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The Office of Research Support (ORS) does not administer or oversee HOP policy 5-2011 or training related to the policy. ORS administers HOP policy 7-1210, “Promoting Objectivity in Research by Managing, Reducing or Eliminating Financial Conflicts of Interest” so if you conduct research and have:

  1. Not submitted a Financial Interest Disclosure (FID), you will need to complete mandatory training and file a FID. Instructions for completing these requirements are located at http://www.utexas.edu/research/rsc/coi/training.html.
  2. Previously submitted a FID, you are not required to complete additional training nor re-disclose the same information to comply with the UTS 180/HOP 5-2011 policy requirements.   However, you may have other responsibilities under that policy.

HOP policy 5-2011 QUESTIONS? Contact the Provost’s Office evpp_coi@austin.utexas.edu or call Janet Dukerich, Senior Vice Provost for Faculty Affairs at (512) 232-3310.

eProtocol FAQs

eProtocol FAQs
1) Getting Started 2) Working with Protocols 3) Troubleshooting
Who can log in to eProtocol? Create a new protocol. Protocol does not open.
What computer/browser do I need? Submit a new protocol. Can't see approved protocols.
How can I see certain protocols? Re-submit a returned protocol. Can't start revision/renewal.
What kind of training is available? Respond to IACUC comments. Can't see comments.
When is a protocol required? REVISE a protocol. Can't open print view (PDF)
When will my protocol be reviewed? RENEW a protocol. Received system error message.
For how long is a protocol approved? Update protocol personnel.
Any tips before I start? Print a protocol.
Can you explain my HOME page?

Getting Started

Who can log in to eProtocol?

A University of Texas Electronic ID (UT EID) is required to log on to eProtocol IACUC. A UT EID and password provide access to The University of Texas at Austin UT Direct and its services, and identifies authorized users of these services. See the UT EID website for more information. Access to eProtocol IACUC is restricted to current faculty, staff, and students. If you have a UT EID and are unable to log on to eProtocol IACUC, you and your sponsoring Principal Investigator must complete the eProtocol IACUC Access Form, available on the Documents, Materials, and Forms page.

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What computer/browser do I need?
To access the eProtocol application, you'll need a computer with an Internet connection. If on a Windows machine, use Internet Explorer (IE) as your browser. If on a Macintosh machine, use Safari as your browser. Pop-up blocking software must be disabled (pop-ups must be allowed) while using eProtocol.

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How can I see certain protocols?
Once logged in to eProtocol, you will have access to see all those (and only those) protocols on which you have been listed in the Personnel Info section. You will only have access to edit those protocols on which you are listed as either: Principal Investigator, Co-Principal Investigator, Administrative Contact, or Other Submitter. You must have edit access for a particular protocol in order to start a Modification (Revision) or Continuing Review (Annual Update) application for that protocol. PLEASE NOTE: If you are listed in the "Other Personnel" section of a protocol, you only have read access to that protocol.

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What kind of training is available?
Hands-on eProtocol Training classes are generally offered several times throughout the year. Dates and registration info are posted on the resources page as classes are scheduled. See a copy of the handout (PDF, coming soon) from the training class.

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When is a protocol required?
A protocol is required if you are proposing the use of any vertebrate animal for teaching or research. This includes animals in both the field and the laboratory or classroom.

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When will my protocol be reviewed?
IACUC meetings are held once a month. In general, protocols submitted two weeks prior to the meeting will be reviewed and considered at the next meeting. See the schedule for submission deadlines and meeting dates.

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For how long is a protocol approved?
Protocol approval is valid for a maximum of one year.

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Any tips before I start?

  1. Use a recommended browser.
    eProtocol IACUC works best when using Internet Explorer or Safari. You may experience difficulties when using Firefox, Mozilla, or Netscape. These browsers are NOT fully supported.

  2. Allow pop-up windows.
    Pop-up blocking software prevents the eProtocol application from opening certain windows. You'll need to make sure that your browser has all pop-up blocking software disabled while using eProtocol.

  3. Read the Instructions.
    Many pages in the application offer instructions right on the page to help guide you and answer the most common questions. You can also see our frequently asked questions page.

  4. Avoid using your browser's BACK button.
    Instead, use the menus and links within the application to navigate.

  5. SAVE frequently.
    eProtocol IACUC will time out after 60 minutes of inactivity. Only actions which cause the page to refresh or reload (such as saving or navigating to a new section) are indications to the system that your session is active.

  6. Be patient.
    Some processes can take a minute to run. Although data is loading, your browser may not indicate activity.

  7. Sign Out when done.
    To protect your private information, always log off and shut down your browser completely (close all browser windows) when you are finished using eProtocol IACUC.

