Comparative Pathology and Mouse Phenotyping Shared Resources (CPMPSR) Online Submission & Results Retrieval From Mousepad

Transcription

1 Comparative Pathology and Mouse Phenotyping Shared Resources (CPMPSR) Online Submission & Results Retrieval From Mousepad Table of Contents Accessing the Mousepad Website... 1 Account Registration/First Time Use... 1 Logging In/Repeat Use... 1 Creating a Request for Animals/Slides/Tissues/Paraffin-Frozen Blocks/Blood... 1 Adding Animals/Tissues/Slides/Block to a Request Adding Cassettes/Paraffin or Frozen Blocks to a Request.4 Creating a Request for Aperio Whole Slide Digitization Only 6 Retrieving Results.7 Important Notes Access site: 2. First time use: Select OSU Account using OSU Name.# and currently active employee ID or non OSU External Account Fill out the appropriate information We will be notified and will activate your account. You will receive an automatically generated from our system once your account is activated. 3. Repeat use: If you have an account, login using user name and password. All of your previous requests will display. 4. Requesting CPMPSR services consists of 4 steps: Creating and saving a request resulting in generation of an accession number. Adding specimens animals, tissues, paraffin blocks, slides, blood, etc. to the request. Requesting services for those particular specimens. Submitting completed request to eramp for fiscal approval prior to delivering samples to the CPMPSR. a. CREATING A REQUEST for animals, slides, tissues, paraffin blocks, frozen blocks, cassettes, blood. *Note: For Aperio only slide scanning see separate instructions.

2 i. Select Create a new Request Request Type choose diagnostic, teaching, or research from dropdown list. o Most requests will be research o Only ULAR selects diagnostic requests Related Accession #s - select yes if request is related to a previous CPMPSR request, and enter previous accession number(s); otherwise select no. Chartfield Information OSU users enter organization, project, fund, and program numbers. o Some fields may be auto populated based on your previous submission. Please update and/or revise as necessary! o All CPMPSR eramp orders will use as an account number; this is not a user alterable field. o The project number is only required when the fund is o Membership program is defined by PI associated with the submitter. o Non-OSU/external users enter PO# and an electronic copy should be ed to the CPMPSR at CPMPSR@cvm.osu.edu. Submission Information Vivarium and room, Vet and IACUC Protocol number are required fields. The Veterinarian dropdown list includes a not provided choice. Reason for Submission and Experimental History This text box is a required entry for submission AND must include the reason for submission to obtain fiscal approval. In addition, details of the experimental history must be provided for all clinical pathology orders and orders in which Pathologists will be reading slides to ensure you are given the most valuable interpretation of your results. For histology-only orders, please indicate histology slide preparation. Select answers from dropdown lists concerning disposal of tissues, blocks and slides if applicable. Any specific comments, notes or instructions for submission? This field is a required entry for submission. Please be specific about what special needs or instructions you may have related to your specimens/animals. Examples include but are not limited to if you want a specific special stain or immunohistochemical procedure, if you only want specific organs collected at necropsy, if you have specific nonroutine trimming or embedding instructions, if you have a limited amount of serum for chemistry testing and wish to prioritize your tests requests, etc. CPMPSR Mousepad Submission Process/Dec Page 2

3 Select Save Request at bottom of screen. o The screen redisplays with an accession number assigned and next you will have the opportunity to add your specimens. o The status of the order is new. b. ADD SPECIMENS TO THE REQUEST, REQUEST SERVICES, SUBMIT TO eramp i. To submit animals, dead or alive, requiring necropsy, biopsy or any other anatomic pathology procedure, tissues in fixative, blood/serum samples or slides for evaluation: Go to bottom of screen to the Samples/Animals tab. Select Submit a Single Animal or Submit Multiple Animals (allows entry of common attributes for a batch of animals). Enter the number of animals (if multiple animals selected). Select species from dropdown list. Select strain/breed from dropdown list. Enter the date of birth or age. Enter sex from dropdown list may select unknown. GEM? Select yes or no from dropdown to identify whether it is a genetically engineered construct. Select Generate Table. Enter unique identifier for each animal (or tissue, slide, blood sample etc.) NOTE: Use mouse/click to advance to next animal. Use tab key to advance through all the fields. Do not use enter key. If you did not enter species or sex for entire table, you must now enter those fields for each individual animal/tissue/slide/tube. You may override batch entry for any individual specimen at this time. (We are currently working on a way for customers to upload an Excel spreadsheet to streamline the submission of multiple animals). 1. To add services to animals, tissues, slides, blood samples: Under Services are accordion-like tabs for Anatomic Path, Clinical Path, Histology and Imaging. Any of these categories may be selected and the various services within that area display. Select desired services from these choices. You may select from multiple areas. NOTE: When batch ordering for all samples entered in the table (above), enter a number in the quantity field. The service selected will be applied to EACH of the animals in the table. Batch ordering must be done at this time, before saving. Select Save Animals to save your order. CPMPSR Mousepad Submission Process/Dec Page 3

