Web-based Program Evaluation Worksheet (PEW)
Instructions
1. Before you start, here are a few key Tidbits
a. Preferred browsers are Internet Explorer 8, Safari 4 and Chrome 7
b. Do not use the back arrow while working in the PEW. Click “SAVE” changes to navigate to the
PEW Dashboard or use the main Dashboard tabs.
c. We highly recommend recording your findings in a Word document so that all you have to do is
cut and paste into the PEW (See Sample form). Please encourage your ad hocs to write findings
in the what-why-what format and provide them to you in Word.
d. Please contact the office if you encounter any difficulties
e. Spell check feature (for text boxes) are provided below.
Select the “ABC” icon
Select “Enable SCAYT” from the drop-down menu to activate spell check for each text box.
2. Log in the Private Site
3. Select unit under your Site Visit Dashboard - You will notice that the PEW is divided into Sections.
4. Go to Section you want to complete.
Section I: Unit Information (Most of the information has been autofilled)
1. Section 1.A.
a. You will notice that most of the information in Section I is autofilled. Please verify the
information.
2. Section 1.B.
a. Check “Yes” or “No” if site visit was a mandatory revisit.
3. Section I.C.
a. Unit information (imported information is based on the unit history form you received
prior to the site visit – if there are changes, enter information to the right
b. Complete Animal Use (species and daily and annual numbers) by clicking on “Add an
Animal”
4. Section I.D.
a. Check if the unit has a PHS Assurance, USDA Regulated Species and/or follows GLP
standards.
5. Section I.E.
a. Check all standards that apply (i.e., ILAR Guide, Ag Guide or ETS 123)
Once Section I is completed or if you want to move on to another section and come back later, select
“SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
Section II: Notes for File, Future Site Visitors and/or Reviewers (Optional)
1. Section II.A.
a. Special Requests - Administrative (i.e., change in unit or parent organization name,
extend/decrease the number of site visit days, number of site visitors, etc.). Similar to a
memo to the file.
2. Section II.B.
a. Program Point(s)/Issue(s) that the reviewers or next site visitors should know.
3. Section II.C.
a. Other Comments (additional information that was not provided in Part I of the Program
Description or information that would provide further clarification
Once Section II is completed or if you want to move on to another section and come back later, select
“SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
Section III: Letter Addressed To
Add an address
for
Note changes to addresses or Names
1. Section III.A.
a. Select “Add an Address for Mailing”
Load
Default
Select Individual or “no prefill”
b. The AAALAC office maintains a database of unit information including four main contact
individuals (Unit Contact, Institutional Official, Attending Veterinarian, and the Chair of the
IACUC or Ethical Review Committee)
c. If you wish to address to one of these individuals – select “Load Default,” you will have the
option to select individual to receive the letter or you can select “No Prefill” and enter the
information manually. Please use one of these options; do not leave this section blank.
d. If there are changes to the address (like street name), enter that into the PEW and make a
note in the Section (the person’s name and what you changed). This way the office can
update the database.
Once Section III.A. is completed or if you want to move on to another section and come back later,
select “SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
1. Section III.B - Recommended Status (select from drop-down). Specify number of months, if
Provisional or Probation. If Condition, you can either specify the number of months or specify
“Yes” if you want a response in their next Annual Report.
1. Section III.C. – Commendation Description (select one)
1. Section III.D. – List of Commendations
a. Examples are provided to show how to write the descriptions in AAALAC style (i.e. use an
adjective for each commendation such as “the comprehensive occupational health and
safety program). Do not use multiple sentences to describe a single commendation; rather,
there are phrases.
b. Please note that we have provided some sample commendation phrases broken down by
topics (click link “Sample Commendation Phrases” and it will open up into a new window).
You can cut & paste into the document.
c. Please note that anything that is entered into the first box will go in the letter to the unit.
d. The next box (which is optional) is where you can expand on any of the phrases in the
previous box. This information will not go into the letter to the unit, but will be available to
reviewers and the next site visit team.
