ system provides numerous tools for animal subject tracking and management, including fields for entry of veterinarian and transfer coordinator details.
For more information about any of the functions below, see the Animal Resource Center — Livestock Setup manual.
Setup Veterinarian Profile
Setup Transfer Coordinator Profile
Setup Treatment Plan Templates by Species
Setup Generation
Setup Life Status
Setup Coat Color
Setup Diet
Setup Origin Type
Setup Health Status
Setup Breeding Status
Setup Breeding Type
Setup Gene
Setup Allele
Observation Management
Setup Observation Diagnosis
Setup Observation Outcome
Setup Observation Treatment
Setup Vendor Email Template
The iRIS™ system provides tools for configuration of boilerplate vendor email templates that can be customized as needed when creating an email to be sent to a vendor.
For full details of configuration items related to orders and billing in iRIS™, see the Animal Resource Center — Orders & Billing manual.
Setup Invoice Type
The iRIS™ system provides tools for configuration of invoice types specific to each institution’s needs.
For full details of configuration items related to orders and billing in iRIS™, see the Animal Resource Center — Orders & Billing manual.
For full details of processing items related to orders and billing in iRIS™, see the Animal Resource Center — Orders & Billing Processing manual.
Document Templates
The iRIS™ system provides tools for creation of pre-formatted document templates that include commonly used boilerplate text and can pull a variety of system data into a document on the fly, when a document is generated.
The general process for template setup and use is the same, regardless of the document or correspondence type.
— Template Definition: a template containing standardized boilerplate text for the desired document or correspondence type (e.g., meeting agenda, meeting minutes, vendor email, outcome letter, etc.) is created and formatted in a rich text editor
— Merge Code Addition: where the document or correspondence type needs to include specific data pulled from the iRIS™ system (e.g., order number, review board name, vendor email address, quantity of animals ordered, etc.), the applicable Merge Code for each needed data item is added to the template
— Document / Correspondence Generation: when a template-based document / correspondence is generated by an iRIS™ user, the pre-formatted template serves as the default starting point for the document / correspondence; the user edits the document / correspondence as desired before printing or sending it
The use of templates reduces time and effort demands on the user, reduces user error, and streamlines enforcement of institutional communication standards and policies.
Using Merge Codes in Document Templates
To insert a Merge Code in a document template, place the cursor in the text editor where you want the corresponding data value to appear, then click the Insert Merge Code button to open the Merge Codes picklist.
The Insert Data Merge Code popup window displays. Scroll down to the sections of the list labeled for ARC and select the desired Merge Code. In this example, the Merge Code for “Order Number” is selected.
Click the Cancel button to close the popup without inserting the Merge Code.
Click the OK button to insert the Merge Code. The selected Merge Code is inserted in the template at the cursor location.
In the screenshot below, Merge Codes for “Vendor Name”, “Order Number”, “Date Received”, “Order - Number of Females”, “Order - Number of Males”, “Receive – Number of Females”, “Receive – Number of Males”, and “Order – Order Date” are inserted.
Click the Save Template button to save changes.
Merge Code List
Depending on the user’s data access rights and the institution’s Review Board Administration settings, the Merge Code list can include system data from the following categories:
| Review Board | Study Financial Information |
| Meetings | Submission Information |
| Multi-Site | ARC Request Information |
| Study Personnel | ARC Ordering Information |
| Study Contacts | ARC Receiving Information |
| Form Creator | ARC Cage Information |
| Department Reviewer and Signoff | Study/IRB/IACUC Application Information |
Most of the Merge Codes in the picklist are grouped under category titles. As shown in the screenshot below, category titles are offset by dashed lines. Selectable Merge Code items are indicated by blue boxes.
Category titles are not Merge Codes and cannot be inserted in a template. If a title item is selected and the OK button is clicked, an error popup window displays.
Merge Codes Applicable to ARC
Categories and Merge Codes from the list that are most applicable to ARC are summarized in the table below.
| ---ARC Request Info --- | ---ARC Ordering Info --- | ---ARC Receiving Info --- | ---ARC Cage Info --- |
|---|---|---|---|
| Number of Females | Order - Order Date | Date Received | Cage Type |
| Number of Males | Expected Delivery Date | Purchase Cost | Bar Code |
| Age Size | Confirmation Number | Service Cost | Cage - Cage ID |
| Species Name | Method of Ordering | Container OK | Cage - Species |
| Strain Name | Vendor Name | General Appearance | Cage - Strain |
| Order Number | Vendor Contact | Eyes, Ears, Nose, Mouth | Cage - Number of Males |
| Request - Order Date | Vendor Phone | Urogenital, Anus | Cage - Number of Females |
| Preferred Delivery Date | Vendor Fax | Respiratory | Cage - Number of Unknown Sex |
| Preferred Vendor | Vendor Email | Hydration | Cage - Cage Card Comments |
| Request - Stock Number/Code | Order - Species | Receive - Number of Males | Cage - List of Animal IDs |
| Request - Age/Size | Order - Strain | Receive - Number of Females | |
| Request - Number of Males | Order - Stock Number/Code | Must go through Quarantine | |
| Request - Number of Females | Order - Age/Size | Receive - Number of Cages | |
| Request - Number of Cages | Order - Number of Males | Receive - Approved Location | |
| Request - Approved Location | Order - Number of Females | ||
| Order - Number of Cages | |||
| Order - Approved Location |
Merge Codes Applicable to Meetings
Categories and Merge Codes from the list that are most applicable to meetings are summarized in the table below.
