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 "Start ARROW Application" button if you have been granted PI-level access to ARROW for animal protocols. At a minimum, you must have completed Animal User Orientation. This online module is available on the main page of the RARC website – look for “Take Animal User Orientation” on the left-hand side of the screen. If you need PI-level access, contact Gayle Orner or Holly McEntee to request that 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 up to 48 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. You can navigate around your protocol in multiple ways. The instructions below use the "Jump To" method. Read more about navigation.

To add species information, first select "Select Species" from the Jump To 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 (including a "preferred" phone number) under My Profile on RARC’s website - NOT through ARROW.

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. Questions in the protocol are designed to obtain information about the procedures that will be performed on animals. Your responses will be evaluated by the Animal Care and Use Committee for humane and ethical use of animals. Within the protocol, you will answer only those questions that apply to your animal activities.

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 are moving through the pages of the protocol sequentially using the “Continue” button at the top and bottom of each page, ARROW automatically saves your work.

If you are not filling out the protocol pages in sequential order, you must click the “Save” button at the top and bottom of each page.

You will lose your work if you hit the back button or select a page out of order before clicking the “Save” button. Users are encouraged to click “Save” often.

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 a text editor (e.g. Microsoft Word) is a good way to prepare and then enter long narrative descriptions into ARROW. However, ARROW will not retain most formatting, special tables, or rich text so please check pasted text carefully.

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

A. . No, but the PI must complete the first page of the protocol and select a designated Protocol Writer (maximum of two). Protocol Writers can fill out the entire protocol and submit it for veterinary prereview,. Only the PI him- or herself can submit the protocol for formal review by the Committee. Once the protocol is approved, Protocol Writers can create and submit non-review changes and amendments, and Annual Updates for the protocol, on behalf of the PI.

Q. Can I duplicate an existing protocol to use as a template for 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 two places:

  • 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 “Amendment Summary.” This is like a cover letter to the Committee summarizing your changes to the protocol. Now click the button “Complete” at the bottom of the pop-up. Once you do, ARROW will begin copying your protocol. You will edit this copy of the protocol to create the amendment itself.

Click on "My Home" to find the copied protocol in your My 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.

Specific significant changes to anesthesia, euthanasia, and some other changes may qualify for Veterinary Verification and Consultation (VVC) rather than requiring an amendment. Contact your Veterinarian to find out if your proposed changes qualify.

Review the policy related to VVC.

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, find the most recently-generated “Snapshot” and click on it to open a PDF for printing or saving. If you cannot find the most recently-generated Snapshot, click on the button “Export form to PDF” under Activities on the left-hand side of the workspace.

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


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 My 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: There may be an outstanding error/issue with the protocol preventing the submission. The omission and error should be displayed when trying to submit. Correct the issue and try again. Also, remember only the PI and designated protocol writer(s) can submit the 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. A progress bar as well as the current state will be displayed on each protocol’s workspace and will give you a general idea of where the protocol is in the Committee review process.

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 follow the instructions. You may also report adverse events directly to your RARC veterinarian.

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

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