Once Section III.D. is completed or if you want to move on to another section and come back later,
select “SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
Section IV – Post Site Visit Communication Information
1. Section IV.A. - Enter PSVC (and authors) Date by clicking “Add a PSVC Date”
2. Section IV.B. - PSVC Acknowledgement phrases
a. Examples are provided to show you how to write the phrases in AAALAC style (i.e., “ing”
verbs such as “ensuring”, “addressing”, etc.)
b. Please note that we have provided a link to some sample “ing” verbs. You can cut & paste
into the document.
c. Please note that anything that is entered in the first box will go in the letter to the unit.
d. The next box (which is optional) is where you can expand on any of the phrases in the
previous box. This information will not go into the letter to the unit, but will be available to
reviewers and the next site visit team.
Once Section IV is completed or if you want to move on to another section and come back later, select
“SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
Section V – Site Visit Findings
1. If there were no findings identified during the site visit, check the box “Check Here if no items
were identified at the time of the site visit;” otherwise, select “Add New Mandatory/SFI.” As you
will see a new box opens up with a series of steps to complete
*Please note that we request that you enter each finding as a separate item and in order of
significance if possible.
Step 1 – This is the place to number your findings in order of significance – this can be edited
later if necessary.
Step 2 – “M” for Mandatory or “SFI” for Suggestion for Improvement
Step 3 – Category (based on outline of 1996 Guide)
Step 4 – Subcategory (based on the selected category in Step 3)
Step 5 – Finding description (What is the problem, Why is it a problem and What does AAALAC
want)
a. Note: you will notice at the bottom of the box, you can access “Model Statements” (A word
document that is keyword searchable). Cut and Paste then edit accordingly.
Step 6 – Select if Fully, Partially/Inadequately, or Not addressed
Step 7 – Enter a brief statement describing if and how the item was addressed (enter date of
PSVC if multiple PSVCs are received.
Step 8 – Yes or No if the finding is to be included in the letter to the unit.
Once the steps are entered, select “SAVE”- This will place the finding into the main document.
Once Section V.A is completed or if you want to move on to another section and come back later,
select “SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
*You can “remove” or “edit” findings after “SAVE”
Useful Tools to assist in writing Findings.
Overarching Issues
The “overarching” Mandatory or Suggestion Section was designed for crafting the sample C&R letter
and should be used only if:
1. there are more than one related findings that have not been addressed in the PSVC(s) or
2. the “Reviewers” or “Council Section” request that the findings be part of an overarching
Mandatory or Suggestion
If there were multiple related findings that have been addressed and you want to let the reviewers
know that you would consider them as an overarching finding if they had not been addressed, you can
make a note in Section II.B or II.C.
Section V.A.2: Overarching Issues
Select “Add New Overarching Issue” – A new pop-up window will appear.
Choose an overarching name
Introductory Paragraph
Closing Paragraph
1.
2.
3.
4.
5.
Overarching Issue (you choose a name, i.e., OHSP program)
Indicate if Overarching issue is a Mandatory or SFI
Introductory paragraph – Description of the main concern
Closing paragraph - Summarize the problem and what AAALAC wants.
“Save,” then select “Associate Site Visit Findings” and choose those related to that overarching
issue.
Once Section V.B is completed or if you want to move on to another section and come back later,
select “SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
1. Section V.B – Retraction/Clarification Statements
List item(s) where the institution may have misinterpreted Councils' comment(s) during the exit
briefing and may require a retraction/clarification statement.
Once Section V.B is completed or if you want to move on to another section and come back later,
select “SAVE.” This will take you back to the Program Evaluation Worksheet Dashboard where you can
choose another Section to complete.
Once you consider the PEW complete, “Set Date Marked as Final” - You can generate a PDF to share with your
ad hoc using the link “Generate PDF” - ONE MORE STEP (see below) *Please note that you can generate a PDF
at anytime during the process.
Select “Change PEW Status”
Select “Open for AAALAC Office Review” using the drop-down. Once Saved, the office will receive an
email communication. You can not make edits in this status. If you receive an additional PSVC or want
to make an edit after you changed the status (and before it is posted for review), contact the AAALAC
office and we will change the status back to “edit.”
The AAALAC office will review the PEW and post for reviewers. You will have the ability to make
changes when the report is in the “Pre-Council Review” status. Once you make those edits (based on
reviewer comments or additional PSVC), please select “Reviewer Comments Incorporated.” This will
prompt the office that you have revised the document. Please also change the date the revision is
submitted.