| ---Review Board Info --- | ---Meeting Attendance Codes --- | ---Submission Info --- |
|---|---|---|
| Review Board Name | Meeting Call to Order | Submission Approval Date |
| Review Board Committee Name | Meeting New Business | Submission Type |
| Chairperson Name (Last Name, First Name) | Meeting Old Business | Submission List of all reviewers |
| Chairperson Name (First Name, Last Name) | Meeting Miscellaneous | Submission Primary Reviewer |
| Chairperson First Name | Meeting Closing Comments | Submission Secondary Reviewer |
| Chairperson Middle Name | Meeting Actual Start Time | Submission all additional reviewers over secondary |
| Chairperson Last Name | Meeting Actual End Time | Submission AD Hoc Reviewers |
| Chairperson Degree | Meeting Planned Start Time | Item Number on Agenda |
| Chairperson Address | Meeting Planned End Time | All Project Departments |
| Chairperson Phone | Meeting Chair (Last, First) | All Project Institutions |
| Chairperson EMAIL | Meeting Chair (First, Last) | Project Title |
| Electronic Signature | Total Voting Members | Project Short Title |
| Meeting Date | Quorum | Project Status |
| Meeting Location | Voting Members Present | Study Title |
| Non-Voting Members Present | Study Alias | |
| Alternate Members Present | Study Status | |
| Members Absent | Sponsor/Funding Source | |
| Member Ex-officio Present | Proposal Number | |
| Administrative Staff Present | Proposal Title | |
| Guests Present | Proposal Short Title | |
| Meeting Motions | Project Award Number | |
| Project Previous Award Number | ||
| Project Open Ended | ||
| Is Archived | ||
| Archived Location |
Setup Agenda Categories
The iRIS™ system provides the ability to configure a list of agenda topic categories that are frequently addressed in review meetings, including the ability to attach relevant forms or documents where applicable.
Once configured, these categories can be added to a finalized agenda template with just a few clicks rather than repetitive keystrokes (see the Setup Finalized Agenda Document Template section of this manual for more information).
This functionality is provided on the Set-up Agenda Categories page. To access the page, click the Setup Agenda Categories link under Animal Resource Center > Review Board Administration > System Setup tab.
The Set-up Agenda Categories page opens, as shown below.
Columns and controls on this page are:
— select: far-left column, no header label; select the desired checkbox(es) here to select the corresponding record(s)
— Edit: click the icon in this column to open the corresponding category for editing
— Group Name: designated category name
— Merge Code: designated short text to be used in document templates, such as the Finalized Agenda Document Template, to pull the corresponding category name and any associated form or document requirements into the template
— Group Display Order: the order in which the applicable category is to be shown on the meeting agenda
— Add Agenda Filter button: click this button to open the Set-up Agenda Filter page, where rules can be configured to exclude study or review item documents from the meeting agenda that would otherwise be captured by an agenda category (see next subsection of this manual, Agenda Filter)
— Add Group button: click this button to open an add panel for creation of a new agenda category
— Delete Group(s) button: click this button to delete any agenda category selected in the far-left column
Agenda Filter
On the Set-up Agenda Filter page (shown below), agenda filters are configured to group review document items. Once configured, agenda filters can be applied to include or exclude certain document types when assigning documents to agenda categories.
Columns and controls on this page are:
— select: far-left column, no header label; select the desired checkbox(es) here to select the corresponding record(s)
— Edit: click the icon in this column to open the corresponding filter for editing
— Filter Type: name of category / type of exclusion
— Filter Name: defaults to same value as Filter Type
— Add Filter button: click this button to open an add panel for creation of a new filter
— Delete Filter(s) button: click this button to delete any filter selected in the far-left column
Add Agenda Filter
Click the Add Agenda Filter button on the Set-up Agenda Categories page.
As shown below, the Set-up Agenda Filter page opens.
Click the Add Filter button. As shown below, an add panel is opened for creation of the new filter.
Click in the Filter Type field to open a dropdown picklist. Click the desired list item to select it.
As shown below, in the case of any Filter Type selection other than “Filter User Defined” the Filter Name field automatically populates with text corresponding to the selected Filter Type and is set to read only.
See the Filter User Defined subsection of this manual for more information about configuring user defined filters.
Click the Save All Changes button to save the filter and close the add panel. As shown below, the filter is added to the list on the Set-up Agenda Filter page.
Edit Agenda Filter
Click the Add Agenda Filter button on the Set-up Agenda Categories page.
As shown below, the Set-up Agenda Filter page opens. Click the icon in the Edit column for the applicable filter.
As shown below, the record is opened in an edit panel. Click in the Filter Type field to expand the dropdown picklist and select the desired item.
As shown below, in the case of any Filter Type selection other than “Filter User Defined” the Filter Name field automatically populates with text corresponding to the selected Filter Type and is set to read only.
See the Filter User Defined subsection of this manual for more information about configuring user defined filters.
Click the Save All Changes button to save changes and close the edit panel. As shown below, the filter is revised in the list on the Set-up Agenda Filter page.
Delete Agenda Filter
Click the Add Agenda Filter button on the Set-up Agenda Categories page.
As shown below, the Set-up Agenda Filter page opens. Select the checkbox(es) in the far-left column for the filter(s) to be deleted, then click the Delete Filter(s) button.
A confirmation popup window displays.
Click CANCEL to return to the Set-up Agenda Filter page without deleting the filter(s).
Click CONFIRM to delete the filter(s) and return to the Set-up Agenda Filter page. As shown below, the selected filter is removed.
Filter User Defined
Note that familiarity with Structured Query Language (SQL), as well as a thorough knowledge of iRIS™ application modules, associated tables, custom forms and fields are required to create user defined filters using this feature.
Click the Add Agenda Filter button on the Set-up Agenda Categories page.
As shown below, the Set-up Agenda Filter page opens.
Click the Add Filter button. As shown below, an add panel is opened for creation of the new filter.
Click in the Filter Type field to open a dropdown picklist. Click “Filter User Defined” to select it.
An add panel is opened for configuration of a custom filter query.
