There are two ways to check which CITI trainings you're missing:

FROM WITHIN THE PROTOCOL:

1. Select Requirements from Panel Shortcuts within the protocol.
2. Hover over the blue circle with question mark by each individual's name. This gives the list of missing training(s)

3. REMEMBER: training is a HARD STOP for the approval process!

BY LOGGING IN TO CITI:

1. Log in to CITI.
2. Click My Courses at the top. Then scroll down.
3. Click the blue View Courses box.
4. Scroll all the way down to the bottom.  Inside the gray box titled Learner Tools for North Dakota State University, click View Previously Completed Coursework.
5. This will show you all the courses you have taken and renewed.  From here you will be able to see if any courses are due now or expired.
6. REMEMBER: training is a HARD STOP for the approval process!

Please know the Research Integrity, Security and Compliance team is here to help you achieve success in every way possible. Please reach out to us if you have any concerns about any possible protocol deviations or adverse events taking place. We will handle the situation on your behalf and if you prefer, your anonymity will be protected. We encourage you to speak up if you feel something isn’t happening the way it should.

The Novelution system requires a review comment be entered by the IACUC administrator when indicating modifications are required for designated member review.

This means each time the protocol goes back and forth between the reviewers and the PI, an additional comment will be added. It’s usually something to the effect of “Modifications needed.”

In addition to this comment from the administrator, often each of the reviewers will add a similar comment, because the Novelution system requires a comment be added.

These comments do not need to be specifically addressed, only the substantive comments left by the reviewers.

Keep in mind you may respond to the review comments in the Review Comments conversation portion, but you are also required to add any additional substantive information to the corresponding area of the protocol to officially add it. The protocol cannot be approved without doing this.

1. Select Requirements from Panel Shortcuts in protocol within the protocol.

2. Hover over the blue circle with question mark by each individual’s name. This will give a list of missing trainings for that person.

ALL research team members need Working with the IACUC Investigators, Staff and Students CITI training. In addition, they need species specific CITI training(s).  Here are some examples: 

• • If working with laboratory mice or rats: 
    • Complete the Rodent Research Course.
  • If working with live vertebrates (non-wildlife, non-rodent):
    •   Complete the Working with the IACUC Course.
  • If working with live vertebrate wildlife animals: 
    • Complete the Wildlife Research Course.
  • If working in extension and may use live vertebrate animals for demonstration/exhibition:
    • Complete the Extension Agents course.
• Complete species-specific CITI training, ex.:

• • Working with Mice in Research Settings

• • Working with Genetically Modified Mice in Research Settings

• • Working with Cattle Amphibians in Research Settings

• • Working with Cattle in Agricultural Research Settings

• • Working with Sheep and Goats in Research Settings

Etc. (these are only a few examples)

REMEMBER: training is a HARD STOP for the approval process!

This usually means either the Novelution system or IACUC administrator needs to check off the OHS requirement, CITI training or both for one or more research team member prior to having reviewers assigned. When the Novelution system moves a protocol to pre-submission requirements, the IACUC administrator does not receive any sort of notification, so is unaware of this status. 

Here's how to check if CITI training is why the protocol is being held up in the approval process: 

1. Select Requirements from Panel Shortcuts within the protocol.
2. Hover over the blue circle with question mark by each individual's name. This gives the list of missing training(s)

3. REMEMBER: training is a HARD STOP for the approval process!

1. Add any new training to your training log.  Make sure to save the new log with a file name that reflects your name and the date you are uploading it, so it’s easy to find your most recent log. Like this: firstname.lastname.month-day-year
2. Upload new training log to your Novelution profile.
   1. In your profile, select the Add IACUC Species Training Log
   2. Select the file, or drag and drop the file you want added in the purple Drop files here or click to choose box. 
   3. Click the blue Save button.
   4. Scroll to the very bottom of your profile – click the blue check mark / Save button
3. In each protocol the research team member is part of:
   1. go to the Research Team panel.
   2. Click on the blue square in the right-most column titled Action.
   3. Towards the bottom of the pop up, there will be a blue Select button.  Click that and choose the new training log.
   4. Click Save.  This will attach the new training log to the protocol.

Please add the date it was most recently updated to the file name.

You can download a copy of the Individual Training Log from Research and Creative Activity website’s All Forms page:

https://www.ndsu.edu/research/about_rca/all_rca_forms/#c596707

You can download a copy of the approval letter by:

1. Navigate into the protocol in Novelution.
2. Click on the IACUC Correspondence panel on the left side.
3. Click on the appropriate correspondence.
4. Click on the blue eye icon on the right.
5. Click on IACUC Approval Letter.pdf link in the Upload Attachments area.

This will download your approval letter.

To be added to a protocol involving animals:

• Complete your Novelution profile.  You will receive an email from the Novelution system when your PI / advisor adds you to the protocol, if you do not already have a Novelution profile. This is where all your training documentation is stored, so it’s important to complete this step first.

