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.

AUMS Application

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.