CampusOptics

Date: July 7, 2026 | Format: Email | To: All Gator TRACS Users

We are commencing the phased rollout of CampusOptics, UF’s new EH&S management system. This transition is the next step toward providing a more streamlined platform to support laboratory safety and compliance activities. As we move into this phase of implementation, please review the key dates and information below.

Safety Survey Reports

• July Pilot Phase: A small group of selected laboratories will receive their annual safety survey reports through CampusOptics beginning in July. If your lab is participating in the pilot, your EH&S surveyor will provide instructions for accessing the system, navigating your laboratory dashboard, and utilizing available resources.
• To support users during this transition, we will offer live Microsoft Teams training sessions, which may be attended before or after your safety survey. Information on how to attend will be provided by your surveyor.
• August Full Rollout: Beginning in August, all laboratory safety survey reports will be issued through CampusOptics. EH&S will continue to offer weekly live Teams training sessions throughout the fall semester covering how to access survey reports, respond to findings, and close issues within the system.

Annual Hazard Assessments

As we transition to CampusOptics, annual hazard assessments will also move to the new platform.

• If your laboratory is inspected in July or August and you have recently completed your annual hazard assessment in GatorTRACS, you do not need to complete a new assessment in CampusOptics at this time.
• If your hazard assessment has not yet been completed, or if it is nearing expiration, please complete your next assessment in CampusOptics. To assist with this process, we are offering weekly demonstration and training sessions for laboratory personnel. Registration information can be found on our Campus Optics Information Page and direct registration can be completed via myTraining. In addition, short instructional videos (3-5min) and user guides are available on our website.
• All laboratories must have a current and complete hazard assessment entered in CampusOptics by December 31, 2026.

Biohazard Project Registrations

We are continuing the migration of biohazard project registration data from GatorTRACS to CampusOptics.

• All project submissions, amendments, and renewals should continue to be submitted through GatorTRACS throughout the month of July.
• We anticipate opening CampusOptics for new biohazard project submissions in August.
• Additional guidance regarding the submission of amendments and renewals in CampusOptics will be communicated as soon as those processes become available.

Stay Informed

We understand that transitioning to a new system can require adjustment, and we are committed to providing the resources, training, and support needed to make this process as seamless as possible. Additional updates, training opportunities, and implementation timelines will be shared throughout the rollout. In the meantime, you an access the latest information through our website.

Thank you for your partnership and patience as we implement CampusOptics. We are confident these improvements will enhance efficiency, simplify compliance activities, and better support UF’s research community.

Date: June 24, 2026 | Format: EH&S Quarterly Newsletter | To: All Gator TRACS Users

We are entering the next phase of implementing CampusOptics, which will replace Gator TRACS, to improve our research safety management programs. This phase includes pilot testing with a small group of volunteer labs to help ensure a smooth and successful transition for the broader research community.

Following the pilot phase, labs will begin transitioning to CampusOptics in stages beginning in July. The full rollout is expected to occur over approximately 3–5 months, with CampusOptics anticipated to be fully implemented across UF by the end of the calendar year. This phased approach will allow us to refine processes and provide support throughout implementation to help minimize disruption and create the best possible user experience. Additional details about transition phases, training opportunities, and important next steps will be shared in the coming weeks. Please watch for email updates and visit the EH&S website for the latest information and resources.

Date: June 9, 2026 | Format: Email | To: All Gator TRACS Users

Dear Colleagues,

We are commencing the next phase of the Campus Optics implementation, UF’s new EH&S management software. EH&S is launching pilot testing of the new system with a small group of previously selected volunteer labs. This initial testing phase will focus on key functions, including:

• Setting up lab personnel rosters
• Completing lab hazard assessments
• Viewing and managing chemical inventories

We are currently seeking additional volunteers from Main Campus to participate in this early testing phase. If you are a PI or Lab Manager interested in testing and providing feedback on the new Campus Optics system, please reply to this email by Friday, June 12. Participation slots are limited; volunteers will be accepted on a first-come, first-served basis.

Following completion of pilot testing, labs will begin transitioning into Campus Optics in phases starting in July. We anticipate the full transition process will take approximately 2–5 months, with Campus Optics expected to be fully operational across UF by the end of the calendar year. Additional information regarding the transition phases will be forthcoming over the next few weeks. 

We appreciate your continued partnership and support as we work to implement a more modern, efficient, and user-friendly research safety platform.

Date: April 1, 2026 | Format: Email | To: All Gator TRACS Users

Dear Colleagues,

Below are this month’s updates on the transition of Gator TRACS to Campus Optics. Thank you for your ongoing support as we prepare for this important system upgrade.

Chemical Inventory Review – Due April 24^th

As announced last month, please continue reviewing and updating your chemical inventories in Gator TRACS. After April 24^th, we will migrate the current inventory data into Campus Optics. Ensuring your entries are accurate now will help support a clean and reliable transition.