• Complete the Occupational Health and Safety (OHS) process.  This process can take up to 21 days, so plan accordingly.

• Complete a training log reflecting you are trained and proficient in all responsibilities listed for you in the Responsibilities portion of the Research Team Panel of the protocol.

• Complete general CITI training:
  • If working with laboratory mice or rats: 
    • Complete the Rodent Research Course.
  • If working with live vertebrates (non-wildlife, non-rodent):
    •   Complete the Working with the IACUC Course.
  • If working with live vertebrate wildlife animals: 
    • Complete the Wildlife Research Course.
  • If working in extension and may use live vertebrate animals for demonstration/exhibition:
    • Complete the Extension Agents course.
• Complete species-specific CITI training, ex.:

• • Working with Mice in Research Settings

• • Working with Genetically Modified Mice in Research Settings

• • Working with Cattle Amphibians in Research Settings

• • Working with Cattle in Agricultural Research Settings

• • Working with Sheep and Goats in Research Settings

Etc. (these are only a few examples)

 1. Navigate into your protocol.

2. Click Review Comments from the Panel Shortcuts to navigate to the comments.

3. To sort by date to see the most recent comments, click the Date column. Clicking once will put the most recent comments on top. Clicking twice will put the oldest comments on top.

1. Add the new training to your training log.
2. Upload it to your Novelution profile. Make sure to save it with your name and current date.
3. If you are not already a research team member on a protocol, you’re done.
4. If you are a research team member on a protocol:
   1. go into the protocol
   2. go to the Research Team panel
   3. click the blue edit box on the far-right side of your row
   4. click the blue select box next to Species Training Log
   5. select the appropriate (most recent) training log
   6. click save in the pop-up box
   7. click save at the bottom of the protocol
   8. do this for each protocol you are a research team member

To add a training log: 

1. Go into the protocol
2. Go to the Research Team panel
3. Click the blue edit box on the far-right side
4. Click the blue select box next to Species Training Log
5. Select the appropriate (most recent) training log
6. Click save in the pop-up box
7. Click save at the bottom of the protocol

1. Navigate to the protocol.
2. Click the cloud / arrow icon in the upper right corner
3. Select which fields you want included. The double arrow will give you all fields.
4. Select Download.  

The process is the same as the review process.  It occurs between the AV and the PI, rather than designated reviewers and the PI, like the review process.

The Novelution and CITI systems ‘talk’ to each other in the early morning hours.  In this process, the Novelution system will automatically check off any completed CITI training.  It is not necessary to send the IACUC administrator your completion certificates.  

The ONLY way these two programs can accurately report your completed training is if the email address listed in your Novelution profile, and the email address in your CITI Profile are exactly the same. 

Your Novelution profile uses the email set by the University System, and can be found by:

• Clicking on 'Profile & Settings"
• Edit User Profile
• For most faculty, staff and students, this will be your first.last@ndsu.edu; however, if you have another affilation within the NDUS system (e.g. you are a student at another institution), the domain may be the institution at which you are a student OR @ndus.edu.
• If you notice these do not match, change the email you use for your CITI account to the email you use for your Novelution account. 

Once you’re logged in, navigate to Search IACUC Protocols under the IACUC tab.

If you know the protocol number, you can enter it into the Protocol # or Title box.  You can also search by your name in Personnel or your PI’s name in PI/Co-PI.  If you are part of the research team, the protocol(s) will appear in the search results.  If you are not, it will not appear.

No.  The average approval period is 28 days.  This is dependent on the timeliness of responses to the reviewers comments and the number of re-reviews the protocol requires.  

You do not need to notify the administrator after you have submitted requested modifications.  The Novelution system will automatically notify the administrator when you submit the modifications.

1. Go to the Research Team panel in the protocol.
2. Click on the blue box on the right-most column labeled Action.
3. Click the blue Select box.
4. Click the appropriate training log.
5. Click save.

• Save your training log: firstname.lastname.month-day-year
  • This will make it obvious which log is most recent. 
• It’s important to list the species each member of the research team will be working with if there are multiple species on the protocol.  This determines the training the system will require for each individual.  If you don’t specifically state which species they’ll be working with, the system will require OHS documentation and CITI trainings for every individual for each of the species listed on the protocol.
• Even though you submit an official amendment to add to your research team, it is an administrative approval and does not need to go through the approval process the way other amendments do.  As long as those you are adding have all their training and requirements completed, it should be approved within a day or two.

• No additional changes of any kind can be made when a protocol or amendment are in the review process.
• It is a good idea to write a training component into your protocol for the ability to train research team members as you add them.
• When a protocol is in pre-submission requirement status, usually due to missing training or other requirements, the IACUC administrator is not notified by Novelution.  It is the responsibility of the PI to follow up on clearing the requirement.
• If you are an advisor to a group that uses animals for educational / outreach events, make sure everyone who needs to have access to the protocol does, and make sure everyone who will have ccontact with the animlas for the outreach / educational events is on the prtoocol, even if this turn over happens every year.