ONE IACUC PROTOCOL/MULTIPLE FUNDING SOURCES (Updated 9/14/2015)
We are pleased to announce that the One IACUC Protocol/Multiple Funding Sources project is now complete. This project brought changes to the ARIES and POLARIS Animal Research systems that increase the efficiency and flexibility in administering animal protocols by changing the method of cost allocation to allow multiple funding sources to be linked to a single protocol.
New functionality was added to the Animal Research Information Electronic Submissions (ARIES) system that enables PIs to combine projects that share the same scientific goals. Researchers are now able to assign multiple grant proposals and fund numbers to a new or currently approved Institutional Animal Care and Use Committee (IACUC) protocol. PIs can combine protocols either by creating a new protocol or amending an existing protocol in ARIES. Once an amended protocol is approved in the ARIES system by the IACUC, the updated protocol information – along with any grant accounts set up by the Office of Research Services (ORS) –feeds into POLARIS during the nightly update.
Penn’s Online Laboratory Animal Resources Information System (POLARIS) was upgraded to version 5.0 to facilitate the added ARIES functionality. After protocols are linked to grant proposals and approved in ARIES, and the protocol and related financial information feeds into POLARIS, POLARIS users can then activate related funding sources to be used for animal purchasing, per diems, and services.
Considerations for Combining Protocols in ARIES
If you would like to combine protocols in ARIES, please consider the following:
Do the projects share the same scientific goals? This is determined by the principal investigator. If the goals are similar, then projects are eligible to combine.
The following scenarios outline when multiple funding sources could be added to a protocol:
1.Select an existing protocol to:
a.Add new funding sources along with other changes, if needed, as new grants are awarded;
b.Add existing funding sources and other information, if needed, to continue studies that are currently approved as each of the existing individual protocols expires (and would subsequently be terminated in the system) – this will require a protocol transfer and new cage cards to be placed for existing animals on census;
c.Add existing funding sources and other information, if needed, to continue studies that are currently approved prior to the existing individual protocol expiration (which would subsequently be terminated prior to the 3-year date in the system) – this will require a protocol transfer and new cards to be placed for existing animals on census.
2.Create a new protocol to:
a.Incorporate new grants as they are awarded;
b.Include existing funding sources and other information, if needed, to continue studies that are currently approved as each of the existing individual protocols expires (and would subsequently be terminated in the system) – this will require a protocol transfer and new cage cards to be placed for existing animals on census;
c.Include existing funding sources and other information, if needed, to continue studies that are currently approved prior to the existing individual protocol expiration (which would subsequently be terminated prior to the 3-year date in the system) – this will require a protocol transfer and new cards to be placed for existing animals on census.
Please note that steps in each section are listed in order of ease of processing; i.e., options 1c and 2c would take the most time to process, while options 1b, 1c, 2b, and 2c would require additional effort if animals are present on the pre-existing protocols that are combined and then terminated.
Steps to Update an Existing Protocol
If you would like to update an existing protocol in ARIES, please do the following:
Have an individual with protocol editing functions (PI, Co-PIs, protocol contacts, or protocol creator) log into ARIES using their PennKey and password.
Navigate to “My Submissions” on the left hand menu.
Select “Create” from the list of functions.
Select “Amendment” from the list on the main page.
Choose the appropriate protocol and click the “edit” button (pencil and paper icon).
Navigate to the “Funding” section of the protocol.
Ensure that “Yes” is selected under External funding.
Click the “Add” button and select the appropriate proposal. All proposals will be listed for any individual listed as the PI or Co-PI.
Once all proposals have been added, navigate to the “Confirmation” section of the protocol and accept the changes to submit the amendment for review.
If the only change is to add a new proposal/project to the protocol, then the protocol will undergo an “administrative review” by the Office of Animal Welfare and will not be required to undergo IACUC review. However, if additional changes are made to the protocol, then the amendment will follow the standard process for IACUC review and approval. It is the responsibility of the principal investigator to ensure that the proposals linked to a protocol fit into the scope of the project and that funds are distributed appropriately. Since each grant is designed for a specific number of animals, you will request the total sum of the number of animals for each grant on one protocol. The PI will be responsible for keeping track of the use of animals and ensuring that the correct number of animals is used for each grant.
Important note: PIs need to ensure that the correct projects have been linked to their ARIES protocols in order for 5-funds to be available in POLARIS.
Overview of Protocol & Account Setup Process
Principal Investigator (PI)
Creates or amends protocol; links to awarded or pending grant(s) via Institution #
-Change in funding source only = Admin Review
Setup grant accounts; distribute Account Information Sheet (AIS) containing account specifics
Once protocol is approved, data is sent to Polaris along with account information (when available)
Business Office Approver (BOA)
Activate accounts to be used for protocol expenses (i.e., assign Nickname & Active Start/End dates). Upon activation, account is immediately available for use to order animals
Once accounts is activated, data is sent to ACCR for requesting cage cards
For questions on how to combine protocols in ARIES, please contact
. For questions on how to set up accounts to be used in POLARIS or items pertaining to ULAR invoice-related issues, please review the "POLARIS 5.0 Training - What's New? - ULAR " course, consult the Quick Reference Guides on the POLARIS website, or contact