University of Minnesota
Office of the Vice President for Research
http://www.researchumn.edu
612-625-3394

Office of the Vice President for Research : University of MinnesotaOffice of the Vice President for Research : University of Minnesota


eProtocol

eProtocol is a web-based technology that enables principal investigators, staff and committee members to prepare, submit, review and communicate about protocols. This tool is a critical step toward establishing a technology infrastructure capable of addressing the research community's current and emerging needs. eProtocol represents an ongoing collaboration among the Offices of the Vice President for Research and Information Technology and Key Solutions, the software vendor.

Getting started

All new Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety committee (IBC) and Controlled Substances applications are submitted through eProtocol.

Go to eProtocol.umn.edu and log in with your University of Minnesota internet ID (x.500) and password.

Here’s what you can expect:

  • Smart forms that make data collection/reporting more accurate and straightforward.
  • Rapid resolution of commonly omitted fields via a check for completeness feature.
  • In-app updates, ensuring only one current, approved version of your protocol.
  • Actions taken are in real-time and submissions in progress can be viewed by administration for assistance and guidance on the spot.
  • Ability to link proposals and awards to projects through an EFS interface.
  • eProtocol applications can be used as models for new applications, reducing repetitive data entry.

Job aids and training videos are available in the below panels.

An important update regarding data conversion:

IACUC and IBC applications submitted prior to eProtocol launch (November 2012) will continue to be tracked and managed outside of eProtocol until closed by the researcher or until the three year reapplication requirement. Information about specific applications submitted prior to eProtocol launch, including approval status and continuing review dates, is available through eResearch Central (eresearch.umn.edu). See the Rollout section below for additional details.

Open the information panels below for more on the following topics:

Instructional materials

Watch the "Getting Started" video for a helpful primer on eProtocol. Many users will find the primer video or job aids sufficient to beginning work in eProtocol. However, in-person training can be arranged for those who prefer this method.

Videos

Getting Started

Funding Page

Comments Received

Job aids

Access Request–Adding Personnel

Approval Letters

Attachments

Delete a Protocol

Funding Page

Personnel Roles and Privileges

Pop-Up Blockers Disabling

Viewing External Reports

Application updates and fixes

eProtocol is updated routinely to improve functionality and repair any identified defects. The August update includes several minor changes to the IBC application and a revised IBC amendment form. See the IBC eProtocol website for more details.

Attention Internet Explorer users: due to recently reported issues interacting with some areas of the system when using Internet Explorer versions 9 and 10 on Windows, use of current versions of Firefox or Internet Explorer 8 is highly recommended.

Word DocumenteProtocol Service Level Expectations


Rollout

The IACUC, IBC and Controlled Substances eProtocol modules were launched in November 2012. The following IACUC and IBC forms must be submitted via eProtocol:

  • New applications
  • All Amendments and reports to applications submitted via eProtocol (i.e. submitted after November 2012)
  • Continuing reviews of applications submitted via eProtocol (i.e. submitted after November 2012)
  • Reapplications for continuation of research after the initial 3 year approval cycle

Applications submitted prior to eProtocol launch will continue to be tracked and managed outside of eProtocol until closed by the researcher or the until the three year reapplication requirement. Researcher should continue to use the forms available on the IACUC and IBC websites to report required information, modify approved applications and request continuing review. Information about specific applications, including approval status and expiration dates, is available at eResearch Central.

Data conversion for Controlled Substances is complete. All Controlled Substances submissions for new and existing applications must be made through eProtocol.

Information about additional eProtocol modules, including the Institutional Review Board (IRB) and Unfunded Research Agreements (UFRA) will be made available soon.


About the vendor

Key Solutions, Inc. was selected as the vendor for this project after a comprehensive screening process. Key Solutions has developed similar systems for Stanford, the University of California Berkeley, the University of Texas Health Science Center at San Antonio, and other institutions.




Hours of availability

Monday - Saturday 24/7

Corresponding to the PeopleSoft maintenance schedule, eProtocol is unavailable Sundays from 6 a.m. - 2 p.m. for system maintenance.


Help lines

Monday - Friday 8 a.m. - 4:30 p.m.

IACUC: 612-626-2126, iacuc@umn.edu

IBC: 612-626-5654, ibc@umn.edu

CS: 612-624-6836, cshelp@umn.edu

IRB: 612-626-5654, irb@umn.edu

SPA: 612-624-0467, eProFund@umn.edu


Non-university researchers, reviewers and collaborators

If you or a member of your research team need access to eProtocol but do not have a U of M internet ID, you may request one completing the New User Access Request form.