We know that your time is valuable and acknowledge the high volume of emails you receive at an institution of our size. To help manage expectations (and your inbox!), we have put together the following quick guide on email communications from the Animal Care & Use Program.
Generally speaking, most emails from our Program are informed by an individual’s role on an active animal use protocol and fall into one of three categories ā
- System-generated emails,
- Facility/building-specific notices, and
- Program-wide announcements.
Keep reading to learn more about the form and function of each email type and explore how to best manage these communications moving forward (hint: it starts with protocol maintenance).
1. System-Generated Emails ā
The software systems that the U-M relies upon to maintain regulatory compliance and manage multi-faceted grant projects send auto-generated email reminders and notifications when certain activities require PI/Study Team action(s).
The eRAM system, which is used to manage all aspects of an animal use protocol, is set up to send a multitude of notifications to individuals who are listed on an active protocol. These notifications vary according to the individualās assigned role on a given protocol and are generally sent when a specific action or deadline occurs on the protocol.
Visit the eRAM System Email Notifications website for a comprehensive catalog of these emails, including message recipients, email subject lines, email text, and information about what triggers each email notification.
All animal care and use training classes provided through the Unit for Laboratory Animal Medicine (ULAM) Training Core are managed in Cornerstone Learning.
Individuals can expect to receive auto-generated emails from both Cornerstone Learning and eRAM according to the following schedule(s):
In-Person Training Workshops
Email Sent From
Timeframe
Cornerstone Learning
When training is first assigned
eRAM
Reminders at 55, 30, and 14 days prior to training due date
Cornerstone Learning
Reminders at 5 days and 1 day prior to training due date
Cornerstone Learning
When training is immediately past due and 30 days past due
Online Training Classes
Email Sent From
Timeframe
Cornerstone Learning
When training is first assigned
eRAM
Reminder 5 days after training has first been assigned
Cornerstone Learning
Reminders at 5 days and 1 day prior to training due date
Cornerstone Learning
When training is immediately past due and 30 days past due
Training is assigned based on an individualās Animal Handling Details as outlined by a protocol in eRAM. Failure to complete training requirements on time may result in delays to the processing of protocols/protocol amendments.
All personnel who handle animals on an active protocol are required to have a completed Medical Surveillance Questionnaire (MSQ) on file with the U-Mās Occupational Health Services Clinic. The MSQ is completed in either eRAM or the Enterprise Health Portal depending on an individualās affiliation with the Program (i.e., ULAM employees vs. non-ULAM employees).
Individuals who need to complete specific tasks (e.g., N-95 respirator fit-testing, Tuberculosis testing) for occupational health and safety purposes will receive email notifications through eRAM and/or Enterprise Health when their requirements are coming due.
2. Facility/Building-Specific Notices ā
Facility/building-specific notices are sent to individuals in a specific animal housing location to notify them of a potential incident that may impact their work. These notifications are typically sent by the ULAM Husbandry Management Team or the ULAM Faculty Veterinarian who is assigned clinical duties in the specific facility.
Messages pertaining to building construction, operations, etc., are often sent in close collaboration with U-M’s Facilities and Operations Team.
3. Program-Wide Announcements ā
Program-wide announcements are sent to all individuals listed on an active animal use protocol in eRAM. These messages are typically signed by a senior member of the Animal Care & Use Programās Leadership Team and are generally reserved for important programmatic updates (e.g., inspection notices, policy changes, supply shortages) impacting the majority of the U-M animal care and use community.
Our Program also publishes a quarterly newsletter that is distributed to all individuals on an active animal use protocol. This newsletter summarizes recent news, updates, and events, and is archived on the Animal Care & Use Program website.
Managing Email Communications Through Protocol Maintenance
As outlined above, communications from the Animal Care & Use Program are largely informed by an individualās role on an active animal use protocol. The simplest way to manage the number of emails received from our Program is perform routine protocol maintenance and remove any individuals who no longer work with animals.
Once these individuals have been removed from an active protocol in eRAM, they will no longer receive system-generated emails, facility/building-specific notices, and most program-wide announcements. As a standard best practice, we strongly encourage all Principal Investigators (PIs) and/or individuals with a PI Proxy Role in eRAM to review personnel on their active protocol(s) at least once a year.
Instructions for removing personnel from a protocol are available via the Create an Amendment in eRAM Help Document. Please note that although the Protocol Editor may create a Personnel Amendment, ONLY the PI or PI Proxy may submit the amendment.
Questions?
If you have questions about submitting an amendment, or would like assistance with protocol maintenance, please contact your Quality Assurance Specialist in the Animal Care & Use Office at [email protected].
General questions or concerns about Animal Care & Use Program communications should be directed to [email protected].