a-tune tick@lab Transition

a-tune tick@lab – the IACUC and IBC’s New Electronic Submission and Review System

a-tune tick@lab is live as of April 4, 2018

The Institutional Animal Care and Use Committee (IACUC) and Institutional Biosafety Committee (IBC) have transitioned to an electronic software system for submission, review, and maintenance of IACUC and IBC applications as of April 4, 2018.The system will also integrate research, teaching and testing protocols, animal procurement and management, as well as veterinary medical records.

The transition to the electronic system means several important changes:

  • Request for users: 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).
  • Protocol submissions:
    • Beginning April 4, 2018, any new IACUC protocol will be required to be submitted electronically via a-tune.
    • Beginning October 3, 2018, continuing reviews and modifications for existing approved paper protocols must also be submitted as new protocols electronically via a-tune.
  • For LAR users: Once your protocol is approved in a-tune, orders for LAR facilities must be completed in a-tune. Contact Brian Carney (bscarney@iastate.edu) with questions.
  • Procedure folders: 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).
  • 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.
  • IBC and IACUC researchers: 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).

Training events will be offered to learn how to use the new system and additional training dates continue to be scheduled. Register online for one of the a-tune training sessions, or, for more information, 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.

For additional information about a-tune and a link to the production environment (available April 4th), please visit the ORR a-tune website. We are continually adding additional information and training resources, so please check back often.

Frequently Asked Questions (FAQs)

What is the system?
When will the ISU IACUC and IBC begin using the a-tune system?
When will I need to enter protocols in a-tune?
How will the implementation of a-tune change the protocol submission processes?
How will I learn how to use the system?
What is a SKELETON protocol?
How can I help?
Questions?

What is the system?
The electronic software system, called a-tune tick@lab, has many great features:

  • IACUC and IBC applications will be completed, signed, and submitted completely in the system – no more hand-written signatures or Word document-based applications.
  • Access is granted through single-sign on using your NetID and password.
  • Access to your IACUC and IBC protocols – any time and any place – all you need is an internet connection. Communication from the IACUC/IBC staff is tracked within the system to allow for easy editing of your protocols.
  • System will track animal orders and use.

When will the ISU IACUC and IBC begin using the a-tune system?
The system went live April 4, 2018.  Be sure to watch for updates in E-News for Researchers.

When will I need to enter protocols in a-tune?
The a-tune system will gradually be rolled out to the research community over a six-month period. Starting at the time of go-live:

  • Researchers submitting new IACUC and IBC protocols will do so using a-tune.
  • As of October 3, 2018, continuing reviews and modifications for active paper IACUC and IBC protocols will do so using a-tune.
  • All submissions (new, modifications, continuing reviews) will be submitted in a-tune as new protocols.

How will the implementation of a-tune change the protocol submission processes?
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).

How will I learn how to use the system?

Staff members from the Office for Responsible Research (ORR), Attending Veterinarian (AV) office, and Laboratory Animal Resources (LAR) are holding training sessions. There will also be open office hours dedicated to a-tune support, so you may schedule an appointment or just drop in! 

Register online for one of the a-tune training sessions, or, for more information, 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.

Bring your laptop and learn how to use the system!  Scheduled training sessions on IACUC and IBC protocol creation and submission will be held on the following dates:

At the College of Veterinary Medicine Campus – all trainings will be held in CVM Room 1485 unless otherwise indicated

  •  Friday, Feb 8th from 9:30-11:30 am
  •  Friday, March 8th from 1:00-3:00 pm
  •  Tuesday, April 9th from 1:30-3:30 pm
  •  Wednesday, May 15th from 2:00-4:00 pm

On central campus – all trainings will be held in Kildee Room 2310--the Farm Bureau Pavilion Classroom

  • Wednesday, Feb 13th from 2:00-4:00 pm
  • Friday, March 29th from 10:00 am-12:00 pm
  • Tuesday, April 23rd from 1:00-3:00 pm
  • Wednesday, May 22nd from 2:00-4:00 pm

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.

How can I help?
You can help in the transition by:

  • Submitting requests for new users: 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).
  • Closing studies that are no longer active:  Active studies will need to be entered in the system as new protocols – no need to do this if your study is already complete.
  • Setting up ISU's VPN on your devices: You will need to have ISU’s virtual private network (VPN) set up on devices to access the system when not connected to the ISU network – feel free to set this up now.  Instructions are found on the ITS website: https://www.it.iastate.edu/services/vpn.  
  • Attending system trainings to familiarize yourself with the product.

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

  • Jen Walker, a-tune project manager – AV office: 294-8964
  • Cara Loy – ORR: 294-4673
  • Brian Carney – LAR: 294-0536

Be sure to check back – we will update the FAQ’s with additional information periodically.