As shown in the screenshot above, the What to Filter field in the query builder form defaults to “Applic. Form all columns”, and the corresponding Data Value fields default to What Application? and What Application Column?
In the screenshot below the What to Filter dropdown is expanded, showing that a second selection of “Submission Form all columns” is available.
When “Submission Form all columns” is selected the Data Value fields update to reflect options applicable to the Submission Form.
The What Form? dropdown list is populated with the names of forms configured for the specific institution, and the What Form Column? dropdown list is populated with items specific to the selected form.
Note that the overall process of creating a user defined filter is the same regardless of whether “Submission Form all columns” or “Applic. Form all columns” is selected under What to Filter. The user selects the desired submission / application form, then selects a specific field from that form to compare against in the query.
With the default selection of “Applic. Form all columns” in place, the What Application? dropdown list populates with application types. Click an application type in the list to select it.
As shown below, the What Application Column? dropdown list automatically populates with sections and questions applicable to the selected application.
Click the desired item in the What Application Column? dropdown list to select it. As shown below, the area beneath the What Application Column? field populates with options applicable to the selected column item.
A thorough knowledge of iRIS™ data tables is required to understand the auto-populated options provided.
Make desired selections in the area beneath the What Application Column? field, then select the desired comparator and data type from the dropdown lists at the lower left of the panel.
As shown below, the comparator dropdown contains all standard SQL query comparators. It is up to the user constructing the query to select a comparator type that is applicable to the selected Application Column value to the right of the comparator field.
Comparators of “NOT EQUAL” or “EQUAL” can be used for comparisons against Yes/No and text fields. The remaining comparators are used for comparisons against numeric values.
In this example a comparator of “EQUAL” is selected because the Application Column value can only be “Yes” or “No”.
Note that the second comparator field defaults to “Value” but will dynamically update with other options where such options are applicable to Application Column and comparator selections.
In the screenshot above the first clause of the user defined filter query is complete. This query returns IACUC applications where “No” is selected for option 1 of the question about whether transgenic animals are to be used in the study.
Note that when a configured filter is applied during creation of an Agenda Category, the user is prompted to choose whether to include or exclude records matching the filter’s criteria.
Click the Add a new Clause button to add another filter configuration panel to the page, adding another clause to the filter query.
When the query includes two or more clauses the Join by, if any field is used to specify the join type and the Order field is used to specify the order in which each clause is to be evaluated when the query runs.
SQL familiarity is required to correctly configure the Order and Join by, if any fields.
After all desired clauses have been configured for the query, enter a Filter Name and click the Save All Changes button to save the filter.
The filter is added on the Set-up Agenda Filter page.
Add Agenda Category
Click the Setup Agenda Categories link under Animal Resource Center > Review Board Administration > System Setup tab.
The Set-up Agenda Categories page opens, as shown below.
Click the Add Group button. An add panel is opened for creation of the new category.
Complete the top of the add panel as follows:
— Group Name: enter a descriptive name for the category; recall that categories are used when creating a finalized agenda document template, so the name entered here should indicate the contents of the category
— Group Order: the entry in this field is shown in the Group Display Order column of the Set-up Agenda Categories page, and dictates the order in which this category appears in the finalized agenda document template
— Group Merge Code: enter the desired merge code to be used for inclusion of this category on forms and in document templates; note that the code must include underscores where spaces occur between words, and cannot include any special characters (e.g., &, #, etc.)
See the Using Merge Codes in Document Templates section of this manual for more information about working with merge codes.
An example of the filled fields is shown below. Click the Add button to attach forms to this category, if applicable.
The Select Review Board Forms popup appears, populated with all available forms for selection. Note that because forms are custom configured for each institution, the list of forms shown here will vary.
Click the Cancel button to close the popup without adding any forms to the category.
Select the checkbox(es) in the far-left column for forms to be attached to the category, then click the Select button.
The selected form(s) is(are) added to the category add panel, with options to apply previously configured filters for each form if desired. All previously configured filters are shown here.
See the Agenda Filter section of this manual for more information about filter configuration.
As shown in the screenshot above, select the checkbox(es) in the far-left column for any forms added to the category in error, then click the Remove button to remove the selected form(s).
In the screenshot below, the dropdown list containing options for application of the “Expedited Filter” on the “Arc Order Form” item is expanded. This dropdown list is the same for all filters.
Make all desired selections in the filter option dropdown lists, then click the Save All Changes button. Note that a selection is required in every dropdown list in order to save the category.
The category is added on the Set-up Agenda Categories page.
Edit Agenda Category
Click the Setup Agenda Categories link under Animal Resource Center > Review Board Administration > System Setup tab.
The Set-up Agenda Categories page opens, as shown below.
Click the icon in the Edit column for the applicable category. The category is opened for editing.
Make any desired changes to fields at the top of the edit panel as follows:
— Group Name: descriptive name for the category; recall that categories are used when creating a finalized agenda document template, so the name entered here should indicate the contents of the category
— Group Order: the entry in this field is shown in the Group Display Order column of the Set-up Agenda Categories page, and dictates the order in which this category appears in the finalized agenda document template
— Group Merge Code: enter the desired merge code to be used for inclusion of this category on forms and in document templates; note that the code must include underscores where spaces occur between words, and special characters (e.g., &, #, etc.) are not allowed
See the Using Merge Codes in Document Templates section of this manual for more information about working with merge codes.
As shown in the screenshot below, select the checkbox(es) in the far-left column for any forms to be removed from the category, then click the Remove button to remove the selected form(s).
Click the Add button to attach forms to this category, if applicable. The Select Review Board Forms popup appears, populated with all available forms for selection. Note that because forms are custom configured for each institution, the list of forms shown here will vary.
Click the Cancel button to close the popup without adding any forms to the category.
Select the checkbox(es) in the far-left column for forms to be attached to the category, then click the Select button.
