AO How to Guide 005: How to Create a Deferral Submission in Cayuse

How to Guide 005: How to Create a Deferral Submission in Cayuse 

Introduction

• Purpose of the Guide- The purpose of this guide is to provide step-by-step instructions for creating a deferral submission in Cayuse. The purpose of a deferral submission is to inform the OHIO IACUC that you intend to cede IACUC review to another institution or entity.
• Scope/Audience- Principal Investigators (PIs), PI Groups 

Getting Started

Step 1: Logging into the Cayuse system- https://ohio.app.cayuse.com/&nbsp ;

Step 2: Navigating to the Animal Oversight module- While on your Home page, select “Animal Oversight” from the “Products” drop-down menu. 

Creating and Submitting Protocols 

• Starting a New Protocol
  • Step-by-step guide to creating a new protocol
  • Required information and documentation 

 Protocol Actions

You can select the “Protocol Actions” tab from the tiered column on the lefthand side of your screen or you can select the “Protocol Actions (?)” tab that runs along the horizonal banner. The Protocol Actions subsection will allow you to begin your deferral submission.

Start a New Protocol Application or Start Amendment 

While on the “Protocol Actions” tab, you can begin a new submission using the first button “ + Start a New Protocol Application”. 

Options

1. For deferral submissions, you only need to make one selection on this page.
2. Next, press “Save Changes”.

NOTE: DO NOTmake a selection in the Protocol Species Grid. Please skip this section. 

Protocol Overview

1. Enter the title of the protocol that was approved by the IACUC of the outside institution (i.e. the institution that you are collaborating with).
2. Next, check “No” to the question “Is this a previously approved LEO Protocol?”.
3. For each of the subsequent tabs (Lay Abstract, Benefits, and Project Summary) please write “N/A” in the spaces provided.
4. Finally, select “Save Changes”.

Outside Collaboration

1. To begin, select “+ Add Outside Collaboration”.
2. Next, complete the questions that populate on this page.

NOTE:If you do not know the Assurance Number for the Outside Institution that you are collaborating with, use the search tool linked below. If you need assistance, contact compliance@ohio.edu .

OLAW Assurance Number Search Tool

Use Type(s)

1. Select “Deferral” from the “Research Type” drop-down menu.
2. Proceed to answer the questions that populate below. The responses that you provide in this section will help the IACUC to determine if you are engaged in research and thus, the necessity for an IACUC deferral.

Personnel

1. To begin, select “+ Add Personnel” and then search your name in the Name field. To advance through the section click on the section headers (Personnel Info, Personnel Activities, and Training Profile) and provide the necessary information. If multiple OHIO affiliates are collaborating, you can add them to the submission as well.
2. For deferral submissions, please be sure to place yourself in the PI role

NOTE:It is not necessary to add the names of non-OHIO study team personnel. ONLY OHIO affiliates need to be listed on the deferral submission. 

NOTE:Students will NOT automatically appear in the Cayuse Database. Students who will be listed as study personnel for the first time must FIRST request access by filling out the Cayuse Individual Account Request form
Please be aware that account setup may take 1-2 business days. When completed the student will receive a notice from Cayuse, after which they will appear in the database below.

Databases Searched

For deferral submissions please write “N/A” in the space provided for each question. Select “No” for Yes/No questions. 

Endpoints

For deferral submissions please write “N/A” in the space provided for each open text question. Select “No” for Yes/No questions.

Assurances & Attachments

The purpose of this page is twofold, one, to ensure that the PI and all associated personnel understand and agree to adhere to the following terms described in the assurances. Two, the PI or delegate can upload attachments that do not correspond to the content of a particular section within the protocol form.

NOTE:Some of the bullet points covered in assurance statements may not be applicable to deferral submissions. 

Submit Protocol 

1. When your deferral submission is complete, the title of each section will appear with a green check mark in the Table of Contents. Click on the “Submit Protocol” section header in the Table of Contents to begin the submission process.
2. Next, read over the investigator terms and then press “Submit Protocol”.
3. Once you receive approval for your IACUC deferral, you can begin work with the outside institution.