Can you explain my HOME page?
The first page you encounter after logging in to eProtocol is your HOME page. Your HOME page includes a listing all of your pending protocols. To find your approved protocols, click on the link on the lower left-hand side of the page under the Protocols tab.

home page image

Protocol Events
Think of this as your "work-in-progress" area. It displays all of your protocol applications that are not yet approved. This includes applications you have just begun working on (new, revisions, renewals), as well as those that have been submitted and are in various stages of the IACUC review process. Protocol applications will be displayed here until they are officially approved in the system. Please note that in some cases this may be after you have received your hard-copy approval letter.

Approved Protocols
Think of this as your "work-completed" area. It displays a listing of your approved protocol applications. Click on a protocol number from the list to have the option to view the most recent approved version of the protocol, or to start a revision or renewal application. Remember, the option to start a revision or renewal application is only available to those listed on the protocol in a personnel role that grants EDIT access .

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Working with Protocols

Create a new protocol.

There are two ways you can create a new protocol:

  1. Create a new protocol from scratch
    To create a new protocol, simply click on the CREATE PROTOCOL button in the upper right-hand corner of your HOME page. You'll need to enter basic information (such as Protocol Title, Personnel Information) before your application form is generated and a protocol number assigned. Once you have your protocol application number, you may continue to complete the application, or exit the system and return at a later time to complete.

  2. Create a new protocol from an existing protocol.
    To create a new protocol from an existing protocol, click on the CLONE PROTOCOL button in the upper right-hand corner of your HOME page and follow the instructions on the page.

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Submit a new protocol.
After completing your protocol application form, you can submit it to IACUC by clicking on the SUBMIT PROTOCOL button in the left-hand menu of the protocol application form as shown below. You will need to have the protocol application open in EDIT mode. Menu Image
Please be patient after clicking submit. The application will automatically check to make sure that all parts of the application form are complete. If the application is complete, a small window will open thanking you for submitting your protocol. If the application is not complete, then a window will open indicating the portions of the application that remain to be completed. Navigate to those areas and answer the questions before attempting to submit again. PLEASE NOTE: If you are listed in the "Other Personnel" section of a protocol, you only have read access to that protocol.

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Re-submit a returned protocol.
After your protocol has been submitted, it will undergo an initial check by intake staff in the Office of Research Support before it is assigned to an IACUC member for review. The protocol is checked to make sure the correct type of application form was used, that the application is complete, and that it includes all of the necessary attachments, etc. Sometimes it is necessary to Return a protocol. This releases the protocol back to you (with full EDIT capability) so that you may make any necessary adjustments. If a protocol is returned, an email notification is sent alerting you to the return. Also the Protocol Status that displays on your HOME page will be "Submission returned". You'll need to open the protocol and click the link in the left-hand menu labeled "PRE-REVIEW COMMENTS" as shown below.
Menu Image - Pre-review Comments
This will open a small window with information on the reason for the protocol return and instructions on how to proceed. When you are ready to re-submit the protocol, you simply click the SUBMIT PROTOCOL button, just as you did for the initial submission.

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Respond to IACUC comments.
Once your protocol has been accepted it will be assigned a meeting date and assigned to IACUC member(s) for review. Check your email regularly. You will receive an email for each major event in the review process, alerting you to when you need to log into the system and take a particular action. You can also see the status by looking at the protocol listing on your HOME page in the eProtocol application:
eProtocol Home Page Image

Click on the link in the Protocol Events column to access the comments page. A sample of what the comments page looks like is shown below:

Comments Page Image
You'll need to:

  1. make the adjustments to the protocol itself (click the GET PROTOCOL button to open up a new window with the protocol)
  2. enter a response for each comment (and SAVE)
  3. click the SUBMIT TO IACUC button to send your responses back to the IACUC.

PLEASE NOTE: Clicking SAVE will save your responses to the comments. However, these responses are not sent to IACUC until you click the SUBMIT TO IACUC button.

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REVISE a protocol.
Before you begin a revision, you should consider the date that the current protocol approval will expire. Keep in mind that once a revision is submitted, you will not be able to start a renewal application until the revision has been reviewed and approved. If the expiration date of your protocol is near, you should start a Renewal application instead. As part of the renewal application, you may include any proposed changes to the protocol.


To start a Revision, follow these steps:

  1. On your eProtocol IACUC HOME page (the page you see when you first log in), look at your Approved Protocols
  2. Click on the number of the protocol you wish to modify. A small window should open as shown below:

    eProtocol Decisions Popup Window
    If the option to "Start Revision" is not available (you cannot click on it) then:
    1. You may not have EDIT access to this protocol. Select "Open in View mode" and click on the left-hand menu option "Personnel Info". Only those folks listed in the first four roles (PI, Co-PI, Admin Contact, Other Submitter) have access to EDIT the protocol and start revisions.
    2. A revision or renewal may have already been started or is in-process for this protocol. Check on your HOME page in the Protocol Events section to see if the protocol is listed there.
  3. Select "Start Revision" and click OK.
    PLEASE NOTE: If a protocol revision application does not open when you click OK, then you have pop-up blocking software on in your browser. Even if you believe you have allowed pop-ups, there may be additional toolbars, etc. that are blocking your pop-ups. See instructions for allowing pop-ups in your browser.
  4. Make the desired changes/additions to the protocol application form.
  5. Submit the revision when ready by clicking the SUBMIT PROTOCOL option in the left-hand menu.

