TIPS


FAQs


Asked Most Often

Q. Why can't I see the button I need to start a new animal protocol?

A. You will only see the "New Animal Protocol" button if you are a PI with up-to-date training. At a minimum, you must have completed Animal User Orientation. This online module is available via the RARC website, third from the top under the "Open Access" tab.

If you need PI status, contact Gayle Orner (orner@rarc.wisc.edu) or Holly McEntee (mcentee@rarc.wisc.edu) to request that status. Once they grant you PI status, you can start a protocol application after 24 hours.

Q. How do I know if I have permanent PI status?

A. Check with your supervisor to determine your PI status.

Q. Why can't I find the names of the staff members I'd like to add to my protocol?

A. All study team members must complete the Animal User Orientation in order for their names to appear in the selection menu. (Allow 24 hours after course completion for names to appear for selection.)

If a member has completed the orientation but his/her name doesn’t appear, contact your protocol manager:
CALS and LSVC: Diane Johnson
SMPH and SVM: Debbie Morris

Q. Where do I add species information or find the species information that I already entered?

Your protocol has two sections: General and Species Details. Provide information about how you will use specific species in the Species Details section, which has its own navigation system separate from the General Sections.

To add species information, first select "Select Species" from the Jump Around menu on the top right or the Outline menu on the top left of the General Sections. Next choose your species from the list. Once you've confirmed your species, click on the "Species Details" button to answer questions about using this species in your protocol.

To get back to the General Sections, click on the "Exit" button at the top of any of your Species Details pages.

To return to the species information within your protocol, click on the "Species Details" button from the General Sections.

Minimum Requirements to Start a New Protocol

Q. Do I need a special log in ID or password?

A. To use ARROW, just log in with your NetID and password at arrow.wisc.edu.

If you don’t have a NetID, complete the following two steps:

  • Get a campus/photo ID
    https://kb.wisc.edu/helpdesk/page.php?id=6127
  • Activate your NetID account
    http://helpdesk.doit.wisc.edu/page.php?id=1140#students

Q. What browsers work best with ARROW?

A. Firefox and Chrome work best. Internet Explorer and Safari can be glitchy.

I Can't Find

Q. What if I can't find my protocol?

A. Contact your protocol manager:
CALS and LSVC: Diane Johnson
SMPH and SVM: Debbie Morris

Q. What if I don’t see the choice I need for study team members, species, location, or funding?

A. For study team members:
All study team members must complete the RARC online orientation in order for their names to appear in the selection menu.

If a member has completed the orientation but his/her name doesn’t appear, contact your protocol manager:
CALS and LSVC: Diane Johnson
SMPH and SVM: Debbie Morris

For species: contact your protocol manager. (See above.)

For locations:
Click the “Add” button under question #2 (Enter any locations not found above) in the Locations Selection section of your species details. Fill out the information in the box that follows.

For funding:
You can add your own funding information by clicking on “Add” in question #2 in the Funding section. If information requested in the pop-up doesn’t apply to your funding, write “n/a.”

Q. Where do I add information regarding education and experience?

A. Each Study Team member must enter and maintain their own education, experience, and phone numbers under My Profile on RARC’s website (not via the ARROW website). They can also add a preferred phone number.

To enter and change education, experience, and phone numbers:

  • Log in with NetID and password at the top of any page on RARC's website.
  • Click the My Profile tab.
  • Select Training and Phones.
  • Select Education, Experience by Species, or Phones, and click on the edit button. Work phone numbers cannot be changed or removed, but additional and preferred numbers can be added.
  • Check the education and experience examples for preferred format. Entries should be succinct.
  • Enter the appropriate information.
  • When finished, log off.

When an individual learns a new procedure with a species, the PI must make sure that the individual updates the experience section of their profile. RARC classes are listed under a separate section of the profile and appear automatically.

Answering ARROW Questions

Q. Can I get a general sense of the questions I’ll answer in ARROW?

A. This document outlines sections in ARROW. You answer only those questions that apply to your protocol.

Q. Do I have to answer all the questions in ARROW?

A. You only have to answer questions with a red asterisk by them.

Q. How can I be sure all of my information is saved?

A. If you’re moving forward, ARROW automatically saves your work when you click “Continue.” You can also click on “Save” at the top and bottom of each page.

** If you’re moving backwards, however, you must click “Save” at either the top or bottom of the screen first. You will lose your work if you hit the back button before clicking “Save.”

Q. If I didn’t finish my protocol, can I come back later?

A. Yes, as long as you’ve filled out the first page in ARROW and clicked on “Save,” you can return to the same protocol later. Click on its title in your IACUC inbox to continue your application.

Q. Can I cut and paste?

A. Cutting and pasting from Word is a good way to enter chunks of information into ARROW that you might have already prepared. But please note that ARROW will not retain most formatting.