Any selected form(s) is(are) added to the category add panel, with options to apply previously configured filters for each form if desired. All previously configured filters are shown here.
See the Agenda Filter section of this manual for more information about filter configuration.
When all desired changes to the category are complete, click the Save All Changes button to save changes and close the edit panel.
Delete Agenda Category
Click the Setup Agenda Categories link under Animal Resource Center > Review Board Administration > System Setup tab.
The Set-up Agenda Categories page opens, as shown below.
Select the checkbox in the far-left column for the applicable category(ies), then click the Delete Group(s) button. A confirmation popup window displays.
Click CANCEL to return to the Set-up Agenda Categories page without deleting the category(ies).
Click CONFIRM to delete the category(ies) and return to the Set-up Agenda Categories page. The category is deleted.
Setup Finalized Agenda Document Template
The iRIS™ system provides the ability to configure finalized meeting agenda templates that include commonly used boilerplate text and can automatically pull a variety of system data into the agenda when it is generated.
This functionality is provided on the Finalized Agenda Templates page. To access the page, click the Setup Finalized Agenda Document Template link under Animal Resource Center > Review Board Administration > System Setup tab.
The Finalized Agenda Templates page opens, as shown below. Notice the two instruction items and the corresponding buttons for each.
As indicated in the instructions, the first step is setting up the Agenda Template Master. Click the Setup Agenda Template button to begin.
The Agenda Template Definition text editor page opens, as shown below.
Enter desired boilerplate text and Merge Codes and apply formatting as desired using the provided rich text editor toolbar. See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.
Recall that this template will serve as the basis for all finalized agenda documents, and therefore it should include all items considered standard and necessary to any finalized agenda. An example of a completed finalized agenda template is shown below.
When template content is complete, click the Save Change button to close the page and save the template.
Back on the Finalized Agenda Templates page, any previously configured, custom agenda category sections are listed in the lower section of the screen. Each section can be configured to specify what information is to be displayed for each submission in the agenda template master.
Note that custom agenda category configuration includes a study/protocol/project selection component that automatically limits review items pulled into the meeting to those matching specific criteria. Adding a custom category to the agenda does not pull all animal study/protocol/project items into the meeting.
See the Setup Agenda Categories section of this manual for more information about configuration of custom agenda categories.
Again, recall that the template will serve as the basis for all finalized agenda documents; custom agenda categories should only be added to the template if those categories are applicable to most meeting agendas.
Click the Setup Section Information button for any agenda category to be added to the finalized agenda template. The Agenda Section Definition page opens, as shown below.
The boilerplate text and Merge Codes entered here depend on the purpose of the agenda category. In this example the category is intended to add animal issue reporting to the meeting, so its content is focused on changes in animal life status and population counts. An example of a completed section definition is shown below.
When section definition content is complete, click the Save Change button to close the page and save the section definition.
Going forward, each ARC Meeting Agenda generated for a specific meeting date will consist of one document that includes both the Agenda Template Master and any custom sections configured as above.
See the IACUC – Meeting Agenda, Minutes, and Meeting Manager manual for more information about meeting functionality in iRIS™.
Setup Agenda Revision Document Template
The Revision Agenda Template is used to generate an addendum when a new submission is placed on the agenda after the initial Agenda is published for a given meeting date.
This functionality is provided on the Finalized Agenda Templates page. To access the page, click the Setup Agenda Revision Document Template link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Board Agenda Revision Templates page opens, as shown below.
Notice that this page is nearly identical to the Finalized Agenda Templates page, with the exception that where the Finalized Agenda Templates page is used to configure the Agenda Template Master, this page is used to configure the Revision Template Master.
Where this feature is in use it is often necessary for the institution to configure applicable agenda categories to capture the most common agenda revision scenarios and related, pertinent data. See the Setup Agenda Categories section of this manual for more information about configuration of custom agenda categories.
The process of configuring the Revision Template Master is the same as that for configuration of the Agenda Template Master. See the Setup Finalized Agenda Document Template section of this manual for details of template configuration.
Setup Expedite Report Template
At institutions where the review board property rb.use_expedited_report is set to “Yes” within the Meeting Settings group, it is possible to generate a summary of expedited reports for attachment to a meeting date.
This functionality is provided on the Setup Expedite Report Templates page. To access the page, click the Setup Expedite Report Template link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Expedite Report Templates page opens, as shown below.
Click the Setup Template button. The Expedite Report Template Definition text editor page opens, as shown below.
Enter desired boilerplate text and Merge Codes and apply formatting as desired using the provided rich text editor toolbar. See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.
An example of a completed expedite report template is shown below.
When template content is complete, click the Save Change button to close the page and save the template.
See the IACUC – Meeting Agenda, Minutes, and Meeting Manager manual for more information about generation of the expedited report as it relates to meeting functionality in iRIS™.
Setup Meeting Minutes Template
The Meeting Minutes Template is used to generate a standardized minutes document for a given meeting date.
This functionality is provided on the Setup Board Minute Templates page. To access the page, click the Setup Meeting Minutes Template link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Board Minute Templates page opens, as shown below.
Notice that this page is nearly identical to the Finalized Agenda Templates page, with the exception that where the Finalized Agenda Templates page is used to configure the Agenda Template Master, this page is used to configure the Minutes Template Master.
The process of configuring the Minutes Template Master is the same as that for configuration of the Agenda Template Master. See the Setup Finalized Agenda Document Template section of this manual for details of template configuration.
Setup Outcome Letter Groups
The iRIS™ system allows for collecting sets of review board forms into custom configured Letter Type groups for assignment to different board review types.
