Automation of AUMS Renewal Reminders
In order to streamline processes for the Office of Animal Welfare (OAW) and Environmental Health & Safety (EH&S), the renewal reminders for AUMS screening will now be system-generated. The email notifications will be delivered as follows: For existing AUMS applicants who are still working with animals or whose animal exposure status is unknown, reminder emails will be sent on the following cycles, unless a new application is submitted prior:
- 35 days prior to renewal date (to applicant only)
- 7 days prior to renewal date (to applicant only)
- 1 day past renewal date (to applicant and their supervisor, when the applicant is an active employee.)
Applicants who are former staff, now inactive in Workday, will also receive the reminder notifications, since these individuals may continue to work with animals either on a voluntary basis or through an affiliation with the UW.
If the applicant no longer works with animals, the email will direct them to change their animal exposure status accordingly. (See next entry). When their animal exposure status is marked as “Inactive. No further work with or around animals”, no more reminders will be sent.
AUMS Status for No Further Work with Animals
The AUMS Profile now includes a field to indicate Animal Exposure Status. This will allow existing applicants to communicate to EHS & OAW that they no longer work with animals, or are again working with animals. When the exposure status is set to “Inactive. No further work with or around animals”, the individual will no longer receive any renewal reminders.
Profile History Display in AUMS OHN Module
When an AUMS applicant changes their animal exposure status in any way, the AUMS system will log the change, and the history of changes will be visible to the Occupational Health Nurses in EH&S and other authorized AUMS administrators. This will provide a helpful trail of when exposure status has changed for an applicant.
AUMS Ergonomic Questions now trigger “Consult Required” Review Action automatically
When an applicant has responded in the affirmative on any of the ergonomics questions on the AUMS questionnaire, the application’s Review Action will be automatically set to “Consult Required” to ensure an occupational health nurse reviews the application appropriately.
FIX: Can’t update AUMS Supervisor
An issue preventing the changing of an applicant’s supervisor in both the AUMS Applicant and OHN modules has been resolved.
Ergonomics Questions Added to AUMS/AHA Application
Users of the Animal Use Medical Screening application will now see a new set of ergonomics questions on the application form. These questions will only be visible when the applicant affirms Yes to the following:
- I handle animals or animal tissue, or anticipate handling these in the future
- I use human source materials
- I am a researcher who enters animal areas
Update verbiage on renewal applications
When an AUMS user is viewing their profile, they will now see a section to “Create or Renew Application”, rather than just “Create”. This will help clarify for users that the system is design for renewals as well.
Initial AUMS & AHA Screening Now Required
Users of the Animal Use Medical Screening (AUMS) and Annual Health Assessment (AHA) are now required to complete a screening once before they’ll have the option of declining repeat screenings. This includes existing AUMS and AHA users who have previously only declined the screening. This brings the UW into compliance with NIH OLAW guideline.
Updates to Clearance and Declination Letters
The Clearance and Declination letters, sent to AUMS and AHA users after their screenings and declinations have been reviewed by the Occupational Health Nurse, have been updated for improved clarity.
Annual Health Assessment Application Tracking
In order to streamline and automate manual application processes for AHA (Annual Health Assessments) tracking, the EHS Occupational Nurses will now be able to track AHA applications using the AUMS (Animal Use Medical Screening) system.
From the OHN administration module, nurses will now see an additional new button to be used when initiating an AHA application. Clicking the AHA application button will result in the creation of an Application ID with an AHA prefix, for easy visual identification on the Task list.
From the Task list, the nurses will also now be able to filter for AUMS, AHA, and any/all application types.
AUMS Status Handling Changes
The AUMS OHN application now has a few changes to status tracking, to better facilitate the nurse’s workflow.
The “In Review Process” status has been de-activated. When applications are opened in the OHN module, the status will no longer automatically change. Nurses will now need to change the status manually when they move an application through the review process.
Links to New AUMS User Guide
Help icons, in the form of question marks, have been added to the Animal Use Management Screening (AUMS) system. These link to the new AUMS User Guide and the FAQs to provide contextual help.
Remove “Additional Department” and “Form Type” and derive AUMS form type from new animal handling question
To ensure AUMS applicants receive the appropriate set of questions, the “Form Type” and “Additional Department” fields have been removed and replaced by a single question that displays before starting an AUMS questionnaire.
Remove firstname.lastname@example.org email address from OAW email CC
The EH&S Occupational Health Nurse (OHN) has been removed as a CC on the email sent to the Office of Animal Welfare upon completion of an AUMS review. OHNs can use the AUMS system to track which applications have reached Review Complete status. The address added was incorrect.
Make Applicant Age Range required
Age Range is now required for all AUMS profiles upon application creation or profile update. The Age Range field is now also visible for all profile types in OHN. This will ensure the Occupational Health Nurses can take the necessary additional steps required if an applicant is a minor or if age may be a related factor in their health condition.
Auto-Notification to OAW upon Review Completion
An automated email process has been created to inform OAW of each review completion upon application status becoming “Review Completed”. The email will include these data points: applicant’s name, email and their AUMS recall date. This notification will allow OAW to receive clearance information in real time (when review of an application or declination is completed) so OAW can process approval of protocols immediately.
Make submission notification more prominent
To make the application completion acknowledgment more prominent to users, and to minimize unnecessary application re-submission to AUMS caused by lack of clear acknowledgement, the font size of the confirmation has been increased, and unnecessary elements have been removed from the page.
Make Supervisor or PI a mandatory entry for UW or Non-UW Affiliates
In order to connect an Affiliated applicant (who doesn’t have an existing UW profile) to a UW person or department who sent them, the “Supervisor or PI” entry is now required for all affiliated applicants. The screen labels for this field have also been standardized and updated to “Supervisor or Principal Investigator (PI)” for all profiles.
Email content update
An update has been made to the content of the AUMS review decision email, to direct applicants to the email attachment for decision details, instead of to the AUMS application, which was proving to be confusing for the recipients.
Under-18 Consult Required
For AUMS applicants who select an age range of “Under 18”, the Review Action will now default to “Consult Required”.
Email button displays and causes 99 error when no email address is present
The “Send Consult Notification Email” button will no longer display for for Occupational Health Nurses when completing their review in AUMS with the profile does not contain an email address.
Send AUMS automatic emails to Non-UW profile users at review complete.
Email is no longer a required field for Non-UW profiles entered by OHN staff. If an email is present then these Non-UW profile users will receive automated emails that contain clearance/denial letters upon review complete.
Contact Phone Not Required
Contact Phone number will no longer be required for AUMS user profiles.
Add Job Description to View and Search
Job title will be added to the OHN nurses view to allow for tracking certain applications by a new AUMS user. The user will also be allowed to conduct searches on title to provide a filtered view of this application data.
Add UWPD to department drop-down menu
The UW police department will be added to the department drop-down menu and will point users to the short form for screening.
Add Allergies statement regarding PAPR
OHN nurses require users to provide more detailed allergy information when being screened for working around animals. Users will need to answer a question on N95 respirators or PAPR machines being used at work. Users will also be given a larger text box in which to type more details regarding their known allergies.
Profile details were not been displayed properly
Profile information was being included in the current application, but not saved for re-use.