Personnel Roster & Lab Manager Review

In addition to updating your inventory, please take a moment to review your personnel roster and confirm that Lab Manager assignments are correct.
You may update this information in the LATCH module in Gator TRACS by adding or removing personnel and assigning the appropriate role. At the end of April, EH&S will upload the list of Lab Managers into Campus Optics and link them to their corresponding PI/Research groups. The remainder of each group’s personnel roster will be added at a later stage.

Training Records in Gator TRACS

Please note that training records will no longer be imported into Gator TRACS after April 24th. While up‑to‑date training information will not appear in LATCH after this date, individuals will continue to have access to their full training history through myTraining.

Upcoming Campus Optics Training

We anticipate beginning online training sessions for the new system in May. Once dates are finalized, we will share them via email and post them on the Gator TRACS webpage.

Thank you for your collaboration and support as we work toward a more efficient and user-friendly research safety system.

Date: March 24, 2026 | Format: EH&S Quarterly Newsletter | To: All Gator TRACS Users

EH&S continues to make progress on the transition from GatorTRACS to Campus Optics, the university’s future research safety management platform. Data migration is currently underway, and the new system is expected to launch in the second half of 2026. Training opportunities for lab personnel are planned for later this spring, with dates to be announced soon. To help ensure a smooth transition, labs are asked to review and update their chemical inventories in GatorTRACS. Please confirm that:

• Chemical or compound names are accurate
• CAS Number and Manufacturer fields are complete
• Room locations reflect current storage areas
• The inventory matches what is physically present in the lab

Updating your GatorTRACS records now will help ensure a clean and accurate migration to Campus Optics.

Please complete your inventory review by April 24.

EH&S will continue to provide monthly email updates with timelines, training opportunities, and next steps. More information is available on the EH&S website.

Date: March 2, 2026 | Format: Email | To: All Gator TRACS Users

Dear Colleagues,

As shared earlier this year, EH&S continues to make steady progress toward transitioning Gator TRACS to our new research safety platform supported by Campus Optics. We remain on track with implementation and appreciate your partnership throughout this process. During March, our efforts will focus on ongoing data migration and providing in‑depth training for EH&S staff to ensure we are fully prepared to support you when the system launches. Training opportunities for lab personnel are expected to be available later this spring, and we will announce dates as soon as they are finalized.

Action Required: Chemical Inventory Review (Due April 24)

To support a smooth migration and ensure high‑quality data in the new system, we ask lab staff to review and update their chemical inventories in Gator TRACS over the next two months. Please verify the following information for each entry:

• Chemical/compound name is correct
• CAS Number and manufacturer fields are complete and accurate
• Room locations reflect current storage
• Inventory matches what is physically present in the lab

Because your Campus Optics inventory will be built directly from current Gator TRACS data, completing this review now will save time later and help ensure a clean, reliable transition. Please ensure that your inventory is reviewed and updated by April 24^th.

We will continue to provide monthly updates as the transition advances. You may also follow our progress and find past announcements on the Gator TRACS webpage. Thank you for your continued collaboration as we work to deliver a more efficient and supportive research safety experience. We look forward to sharing more soon.

Date: February 2, 2026 | Format: Email | To: Principal Investigators and Lab Managers

Dear Colleagues,

As highlighted in our December newsletter, an exciting transformation is underway for Gator TRACS, the system you use for EH&S lab inspections, chemical inventories, hazard assessments, and biohazard project registrations. After thoughtful evaluation and years of valuable feedback from researchers and lab staff, EH&S will be transitioning from Safety Stratus to a modern, more intuitive platform provided by Campus Optics. We are targeting a rollout in the second half of 2026.

This upgrade is driven by institutional needs and by the input from our stakeholders for better functionality, smoother workflows, and a more user‑friendly experience. We’re genuinely excited about the improvements ahead and the opportunity to deliver a system that better supports your research and compliance needs.

At this stage, no action is required from labs. EH&S and IT are actively working behind the scenes to migrate essential data and ensure a seamless transition. Data transfer will continue through February, followed by internal training for EH&S staff. Once we are confident in system readiness, we will invite selected labs to participate in beta testing and schedule future demonstrations for the research community. In the meantime, please continue using the existing Gator TRACS system for all research safety compliance requirements.

You can expect monthly email updates as we move through each phase of implementation, including timelines, training opportunities, and next steps.

Thank you for your continued partnership as we work to bring a stronger, more efficient research safety experience to campus. We’re looking forward to sharing more soon.

Date: December 12, 2025 | Format: EH&S Quarterly Newsletter | To: All Gator TRACS Users

EH&S is thrilled to announce major improvements coming to GatorTRACS, UF’s online laboratory compliance platform. Launching in the second half of 2026, the new system will feature:  

• A user-friendly interface for easier navigation
• Enhanced functionality to streamline compliance tasks
• New modules and tools to support lab safety and administration

These updates were developed using feedback from the UF research community and will make compliance simpler, faster, and more reliable.

What to Expect?

No action is required right now. Beginning in January, Principal Investigators and lab staff will receive monthly email updates, along with invitations to spring town hall meetings for Q&A and demonstrations.