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RENEW a protocol.
To start a Renewal application, follow these steps:

  1. On your eProtocol IACUC HOME page (the page you see when you first log in), look at your Approved Protocols
    1. Click on the number of the protocol you wish to modify. A small window should open as shown below:

      eProtocol Decisions Popup Window
      If the option to "Start Renewal" is not available (you cannot click on it) then:
      1. You may not have EDIT access to this protocol. Select "Open in View mode" and click on the left-hand menu option "Personnel Info". Only those folks listed in the first four roles (PI, Co-PI, Admin Contact, Other Submitter) have access to EDIT the protocol and start renewal applications.
      2. A revision or renewal may have already been started or is in-process for this protocol. Check on your HOME page in the Protocol Events section to see if the protocol is listed there.
  2. Select "Start Renewal" and click OK.
    PLEASE NOTE: If a renewal application does not open when you click OK, then you have pop-up blocking software on in your browser. Even if you believe you have allowed pop-ups, there may be additional toolbars, etc. that are blocking your pop-ups. See instructions for allowing pop-ups in your browser.
  3. Answer all of the questions on the Renewal Form page, including any changes that you wish to make. You will also need to go to the appropriate sections in the protocol application form and update your answers to reflect those changes.
  4. Submit the renewal form when ready by clicking the SUBMIT PROTOCOL option in the left-hand menu.

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Update protocol personnel.
If there has been a change in the personnel related to a particular protocol, you'll need to include these changes as part of a Revision or Renewal application.

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Print a protocol.
You may generate an Adobe .pdf file of your protocol application form that can be printed or saved on your computer. In the left-hand menu of the protocol application form, click on the Print View option (shown below):

Menu Image - Print View

A small window will open:

Print View Selection
Select an option and click OK. The Adobe .pdf file will be created and opened. You may save it to your computer by clicking File, then save as in the upper left-hand corner of the window.

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Troubleshooting

Protocol does not open .
You have pop-up blocking software on in your browser. Even if you believe you have allowed pop-ups, there may be additional toolbars, etc. that are blocking your pop-ups. If you are still having problems, please contact the eProtocol Help Desk at (512) 471-8871

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Can't see approved protocols .
Your approved protocols appear on your eProtocol HOME page (the page you see when you first log in) in the section labeled Approved Protocols.

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Can't start revision/renewal .
The option to Start Revision or Start Renewal is not available; it appears gray.

  • You may not have EDIT access to this protocol. Select "Open in View mode" and click on the left-hand menu option "Personnel Info". Only those folks listed in the first four roles (PI, Co-PI Admin Contact, Other Submitter) have access to EDIT the protocol and start continuing review applications.
  • A revision or renewal may have already been started or is in-process for this protocol. Check on your HOME page in the Protocol Events section to see if the protocol is listed there.

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Can't see comments
You might be confusing the Pre-review Comments button in the left-hand side of the application form (used for returned protocol notes) with the IACUC Comments page, which is used during the official review cycle. If you are attempting to access comments from the IACUC for a protocol that has already been assigned to a meeting date, please see the instructions on how to respond to IACUC comments. If your protocol was returned, please see instructions for returned protocols.

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Can't open print view (PDF) to see my protocol.
Recent changes in security may require Internet Explorer 7 users to change settings to download PDFs using the Print View function in eprotocol. Please do the following to adjust your settings:

  1. In IE7 click on “Tools” in the Menu Bar
  2. Choose “Internet Options”
  3. Click on the “Security” tab at the top of the window
  4. Click on the “Custom Level” button
  5. In the Security Settings Window make sure the following are set to “Enable
    1. ActiveX controls and plug-ins – “Binary and script behaviors”
    2. ActiveX controls and plug-ins – “Automatic prompting for ActiveX controls”
    3. Downloads – “Automatic prompting for file downloads”
    4. Downloads – “File download”
  6. Click “OK” in the Security Settings Window
  7. Click “Yes” to the Warning about changing security settings
  8. Click “OK” in Internet Options Window

Now you should be able to open the PDF of your protocol using Print View.

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Received system error message.
While you are entering information, the system will often notify you that you have entered information incorrectly or are missing information. These kinds of messages will appear in red text towards the top of your application form page. Sometimes, however, you might attempt to navigate within the system or perform another type of action and you receive a message alerting you to contact the system administrator. If you receive this kind of message, close ALL browser windows and then re-open one window and try logging in again. Make sure that all of the email addresses entered in on the Personnel Info page are accurate. The system encounters difficulty when attempting to send automated email alerts to protocol personnel if the email addresses are incorrect. If you are still having problems, please contact the eProtocol Help Desk at (512) 471-8871.

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