CampusOptics

Date: August 13, 2026 | Format: Email | To: All Gator TRACS Users

Dear Colleagues,

As we continue the transition to CampusOptics, please review the important updates and upcoming deadlines below.

Access and Personnel Rosters – CampusOptics is now live for all users. If you are a PI or Manager, please log in and verify the personnel listed for your laboratory or research space. Short tutorial videos and other training resources are available on the EH&S CampusOptics website.

Biohazard Project Registrations

All pending or draft Biohazard Project Registrations in Gator TRACS must receive approval by the September 16^th IBC meeting for the project record to transfer into CampusOptics. Please pay attention to additional important dates and deadlines below.

New Project Submissions

• New Biohazard Project Registration submissions will open in CampusOptics on August 17^th. If you need to submit a new project registration in the coming weeks, please contact us at campusoptics@ehs.ufl.edu so we can provide you guidance. Do not start a new biohazard project registration submission in Gator TRACS.

Amendments and Renewals

• Administrative amendments (personnel or room changes only) will continue to be accepted in Gator TRACS through the end of August.
• If possible, please postpone submitting technical amendments (research content changes) and renewals until after September 16th. If you must submit a technical amendment or renewal before then, please contact campusoptics@ehs.ufl.edu.
• Amendments or renewals in Gator TRACS that are not approved by the September 16^th IBC meeting will not transfer to CampusOptics.

Chemical Inventories

All chemical inventory management has transitioned to CampusOptics.

• Additions, removals, and updates to chemical inventories must now be completed in the new system.
• Chemical inventory functionality is no longer available in Gator TRACS.
• Contact EH&S at CampusOptics@ehs.ufl.edu for issues with the chemical inventory.

Hazard Assessments

All research laboratories and spaces must complete a hazard assessment in CampusOptics by December 1. Please note that personnel training records may not display correctly until the initial hazard assessment for the space has been completed. We encourage laboratories to complete this requirement as soon as possible.

Safety Surveys Reports

EH&S is generating safety survey reports through CampusOptics for Main Campus and most satellite locations. PIs will receive automated email notifications when corrective actions (aka issues) require attention. Both the PI and the designated Space Administrator can close issues through the online portal.  

Training Opportunities

EH&S continues to offer weekly training sessions via Microsoft Teams for those who would like additional assistance. Training schedules, registration links, tutorial videos, and transition updates are available on the EH&S CampusOptics website.

Thank you for your cooperation and patience as we implement CampusOptics. This transition will provide a more streamlined and integrated platform for managing research safety activities across the university.

Date: July 29, 2026 | Format: Email | To: All Gator TRACS Users

Dear Colleagues,

We are pleased to announce the next phase of the CampusOptics implementation. In the coming days, you will receive a system-generated email containing a link to access your CampusOptics account. Alternatively, you can access the platform by clicking on this link.

Beginning in August, the following activities will be managed through CampusOptics:

• Annual Safety Surveys
• Annual Hazard Assessments
• Chemical Inventory Updates
  • Please note that any new updates made to chemical inventories in Gator TRACS after June 12, 2026, will not be transferred to CampusOptics.
• Hazardous Waste Pickup Requests
• Satellite Accumulation Area (SAA) Surveys

At this time, Biohazard Project Registration submissions should continue to be completed in Gator TRACS. We are currently transitioning project information between systems and anticipate opening Biohazard Project Registration submissions in CampusOptics within the next one to two months.

To support this transition, we have created a CampusOptics resource page that includes implementation updates, training materials, and short demonstration videos: CampusOptics – UF | EHS

In addition, EH&S is offering weekly virtual training sessions covering each CampusOptics module. A schedule of upcoming sessions is available on the UF EH&S CampusOptics website. Registration is available through myTraining up to 24 hours before each session.

We appreciate your patience and support during this transition and look forward to providing a more streamlined and efficient platform for managing research safety activities. If you have questions, please contact us at CampusOptics@ehs.ufl.edu.  

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.