IRBManager Transition

IRBManager – the IRB’s New Electronic Submission and Review System

The IRB will soon be transitioning to an electronic system for submission, review, and maintenance of IRB applications! 

Where are we now?  A system has been selected, its functionality is being developed, and an implementation date has been set. 

What is the system?  The system, called IRBManager, has many great features that will automate some of the manual processes required by paper, allow access to all IRB-related records for your studies, and expanded communication methods during the review process. 

  • IRB applications will be completed, signed, and submitted completely in the system – no more hand-written signatures or delivering paper applications. 

  • Access is granted through single-sign on using your ISU NetID and password.

  • Electronic uploading and storage of consent documents, data collection materials, etc.

  • Full listing of current research personnel viewable within a single page in the study record.

  • Built-in links to relevant guidance and educational materials, templates, etc.

  • More options for communication between IRB staff and researchers – electronic “sticky notes” can be added in relevant sections of the application, changes are highlighted for easy viewing, etc.

Expected Launch?    March 19, 2018, 8:00 AM

       NOTE:  The IRB office will accept applications using the current process for application and
       submission (paper applications in either scanned or hard copy) until Friday, March 9 at 5:00 PM.
       After that time and until March 19 at 8:00 AM, IRB applications will NOT be accepted to allow the IRB
       staff to prepare for the full IRBManager Implementation. 

       Beginning March 19 at 8:00 AM, IRB applications may be submitted through the IRBManager
       system for review.

   For studies approved or exempted prior to March 19, basic protocol information (e.g., title, PI) will be imported into IRBManager.

How can you help?  There are two primary ways:

  1. Renew Human Subjects Training using the CITI modules:   IRB Manager will automatically check human subjects training, provided researchers have completed the CITI training modules. Applications may not be submitted in IRBManager unless training is complete for all study personnel. 

    If you have not done so already, we strongly encourage you (and any research staff involved on your projects) to complete the CITI training modules now which will make the switch to IRBManager much smoother. Remember – you must register with CITI using your ISU email address and affiliate with ISU to allow automatic checks of training.

    IRBManager cannot automatically check training for researchers who do not have ISU email addresses.  Researchers working with unaffiliated colleagues will have the option to add these individuals as “contacts” and upload copies of their completed training certificates into IRBManager when completing an application.  Guidance on this process will be located within the application in IRBManager.
     
  2. Formally close any projects that are complete, including those that were deemed exempt. The IRB’s Study Closure policy outlines when projects can be closed to IRB oversight. You may submit the short Project Closure Form to formally close the project.

Training Sessions: Training sessions for general use of IRBManager will be held in the Kingland Conference Room 222 on the dates and times specified below:

  • Thursday, February 15: 1:00-2:00 PM
  • Friday, February 16: 9:00-10:00 AM
  • Friday, February 16: 11:00 AM-12:00 PM
  • Tuesday, February 20: 11:00 AM-12:00 PM
  • Wednesday, February 21: 1:00-2:00 PM
  • Wednesday, February 21: 3:00-4:00 PM
  • Monday, March 5: 2:30-3:30 PM
  • Tuesday, March 6: 9:00-10:00 AM
  • Tuesday, March 6: 11:00 AM-12:00 PM
  • Thursday, March 8: 1:00-2:00 PM

Participants will learn how to use the system to access study information and submit IRB applications in IRBManager for both new studies and for those requiring subsequent reivew (modification, continuing review). The session will also cover how to submit applications for modification or continuing review of research approved prior to IRBManager implementation. Bring a laptop for this hands-on session! Log-in information for training purposes will be provided for use during the session. Registration is available online.

Guidance will be forthcoming regarding the general use of IRBManager for those who are not able to attend a training session.

Questions?  Feel free to contact Roxanne Bappe at rbappe@iastate.edu, 294-4215 or Kerry Agnitsch at kagnitsc@iastate.edu, 294-4271.