As shown below, the Letter Types list on the add/edit panel of the Setup Board Letter Templates page (see the Setup Outcome Letter Templates section of this manual) includes two default entries:
— Outcome - General: letter templates of this type appear as options available for selection on the Outcome Letter tab of submission processing screens
Note: filters assigned to custom outcome letter groups determine those groups’ availability in the dropdown list on the Outcome Letter tab, but the Outcome – General Group is always be available. For example, a letter associated to a group called “Outcome – Full Renewal Approval” that has a filter assigning that group to the Full Renewal Submission type would only be available for a Full Renewal Submission type, this letter would not be available for any other submission type.
— Submission: letter templates of this type appear as options available for selection on the Submission Received Notification Letter tab of submission processing screens (shown below)
Custom configured Letter Type groups are added to the Letter Type dropdown list on the Setup Board Letter Templates page (shown in the first screenshot above), and are optionally made available on the Outcome Letter tab of submission processing screens according to rules established at the time a Letter Type group is created or revised (see Add Outcome Letter Group and Edit Outcome Letter Group subsections of this manual, below).
Letter Type groups are configured on the Setup Board Letter Group List page, shown below.
Add Outcome Letter Group
Navigate to Animal Resource Center > Review Board Administration > System Setup Tab > Setup Outcome Letter Groups link.
The Setup Board Letter Group List page opens. Click the Add Group button.
An add panel is opened for creation of the group. Enter the desired Group Name, as shown below, then click the Add button at right.
A popup opens for selection of review board forms to be included in the group. Note that because forms are custom configured for each institution, the list of forms shown here will vary.
Click the Cancel button to close the popup without adding any forms to the group.
Select the checkbox(es) in the far-left column for all forms to be included in the group, then click the Select button to add them to the group and close the popup. As shown below, the selected forms are added to the list of forms on the add panel.
If any forms were selected from the popup list in error, select the checkbox(es) for any forms to be removed from the group and click the Remove button.
Select or de-select the applicable checkboxes to make each form listed available/unavailable as part of the group according to board review type when the group is selected in the Notification Letter dropdown list in the Outcome Letter section of submission processing screens (shown below).
Note that all forms in the group are made available to the Full Board Review type by default.
An example of the fully configured group is shown in the screenshot below.
Click the Save All Changes button to save the new group. As shown below, the group is added on the Setup Board Letter Group List page.
The new Letter Type group is also added to the Letter Type dropdown list on the Setup Board Letter Templates page and is made available on the Outcome Letter tab of submission processing screens for Expedite, Exempt and Process Administratively board review types.
Edit Outcome Letter Group
Navigate to Animal Resource Center > Review Board Administration > System Setup Tab > Setup Outcome Letter Groups link.
The Setup Board Letter Group List page opens. Click icon in the Edit column for the applicable group.
The group is opened for editing. Make any desired changes to the Group Name.
To remove forms from the group, select the applicable checkbox(es) in the far-left column and click the Remove button.
Select or de-select the applicable checkboxes to make each form listed available/unavailable as part of the group according to board review type when the group is selected in the Notification Letter dropdown list in the Outcome Letter section of submission processing screens (shown below).
Note that all forms in the group are made available to the Full Board Review type by default.
In the example screenshot below, checkboxes for the Exempt board review type are de-selected. Applying this change means that the forms shown will not be included in the Animal Order Forms group when it is selected from the Notification Letter dropdown list (see screenshot above) for submissions assigned to the Exempt board review type.
Click the Save All Changes button to save changes and close the edit panel.
Delete Outcome Letter Group
Navigate to Animal Resource Center > Review Board Administration > System Setup Tab > Setup Outcome Letter Groups link.
The Setup Board Letter Group List page opens. Select the checkbox(es) for the group(s) to be deleted and click the Delete Group(s) button.
A confirmation popup displays.
Click the CANCEL button to return to the Setup Board Letter Group List page without deleting the selected template(s).
Click the CONFIRM button to confirm the deletion and return to the Setup Board Letter Group List page.
Setup Outcome Letter Templates
The iRIS™ system provides the ability to configure standardized outcome letter templates that include commonly used boilerplate text and can automatically pull a variety of system data into the letters when they are generated.
This functionality is provided on the Setup Board Letter Templates page. To access the page, click the Setup Outcome Letter Templates link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Board Letter Templates page opens, as shown below.
Add Outcome Letter Template
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Outcome Letter Templates link.
The Setup Board Letter Templates page opens, as shown below.
Click the Add a New Template button. As shown below, the Add a letter template panel opens for creation of the new letter.
Enter the desired Title and Comments, then click in the Letter Type field and click to select an item in the dropdown list. As shown below, the list includes two default entries:
— Outcome - General: letter templates of this type appear as options available for selection on the Outcome Letter tab of submission processing screens
— Submission: letter templates of this type appear as options available for selection on the Submission Received Notification Letter tab of submission processing screens
Note that any letter types configured via the Setup Outcome Letter Groups function are added to the Letter Type dropdown list. When a custom configured letter type is selected, the associated letter template’s inclusion as an option available for selection on the Outcome Letter tab of submission processing screens is dictated by rules established when the Letter Group is created. See the Setup Outcome Letter Groups section of this manual for more information about configuring Letter Groups.
Enter desired text and Merge Codes in the main text editor window. See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.
Apply any desired formatting, then click the Save the Letter Template button.
The template is added on the Setup Board Letter Templates page.
Edit Outcome Letter Template
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Outcome Letter Templates link.
The Setup Board Letter Templates page opens, as shown below. Click the icon in the Edit column for the applicable template.
As shown below, the template is opened for editing in an Edit a letter template panel.
Make desired changes to the Title, Comments and Letter Type fields. The Letter Type list includes two default entries:
— Outcome - General: letter templates of this type appear as options available for selection on the Outcome Letter tab of submission processing screens
— Submission: letter templates of this type appear as options available for selection on the Submission Received Notification Letter tab of submission processing screens
Note that any letter types configured via the Setup Outcome Letter Groups function are added to the Letter Type dropdown list. When a custom configured letter type is selected, the associated letter template’s inclusion as an option available for selection on the Outcome Letter tab of submission processing screens is dictated by rules established when the Letter Group is created. See the Setup Outcome Letter Groups section of this manual for more information about configuring Letter Groups.
