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O.R.C.A Access

I do not have the ability to create a transfer / relocate request in ORCA. What needs to happen?

A: If you see the protocol, but not the Action button, you will need to be assigned as a Delegate. The individuals who have access to initiate requests in ORCA are the PI, Co-PI and any study personnel/staff listed as a Delegate in ORCA.  
Click the link for help in assigning an individual as a Delegate to a protocol. [Online steps/documentation]. If you need additional assistance, email vpr-it@uthscsa.edu.

My PI and Co-PI cannot assign me as Delegate and it is urgent that I enter a transfer / relocation request. Who should I contact?

A: Email the IACP office at iacp@uthscsa.edu and CC: your PI and Co-PI (if one is assigned). In the body of the email indicate your PI or Co-PI is unable to set you up at this time and that it is urgent you have access. If possible, your PI or Co-PI should reply all, and acknowledge the request.

I can log into O.R.C.A. but I do not see protocols?

A: If you are study personnel but do not see your protocols after logging into O.R.C.A, you have not been added as study personnel in O.R.C.A. The PI, Co-PI or another Delegate will be able to add you to the protocol.
Click the link for help in assigning an individual to the protocol. [Online steps/documentation]. If you need additional assistance, email vpr-it@uthscsa.edu.

I use Internet Explorer (IE). Can I use IE when accessing ORCA?

A: No. Google Chrome has been the preferred and recommended browser for over a year.  When accessing online applications and pages in ORCA Google Chrome must be used. If you need assistance in downloading Google Chrome, please email VPR-IT@uthscsa.edu. Some versions of Firefox work in addition to Safari.

  

Which Transfer Type do I select?

I need to reassign my animals to another HSC protocol that is not mine. Which form do I use?

A: The transfer option, Transfer animals to another HSC protocol, should be used. Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added to the protocol and the office will confirm the receiving PI approves of the request. Once this occurs, the request will be routed to the DLAR office.

I need to reassign my animals to another one of my HSC protocols. Which form do I use?

A: The transfer option, Transfer animals to another HSC protocol, should be used. Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added. Once this occurs, the request will be routed to the DLAR office.

I would like to request animals be transferred to my protocol from another HSC protocol. Which form do I use?

A: The person who is receiving the animals does not initiate the request. The PI, Co-PI, or Delegate to the protocol that is giving up the animals must initiate the request. The transfer option they will select is Transfer animals to another HSC protocol. Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added to your protocol and the IACP office will contact the receiving PI for approval. Once this occurs, the request will be routed to the DLAR office.

I need to move my animals to another building, Texas Research Park, for example. Which form do I use?

A: The transfer option, Relocate Animals without transferring to another protocol, should be used. Once the form is completed, and submitted, the DLAR office will receive notice.

I need to transport my animals to another organization, which is not an affiliate (not VA or TBRI). Which form do I use?

A: The transfer option, Transfer Animals to an external researcher/entity, should be used. It is important to enter the correct Contact Person to the other organization, along with the Shipping Contact/Coordinator’s email and phone number. Once the form is completed and submitted the DLAR office will receive the notice.

I need to receive animals from another organization, which is not an affiliate (not VA or TBRI). I am not purchasing. There is no purchase cost. Which form do I use?

A: The transfer option, Request authorization to deliver animals from an affiliate organization, should be used. It is important to enter the correct Contact Person to the other organization, along with the Shipping Contact/Coordinator’s email and phone number Once the form is completed and submitted, the IACP office will receive notice of the request. The IACP office will confirm the species can be added. Once this occurs, the request will be routed to the DLAR office.

I need to move my animals to an affiliate (VA or TBRI) organization. Which form do I use?

A: The transfer option, Transfer Animals to an external researcher/entity, should be used. VA and TBRI are listed as an option. VA Transported By field will default to DLAR Staff and Vehicles. Once the form is completed and submitted the DLAR office will receive the notice. If this is a Reciprocal IACUC Protocol enter ‘Reciprocal IACUC Protocol’ within the instructions field.

I need to move my animals from an affiliate (VA or TBRI) organization back to the HSC.  Which form do I use?

A: The transfer option, Request authorization to deliver animals from an affiliate organization, should be used. VA and TBRI are listed as an option. VA Transported By field will default to DLAR Staff and Vehicles. Once the form is completed and submitted the DLAR office will receive the notice. If this is a Reciprocal IACUC Protocol enter ‘Reciprocal IACUC Protocol’ within the instructions field.

 

 

History / Status of a Request

Is there a place I can go to see where my request(s) is at?

A: Yes. Every protocol contains a history page. This page will include when the request was submitted and which office it is currently in (IACP or DLAR). The history page can be found by accessing the ORCA dashboard, locating the protocol, and then clicking on the clock icon.

The PI and requester will receive an email notification once the relocation / transfer request is processed and if the request was denied, or not processed. 

How soon in advance do I need to submit a transfer / relocation request?

A:  For all transfers, a PI/Staff cannot request a completion date less than 72 hours from beginning the transfer request

 

General Questions

Can I expedite my request that is only a relocation request?

A: The form contains an instructions field. If this is urgent, please convey that within the instructions field. The DLAR office will do their best to accommodate your request.

Can I continue to use hard-copy forms for animal transfers and relocations?

A: No. Beginning December 1, 2014 the researchers and research staff should utilize the online animal transfer and relocation forms via ORCA. Paper forms will not be accepted.

I use Internet Explorer (IE). Can I use IE when accessing ORCA?

A: No. Google Chrome has been the preferred and recommended browser for over a year.  When accessing online applications and pages in ORCA Google Chrome must be used. If you need assistance in downloading Google Chrome, please email VPR-IT@uthscsa.edu. Some versions of Firefox work in addition to Safari.

Can I place a transfer/relocation request outside of the UTHSCSA network?

A: In order to access ORCA, you must be logged into the UTHSCSA domain. If you are at home, or off-campus, you will need to VPN in.

The cages housing the animals to be relocated or transferred are marked. Do I still need to complete the online relocate request?

A: Yes. The online request, found in ORCA, must be accessed to submit your request.

Is there paper approval that must be signed?

A: No. In the new system, that option is not included. For IACUC protocols that involve an increase to the total number of animals, the IACP office will be confirm the animals can be added, and will also confirm that the receiving PI accepts the transfer (If Protocol to Protocol transfer, not involving the same PI).

Is there a way to decrease error when typing in a protocol number when reassigning to another HSC protocol?

A: Within ORCA, drop down options are made available which contain protocol information for the person transferring animals out. Room for error decreases when we present the PI, Co-PI and Delegate with a list of their protocols, and a list of others' protocols.

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