4 If you wish to order additional individual services on one or more animals, but not the entire batch, click Samples/Animals, select the specific specimen; add desired services and select Save to save additional service request Select Save Request to save entire order. Select View Request Summary at the top of the screen to review your order; you may also print if you want a copy. 2. After reviewing order, make any necessary changes, then select Submit to eramp. Your order will be submitted for fiscal approval via eramp which is interfaced to Mousepad. The status of the order is pending. You will receive an when fiscal approval is granted or denied. If fiscal approval is denied, please contact your fiscal officer. Please submit specimens to the CPMPSR once fiscal approval has been granted. Be sure to contact the CPMPSR ( ; CPMPSR@cvm.osu.edu) prior to submission of live animals or whole blood. When specimens are received by the CPMPSR, the status of the order is in progress. NOTE: Non-OSU submissions must still submit to eramp, but the process does not involve fiscal approval. You may submit your samples when your order is placed. ii. To submit Cassettes, and paraffin or frozen (OTC) blocks: Go to bottom of screen, select Cassettes. Select Histology only. Enter the number of cassettes. Animal ID/Animal accession: select not available. Select species from dropdown list. Type in the cassette color also applicable to paraffin blocks or cryomolds. Select tissue type from dropdown list. Select fixative from dropdown list. Select the fixative length (the amount of time the tissue was in fixative, even if you are submitting paraffin blocks) from the dropdown list. This is especially critical for immunohistochemistry requests. Select Generate Table. Enter unique identifier for each specimen (cassette, paraffin block). CPMPSR Mousepad Submission Process/Dec Page 4

5 NOTE: Use mouse/click to advance to next animal. Use tab key to advance through all the fields. Do not use enter key. 1. To add services to cassettes, select the Histology accordion like tab under Services. The various services within that area display. Select desired services from these choices. Slide evaluation and Aperio scanning may also be selected at this time. NOTE: When batch ordering for all samples entered in the table (above), enter a number in the quantity field. The service and quantity selected will be applied to EACH of the cassettes in the table. Batch ordering must be done at this time, before saving. Select Save Cassettes to save your order. If you wish to order additional services on one or more cassettes but not the entire batch, click Cassettes and select the specific cassette(s). Click + (add a new service) and select service(s) from blue dropdown service list. Indicate quantity of each service. Select Save Service, then Save to save additional service request. Select Save Request to save entire order. Select View Request Summary at the top of the screen if you wish to review your order; you may also print if you want a copy. 2. After reviewing order, make any necessary changes, then select Submit to eramp. Your order will be submitted for fiscal approval and the status of the order is pending. You will receive an when fiscal approval is granted or denied. If fiscal approval is denied, please contact your fiscal officer. Please submit specimens to the CPMPSR once fiscal approval has been granted. When specimens are received by the CPMPSR, the status of the order is in progress. NOTE: Non-OSU submissions must still submit to eramp, but the process does not involve fiscal approval. You may submit your samples when your order is placed. c. APERIO ONLY: CREATE A REQUEST, REQUEST SERVICES, SUBMIT TO eramp CPMPSR Mousepad Submission Process/Dec Page 5

6 i. Select Create a new Request Request Type Select Aperio-Only from dropdown list. Related Accession #s - select yes if request is related to a previous CPMPSR request, and enter previous accession number(s); otherwise select no. Chartfield Information OSU users enter organization, project, fund, and program numbers. o Some fields may be auto populated based on your previous submission. Please update and/or revise as necessary! o All CPMPSR eramp orders will use as an account number; this is not a user alterable field. o The project number is only required when the fund is o Membership program is defined by PI associated with the submitter. o Non-OSU/external users enter PO# and an electronic copy should be ed to the CPMPSR at CPMPSR@cvm.osu.edu. Any specific comments, notes or instructions for submission? This field is a required entry for submission. Enter histology slide digitization and please be specific about any special needs you may have. Aperio-only Information o Enter Number of slides o Magnification: select from dropdown list. Most will be 40x scans of regular 1 x3 slides. o Teaching: select Yes or No from dropdown list. Most will be No as they are for research. o Teaching Justification: enter the applicable College of Veterinary Medicine Class information. o Scans needed by: select date if applicable. o Notes: please add any pertinent information. Select Save Request at bottom of screen. The screen will display with an accession number assigned and the status of your order is new. Select View Request Summary at the top of the screen to review your order; you may also print if you want a copy. ii. After reviewing order, make any necessary changes, then select Submit to eramp. Your order will be submitted for fiscal approval and the status of the order is pending. You will receive an when fiscal approval is granted or denied. If fiscal approval is denied, please contact your fiscal officer. CPMPSR Mousepad Submission Process/Dec Page 6

7 Please submit specimens to the CPMPSR once fiscal approval has been granted. When specimens are received by the CPMPSR, the status of the order is in progress. NOTE: Non-OSU submissions must still submit to eramp, but the process does not involve fiscal approval. You may submit your samples when your order is placed. 5. RETRIEVING RESULTS You will receive an from the system informing you that your services are complete and notification of where to pick up any tissues, slides, or paraffin blocks. After sample submission, you may also log on to the system at any time to check the status of your order. At login, the Create a new Request page will display with all of your current and past orders. When status is completed or billed, results will be available. o Retrieve by selecting the appropriate request, scroll down to results tab at bottom of screen, select results tab, and select download. File will download, select open. Results will display in pdf format for review, saving to your personal computer or external jump drive, and/or printing. 6. IMPORTANT NOTES When logged on to our system, please review available services and fees. If you encounter problems, are not sure what services to order/how to proceed with your request, or have suggestions for improvement of Mousepad please contact the CPMPSR ( ; CPMPSR@cvm.osu.edu) for assistance. If you wish to submit both animals and slides, or animals and cassettes/paraffin blocks it might be better to separate specimen types into separate submissions. Aperio scanning may be ordered along with other services in the same submission. Slide evaluations may be ordered through Anatomic Path services or Histology services. Usually the amount submitted to eramp for approval will be greater than the total cost of services on the order. Since eramp does not allow changes to an order's dollar amount after it has been approved, CPMPSR adds a buffer amount to the order in the event that the order requires changes that would result in a new dollar amount. Regardless of the amount submitted to eramp for approval, your lab will only be charged for the services performed. CPMPSR Mousepad Submission Process/Dec Page 7