The two tabs in the lower part of the edit panel offer two different methods for revising the template’s content.
As shown below, the HTML Content tab (red arrow and box) allows for direct editing in the text editor window.
When all desired revisions are complete using the HTML Content tab, click the Save the Letter Template button to save changes and close the edit panel.
Click the Check In/Out tab (blue arrow in screenshot above) to access the second editing method. As shown below, the Check In/Out tab is opened.
As per the instructions provided on this tab, click the Download Document button to download a copy of the letter template in RTF format. The Download the RB Template Letter Content page opens, as shown below.
IMPORTANT: READ AND FOLLOW THE DIRECTIONS PROVIDED ON THE PAGE TO ENSURE UPLOAD OF THE REVISED DOCUMENT WILL BE ENABLED. See items boxed in red in the screenshot above.
Make desired changes to the downloaded copy of the letter template in any rich text editor and save the file under the same name as the original download.
Return to the Setup Board Letter Templates page and click the icon in the Edit column for the applicable template. Click the Check In/Out tab (shown below) and click the Upload Document button.
An Add User Document popup opens, as shown below.
Follow the directions in the popup to navigate to the revised file on the local computer and upload it to the iRIS™ system. As shown below, a countdown popup briefly appears as the upload is processed.
When the popup closes, back in the Edit a letter template panel, click the Save the Letter Template button to save changes and close the edit panel.
Delete Outcome Letter Template
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Outcome Letter Templates link.
The Setup Board Letter Templates page opens, as shown below. Select the checkbox(es) in the far-left column for the template(s) to be deleted, then click the Delete Selected Template(s) button.
A confirmation popup displays.
Click the CANCEL button to return to the Setup Board Letter Templates page without deleting the selected template(s).
Click the CONFIRM button to confirm the deletion and return to the Setup Board Letter Templates page.
Setup Canned Motion
The iRIS™ system provides the ability for institutions to configure a list of predefined (“canned”) motions for use in review board meetings. There is no limit to the number of canned motions that can be configured in this list.
Any configured canned motion is added to the Precanned Motion text dropdown list on the Submission Motion page of the Vote tab in Submission processing screens.
To access the configuration list, click the Setup Canned Motion link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Canned Motion List page opens.
Any canned motion configured here is added to the Precanned Motion text dropdown list on the Vote tab of Submission processing screens.
Add Canned Motion
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Canned Motion link.
The Setup Canned Motion List page opens.
As shown below, an Add Canned Motion of submission item panel opens for configuration of the motion.
Enter the desired Name and Item Number. Item Number dictates the order in which canned motions appear on the Setup Canned Motion List page and in the Precanned Motion text dropdown list on the Vote tab of Submission processing screens.
Click the Click here to edit/view the motion text link to enter desired motion text.
As shown below, a Canned Motion text page with a text editor for creation and formatting of the motion text opens.
Enter desired motion text and apply any desired formatting, as shown above, then click the Save button.
As shown below, the text is added to the Add Canned Motion of submission item panel. Click the Save Motion button.
As shown below, the motion is added on the Setup Canned Motion List page.
Edit Canned Motion
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Canned Motion link.
The Setup Canned Motion List page opens. Click the icon in the Edit column for the applicable motion.
As shown below, an Edit Canned Motion of submission item panel opens for configuration of the motion.
Revise the Name and Item Number fields as desired. Item Number dictates the order in which canned motions appear on the Setup Canned Motion List page and in the Precanned Motion text dropdown list on the Vote tab of Submission processing screens.
Click the Click here to edit/view the motion text link to revise the motion text. As shown below, the motion is opened in a Canned Motion text page with a text editor for revision and formatting of the motion text.
When changes are complete click the Save button. As shown below, the text is added to the Edit Canned Motion of submission item panel. Click the Save Motion button.
As shown below, the motion is revised on the Setup Canned Motion List page.
Delete Canned Motion
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Canned Motion link.
The Setup Canned Motion List page opens. Select the checkbox(es) in the far-left column for the motion(s) to be deleted, then click the Delete Selected Motion(s) button.
A confirmation popup window displays.
Click CANCEL to return to the Setup Canned Motion List page without deleting the motion(s).
Click CONFIRM to delete the motion(s) and return to the Setup Canned Motion List page. The motion(s) is(are) deleted.
Setup Template Language
The iRIS™ system provides the ability for institutions to configure a list of predefined (“canned”) text blocks for insertion in Minutes, Agendas, and Outcome Letter documents via an Insert Template Language button, as shown below.
To access the configuration list, click the Setup Template Language link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Template Language List page opens.
Any block of template language configured here is saved as a Merge Code and made available for insertion in Minutes, Agendas, and Outcome Letters via an Add Canned Language button on the applicable processing pages.
See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.
Add Template Language
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Template Language link.
The Setup Template Language List page opens. Click the Add a New Approved Text button.
As shown below, an Add a language item panel opens for configuration of the text block.
Enter a descriptive Name and the desired Merge Code to be assigned to the block of text. Note that the code must include underscores where spaces occur between words, and cannot include any special characters (e.g., &, #, etc.).
In the example below, a Name and Code are entered. Click the click here to add the language text link.
The Approved Template text page opens with a text editor for entry and formatting of the text block. Notice that no Insert Merge Code button is available on this page. This is because the text block entered here will itself be saved as a Merge Code, and Merge Codes cannot be nested within text blocks.
In the example shown above the desired text is entered. Click the Save Change button. The text block is added to the Add a language item panel.
