a-tune Program Information

 

 

 

 

Click the logo above or click here to log into a-tune.

*This website is continuously updated.*

1. a-tune Program Introduction
2. System Training Events
3. Getting Started
3a. Creating a Protocol
4. Not Able to Edit your Protocol?
5. a-tune Training Videos
6. FAQ’s
7. Questions?

a-tune Program Introduction:

Welcome to the a-tune program through Iowa State University.

Using this software will allow for you, the user, to better fill out and submit forms and applications to the IACUC and IBC office.

The system will also integrate research, teaching and testing protocols, animal procurement and management, as well as veterinary medical records.

System Training Events:

Training events will be offered to learn how to use the new system and additional training dates continue to be scheduled.

NOTE: FALL TRAINING DATES HAVE CONCLUDED. Please stay tuned for upcoming Spring training dates.  If you are in need of one-on-one training prior to scheduled training, please contact Jen Walker (jlwd@iastate.edu) or Cara Loy (cara@iastate.edu). A pdf of our training power point is also available for your viewing.

    Getting Started:

    Request User Access for a-tune:
    Use this Excel file to enter any personnel you will want to be included in a-tune for your protocols. This email request must be from the PI or the PI must be copied on it. Only personnel requested by the PI will be entered into the Production environment. The system administrators must add users to the a-tune software before personnel, including the PI, are allowed access to the system. Please send these requests to the IACUC office (iacuc@iastate.edu).

    Training Requirements:
    The a-tune software will verify required CITI and/or AALAS training at the time of submission. This means that required training will need to be completed prior to protocol submission.

    Logging in to A-Tune:
    1) To log into the a-tune system you can click the URL below or type it into the search bar of a new tab:
    https://vpr009.its.iastate.edu/tickatlab/default.aspx
        
         Please note: If you are off campus, in order to gain access you will need to set up a VPN connection on your off-campus computer or laptop.
         Instructions for setting up a VPN connection can be found here.

    2) Entering this URL will give you the popup where you will put in your netID and password. Enter in your information and you will be logged into the system and brought to the homescreen:

    Using a-tune on Mac or Mobile:

    1) Selecting the Switch to Mobile button allows Mac and Mobile users access to right-click options. This button is located in the tool bar at the top of the page.

    2) The image below is showing files listed normally where right-click access is unavailable for mobile and Mac users:

    3) After clicking Switch to Mobile, another screen will load where you can easily see the icon at the end of the file row that will allow you to right-click:


    Home Screen Orientation:
    This is the layout for the a-tune system home page. There is the toolbar at the top giving you access to several things such as the option to switch to mobile and logout. Then there is the main section holding all the tabs available to you such as the Files & Documents tab along with Users & Teams:


     

    Creating a Protocol:

    Creating a New File:
    1) Starting a new application is easy! First just head into the "Files and Documents" tab on the home screen. Then you will just have to click the '+' next to the word "Files":

    2) Clicking the "t" will reveal your list of files.  Select the "new" button to launch a new application.


    Checking in or out Documents:
    1) In order to edit a document, you must first "check-out" the document.  To do so, right click on the Document line and select "check-out document". If you are on a Mac or mobile you can click the "Switch to Mobile" button and click on the hand icons to get the same drop down menu:


    2) You may also Check-out a document using the Action dropdown inside the document:

    3) If you are wanting to check a document in then you will go through the same process as checking it out.

    Not Able to Edit your Protocol?

    1) Make sure you are clicking the document and not just the file. Clicking the file will open a separate section showing the documents within that file.
    2) Make sure you have the document checked out. Sometimes the document is checked out by someone else, therefore you won’t be able to edit it until they check it back in.
    3) Check to see if the document is ‘Approved’. If it is in the ‘Approved’ status then there is no way to edit, you will need to create an amendment. To do so, right-click the approved document and select "amendment".
    4) Check the Personnel tab. If you are not listed as either Principle Investigator or Co-Investigator, then you don't have permissions to edit the document.

    a-tune Training Videos

    Visit our a-tune Training Videos page to gain a clearer understanding of how to:

    • Locate and Open a Protocol
    • Check Out and Edit Protocols
    • Add Animal Numbers and Perform a Validation Check
    • Sign and Submit a Protocol Review

    *Check back for more videos as they become available.*

    FAQ’s

    1. I clicked the “New” button to start a new protocol, but I’m stuck on the Files and Documents page! What happened?
    2. How do I make changes to an approved IACUC protocol?
    3. How do I access a-tune while off campus?
    4. I was working on my protocol and had to leave my desk. When I returned, I went back to my protocol, but a new screen popped up with a message stating the session was terminated for security reasons. I lost a lot of work that was entered in the protocol. What happened?
    5. How will a-tune change the submission process?
    6. What is a SKELETON protocol?
    7. How can I add Procedures into the a-tune database?

    Q: I clicked the “New” button to start a new protocol, but I’m stuck on the Files and Documents page! What happened?
    A: a-tune relies heavily on pop-up windows. Make sure that you have the pop-up blocker turned off in your browser. Turning it off is different for each browser type but looking for ‘internet options’ or ‘content’ is a good start.

    Q: How do I make changes to an approved IACUC protocol?
    A: Approved protocols cannot be edited. Instead you’ll have to modify the protocol and make changes there. Right click on the document title of the approved protocol and select the "Amendment" option from the menu. This creates and editable version of the approved protocol. Now you should be able to check out the document and make changes to the protocol. Remember to save your changes and then submit to the IACUC office.

    Q: How do I access a-tune while off campus?
    A: You will not be able to access a-tune while off campus without a VPN connection. In order to gain access, you will need to set up a VPN connection on your off-campus computer or laptop. Instructions for setting up a VPN connection can be found here.

    Q: I was working on my protocol and had to leave my desk. When I returned, I went back to my protocol, but a new screen popped up with a message stating the session was terminated for security reasons. I lost a lot of work that was entered in the protocol. What happened?
    A: Due to security reasons, A-Tune will time out after 30 minutes. There is also no auto-save or warning feature in a-tune. So save often! 

    Q:  How will a-tune change the submission process? 
    The transition to an electronic system will bring some changes to the submission process including:

    • Once protocols are submitted in a-tune, all communication will come from the email address tickatlab@a-tune.com.
    • The system will automatically check required training. Therefore, all required training would need to be completed at the time of protocol submission.
    • For researchers submitting protocols to both committees, the system creates an IBC protocol from an IACUC protocol by a one-time transfer of relevant information. Rather than having multiple IACUC protocols tied to one IBC protocol, researchers will now have one IACUC application for each IBC application (i.e. a 1 IACUC to 1 IBC protocol ratio).

    Q:  What is a SKELETON protocol?
    Lab Animal Resources (LAR) has entered SKELETON protocols into a-tune tick@lab.  The information included is the PI, IACUC protocol number and title, and approved species and animal numbers. These protocols are identified by the word SKELETON in the title, and are not considered to be working protocols.  That means that although you may see your protocol (with the word SKELETON in the title) in a-tune, the protocol is NOT complete and approved. These skeleton protocols should only be used by the PI or their staff to place animal orders with LAR procurement and are not to be edited or used in any other way.

    Q:  How can I add Procedures into the a-tune database?
    If you have procedures you often use on your protocols, and would like them pre-populated in the a-tune system, please send them to our office. Please be aware that these procedures, once assigned to your own folder, can be viewed and selected by anyone with a-tune access. If you do not wish to have your own folder of procedures, you may also submit more generalized descriptions of procedures you wish to be available in a-tune. When submitting procedures, please let the IACUC office know if you are submitting these for placement in your own folder or as a general procedure. Please send these procedures to the IACUC office (iacuc@iastate.edu).

    Questions?
    If you have questions about a-tune, please contact:

    • Cara Loy - ORR: 294-4673, cara@iastate.edu
                        IACUC and IBC related topics
                        Software functionality

    • Jen Walker, a-tune project manager - AV Office:  294-8964, jlwd@iastate.edu
                         Attending Veterinarian related topics
                         Software functionality

    • Brian Carney - LAR: 294-0536, bscarney@iastate.edu
                         Laboratory Animal Resources related topics
                         Software functionality