Q. Do I, as PI, have to fill out the complete protocol myself?

A. No, but you must complete the first page and select a designated protocol writer, who can then finish the protocol application. Please note – only the PI can submit the protocol.

Q. Can I copy answers from one protocol into a new protocol?

A. Yes, here’s how:
Navigate to the protocol workspace of the protocol you want to copy.
Click on “Copy Protocol” under the “My Activities” section on the left-hand side.
In the pop-up, fill in the new study name and click OK. The copy will appear in your inbox

Responding to Reviewer Questions

Q. Where do I find review questions and how do I respond to them?

A. ARROW will send you an email when you have vet or committee questions requiring your response. The email will include a link that will take you directly to your protocol, but you can also log in to ARROW on your own to look for assignments in you inbox.

You can look at your review questions in one of three places:

  • under the reviewer note tab at the bottom of your protocol workspace
  • on each individual page of your protocol through the “Edit Protocol” view
  • under "Quick Reviewer Notes for Study Team"

PLEASE NOTE: There are two steps for responding to “Vet Pre Review” and “Published Review” questions posted as Notes within ARROW:

1. In the Note response field, acknowledge that you saw the review question by stating "Done" or "Fixed" or explaining why you did not change the protocol text. Do NOT respond with a complete answer, if required, here; provide your complete answer within the protocol itself on the same page as the review question.

Q. Whom do I contact if I have questions regarding any review questions?

A. Contact the protocol manager assigned to your committee.

CALS and LSVC: Diane Johnson
SMPH and SVM: Debbie Morris

Making Changes

Q. If I submit my protocol and realize I want to make a change before it’s reviewed, how do I do that?

A. Contact your protocol manager:

CALS and LSVC: Diane Johnson
SMPH and SVM: Debbie Morris

Q. How do I make changes to my active protocol?

A. If you want to make funding or personnel changes, click on the “Non-review Changes” button under My Activities on the left-hand side of the protocol workspace and make your edits in the pop-up. Your committee will make note of your changes, but its approval is not required for funding and personnel updates.

For any other changes, click on “New Amendment” under My Activities and describe your protocol changes in the pop-up.

ARROW will begin copying your protocol. Click on "My Home" to find the amendment in your inbox. Click on “Edit Amendment” to make any required changes to the pages in your protocol. Exit the protocol and click on “Submit for IACUC Review” when you are finished with your edits.

Q. What if I do not want to save the edits I made to my application?

A. If you’ve clicked on “Continue” or “Save,” there’s nothing we can do to reverse your changes. Unfortunately, you will have to reenter the information you want to appear in your protocol.

Printing Protocol/Fund Letter

Q. What’s the best way to print my protocol?

A. Navigate to the workspace of the protocol that you'd like to print. Under the "History" tab, click on "Snapshot" and then print.

Q. How do I print a fund letter?

A. PIs and study team members cannot print fund letters. Contact your protocol manager to get a fund letter printed.

Protocol managers are
CALS and LSVC: Diane Johnson
SMPH and SVM: Debbie Morris

ARROW Compared to the Previous Paper System

Q. How is ARROW different from the paper protocol system?

A. Many of the questions in ARROW are the same as those on the paper form. But some questions have been reordered and some require a more detailed response. This document shows how the paper and ARROW questions compare.

Notifications

Q. How will I know when I'm required to do something in ARROW?

A. ARROW will send you email alerts when you are required to complete an ARROW task.

You can also look in your IACUC inbox. Anything requiring your action is listed there.

Q. Will I be notified when it's time to submit a renewal or an annual update?

A. Yes, you’ll get an email with instructions.

Submissions, Tracking, Withdrawals

Q. I’m having trouble submitting my protocol. What should I do?

A: Check to make sure that the PI listed on the protocol is logged-in before submission. Only the PI can submit a protocol.

For technical difficulties, contact your IT department. For any other issues, contact our help desk

Q. How can I track the progress of my protocol review?

A. The History tab in the protocol workspace provides a chronological list of your protocol’s progress through the review process. You will also get email updates from ARROW.

Adverse Events

Q. How do I report an adverse event?

A. Click on the “Adverse Event” button on the bottom left-hand side of the protocol workspace and answer the series of questions in the pop-up that appears. Click “Finish” after answering the last question to exit the pop-up. Click on “Submit Adverse Event,” on the left-hand side of the protocol workspace, provide any final comments in the box provided, and click “OK.”

Support

Q. What support tools are available?

A. You can email our support team with questions about filling out and submitting your protocol application.

We also offer one-on-one training if you’d like a personalized tour of ARROW’s workflow and functionality. Just contact us.


Within ARROW, look for the blue question mark icon throughout the protocol application. When you click on it, you’ll be linked to a page of detailed information about how to complete that section.

Q.Where do I provide feedback?

A. Send an email to arrow_help@rarc.wisc.edu

After-Hours Emergency Veterinarian
608-262-2122