Click the Save Approved Text button. As shown below, the item is added on the Setup Template Language List page.
Edit Template Language
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Template Language link.
The Setup Template Language List page opens. Click the icon in the Edit column for the applicable item.
As shown below, an Edit a language item panel opens for revision of the text block.
Make desired changes to the Name and Merge Code fields. Note that the code must include underscores where spaces occur between words, and cannot include any special characters (e.g., &, #, etc.).
Click the click here to add the language text link to edit the text block. As shown below, the text block is opened for editing in the Approved Template text page.
Notice that no Insert Merge Code button is available on this page. This is because the text block entered here will itself be saved as a Merge Code, and Merge Codes cannot be nested within text blocks.
Make desired changes to the text block, then click the Save Change button. As shown below, the text is added to the Edit a language item panel. Click the Save Approved Text button.
The edit panel closes, and the item is revised.
Delete Template Language
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Template Language link.
The Setup Template Language List page opens. Select the checkbox(es) in the far-left column for the item(s) to be deleted, then click the Delete Approved Text button.
A confirmation popup window displays.
Click CANCEL to return to the Setup Template Language List page without deleting the item(s).
Click CONFIRM to delete the item(s) and return to the Setup Template Language List page. The item(s) is(are) deleted.
Setup Correspondence Templates
The iRIS™ system provides the ability to configure standardized correspondence templates that include commonly used boilerplate text and can automatically pull a variety of system data into the correspondence when it is generated.
This functionality is provided on the Setup Board Correspondence Templates page. To access the page, click the Setup Correspondence Template link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Board Correspondence Templates page opens, as shown below.
Correspondence templates can be employed when creating a correspondence record within the submission processing screens. Configured templates are made available via a Template dropdown picklist above the embedded rich text editor.
The desired template is selected in the list and when the Import template button is clicked, the template’s content is pulled into the text editor.
Add Correspondence Template
Navigate to Animal Resource Center > Review Board Administration > System Setup Tab > Setup Correspondence Template link.
The Setup Board Correspondence Templates page opens, as shown below.
Click the Add Template button. As shown below, an add panel opens for creation of the correspondence.
Enter desired text and Merge Codes in the main text editor window. See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.
Apply any desired formatting, then click the Save Template button. The template is added on the Setup Board Correspondence Templates page.
Edit Correspondence Template
Navigate to Animal Resource Center > Review Board Administration > System Setup Tab > Setup Correspondence Template link.
The Setup Board Correspondence Templates page opens, as shown below.
Click the icon in the Edit column for the applicable item. As shown below, the correspondence is opened in an edit panel. Make desired changes in the Title and Content fields.
See the Using Merge Codes in Document Templates section of this manual for more information about working with Merge Codes.
When all desired changes are complete, click the Save Template button. The template is revised on the Setup Board Correspondence Templates page.
Delete Correspondence Template
Navigate to Animal Resource Center > Review Board Administration > System Setup Tab > Setup Correspondence Template link.
The Setup Board Correspondence Templates page opens. Select the checkbox(es) in the far-left column for the template(s) to be deleted, then click the Delete Template button.
A confirmation popup window displays.
Click CANCEL to return to the Setup Board Correspondence Templates page without deleting the template(s).
Click CONFIRM to delete the item(s) and return to the Setup Board Correspondence Templates page. The template(s) is(are) deleted.
Setup Review Cycle
The iRIS™ system provides the ability to configure standardized review cycle terms
This functionality is provided on the Setup Review Cycle List page. To access the page, click the Setup Review Cycle link under Animal Resource Center > Review Board Administration > System Setup tab.
The Setup Review Cycle List page opens, as shown below.
Review cycles configured here populate the Review Cycle dropdown picklist on the Outcome tab of submission processing screens (red box and arrow in screenshot below).
When an item is selected from the Review Cycle picklist on an approved submission, the IACUC Expiration Date field automatically calculates the corresponding expiration date (blue box and arrow in screenshot below) based on the Submission Approval date.
The IACUC Expiration date auto-populates based on the Submission Approval date and the number of months in the Review Cycle selected.
Note that where the Review Cycle field is left blank the user designates an expiration date using the calendar widget provided for the expiration date field.
Add Review Cycle
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Review Cycle link.
The Setup Review Cycle List page opens, as shown below. Click the Add a Review Cycle button.
An add panel is opened for creation of the new review cycle. Enter a descriptive Name, then enter the number of months for the cycle in the Review Cycle Number in Months field. An example of the filled panel is shown below.
Click the Save Review Cycle button to save the new review cycle and close the add panel. As shown below, the new review cycle is added on the Setup Review Cycle List page.
Edit Review Cycle
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Review Cycle link.
The Setup Review Cycle List page opens, as shown below. Click the icon in the Edit column for the applicable review cycle.
The selected review cycle is opened in an edit panel. Make desired changes to the Name and Review Cycle Number in Months fields, then click the Save Review Cycle button to save changes and close the edit panel.
The review cycle is revised on the Setup Review Cycle List page.
Delete Review Cycle
Navigate to Animal Resource Center > Review Board Administration > System Setup tab > Setup Review Cycle link.
The Setup Review Cycle List page opens, as shown below. Select the checkbox(es) in the far-left column for the review cycle(s) to be deleted, then click the Delete Review Cycle(s) button.
A confirmation popup window displays.
Click CANCEL to return to the Setup Review Cycle List page without deleting the selected review cycle(s).
Click CONFIRM to delete the item(s) and return to the Setup Review Cycle List page. The review cycle(s) is(are) deleted.
Setup Notifications
The iRIS™ system provides tools for creation of editable, boilerplate Review Board Administration and system notifications.
For more information about any of the functions shown in the Review Board Notification Setup section of the screenshot below, see the Animal Resource Center — Review Board Administration Notifications manual.
List Maintenance Setup Tab
The List Maintenance Setup tab under Animal Resource Center > Review Board Administration contains a list of configurable dropdown lists for use in iRIS™.
For more information, see the Animal Resource Center — List Maintenance manual.
Clean-up Tab
The Clean-up tab under Animal Resource Center > Review Board Administration provides access to pages that allow the system administrator to transfer tasks among staff members and unlock orders for editing.
Transfer outstanding tasks
When a Coordinator leaves the institution, tasks assigned to that user must be reassigned to a different user in order to avoid any breaks in study processing continuity.
IMPORTANT: the iRIS™ user profile for the Coordinator whose tasks are being reassigned must still exist in the system, and that user must be designated as a Coordinator.
This process is completed on the Transfer RB Tasks page. To access the page, navigate to Animal Resource Center > Review Board Administration > Clean-up tab > Transfer outstanding tasks link.
The Transfer RB Tasks page opens, as shown below.
Here, the System Administrator or designee can look up a Coordinator name, view tasks assigned to that Coordinator, and reassign them individually or in a group to one or more other, active Coordinators in the system.
Click in the Select the user that tasks are currently assigned to field to open a dropdown list of users assigned to the role of Coordinator.
Click an item in the list to select the name of the Coordinator whose tasks are to be reassigned.
As shown below, all tasks currently assigned to the selected Coordinator populate in the Study Title/ Task type list.
Select the checkbox(es) for the task(s) to be reassigned to a different Coordinator.
Note that in the example above all tasks are selected, but individual tasks can also be reassigned to different Coordinators by selecting a single task and repeating the process of reassignment multiple times.
Click in the Select the user who will accepts these tasks field to open a dropdown list of users currently assigned to the role of Coordinator.
Click an item in the list to select the name of the Coordinator to whom the selected task(s) is(are) to be reassigned, then click the Transfer task to new user button.
A confirmation popup briefly displays, then closes automatically when its countdown timer expires.
The reassigned tasks will now appear in the Workspace(s) of the new assignee(s).
Unlock Orders for Editing
Animal, supply and service orders are automatically locked in the iRIS™ system at certain stages of order and billing processing, such as following ledger reconciliation. When an error or needed change is discovered in a locked order, the System Administrator or designee can unlock the order to enable editing.
This process is completed via the Unlock Orders for Editing link under Animal Resource Center > Review Board Administration > Clean-up tab.
The Find an Order page opens, as shown below. An Open column is provided to open orders for viewing (see the ARC Orders and Billing Processing manual for order processing details), and a Find an Order Filters form is provided at the top of the page for entry of search criteria.
The Find an Order Filters form is shown in isolation for the remainder of this section.
The Find an Order Filters form is shown in isolation for the remainder of this section.
Notice that by default the Order Status search field is set to “Completed”, indicating that regardless of other search criteria entered only Completed orders will be included in the result set.
Orders can be searched by any combination of the fields in the Find an Order Filters section. Enter desired criteria (see details, following screenshot below) and click the Find button.
Text entry fields are provided to search by full or partial Requisition Number, Order Number, IACUC Number and/or Study / Protocol Number.
The Principal Investigator (PI) text entry field can be used to search by full or partial PI name and includes a button to toggle the search between Active or Inactive PIs. As shown below, the button is toggled to Active by default.
Click the Active button to toggle it to Inactive, as shown below.
Note that it is not possible to search by both Active and Inactive PIs simultaneously.
As shown below, the Vendor dropdown provides a picklist to filter the search by vendor name. Click an item in the list to select it.
Note that available Vendor names are configured under Animal Resource Center > Review Board Administration > System Setup tab > Setup Business Associate List link.
As shown below, two options are provided for searching by date: Date Order Placed and Expected Delivery Placed (expected delivery date). Functionality is the same for both.
Click in the first field to open a dropdown list of months. Click the applicable month to select it.
To search for orders placed on a specific day, enter the desired day of the month in the second field and the four-digit year in the last field. To search for orders placed on any day in a certain month, leave the center (day) field blank and enter the desired four-digit year in the last field, as shown below.
After all desired criteria are entered click the Find button to load results in the lower part of the Find an Order page.
Clear all Find an Order Filters fields and click the Find button again to clear search criteria.
Click the icon in the Open column for the applicable order.
The order is opened as view-only.
Notice that the order opens in the Order Information tab by default. Receiving Information and Received Orders tabs are also available. All fields on all three tabs are locked by default.
Click the Unlock Order for Editing button to unlock all editable fields on the Order Information and Receiving Information tabs. All fields on the Received Orders tab remain locked.
Note fields with dependencies on, or from, other system functions remain locked even after the overall Order is unlocked for editing.
Items that are unlocked for editing in each tab are detailed in the subsections below.
Order Information Tab Unlocked Fields
Request Information and Approval for [name] with the role of [role] sections can be expanded, but fields and controls in those sections remain locked.
As shown in the screenshot below, the only sections of the main Order Information tab where fields are unlocked are Order Animals, Approved Location and Email Vendor. Fields boxed in red are unlocked for editing and buttons boxed in red are activated.
Receiving Information Tab Unlocked Fields
The Request Information and Approval for [name] with the role of [role] sections can be expanded, but fields and controls in those sections remain locked.
As shown in the screenshot below, the only section of the main Receiving Information tab where fields are unlocked is Approved Location. Fields boxed in red are unlocked for editing and buttons boxed in red are activated.
Notice that the icons in the View Details column of the section are active, and additional fields are unlocked within the detail sections of the table.
Click the plus sign in the View Details column for the applicable row in the Approved Location table to access records for individual animals assigned to each cage, as shown below.
Click the icon in the Edit column for the applicable animal. As shown below, the Animal Profile record is opened for editing, with all tabs and data entry fields unlocked.