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Close of eIRB Pilot – July 31, 2009
Important to Note: If you had
applications (new studies, amendment/revisions or final reports) in
a state of pre-submission after July 31, 2009 they have been withdrawn. You will need to submit these applications via the
paper process.
What is the eIRB Pilot?
The ultimate goal of the eIRB project was to provide an
integrated electronic system for submission of IRB applications, IRB review
of studies, document storage, and reporting. The eIRB system has been in a
pilot phase over the past three years at Washington University. Two groups
of users were included in the pilot process:
| Group 1: |
Includes a limited number of researchers who have been
using eIRB to submit New Studies, Amendment/Revisions,
Notifications and Final Reports. This group has
continued to submit Annual Renewals via paper forms. |
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Group 2: |
Includes all researchers currently submitting forms
to HRPO. Only Notifications and Final Reports are submitted through
eIRB. This group has continued to submit all other forms in paper
format. |
What is happening?
The eIRB pilot system has closed for both
Groups 1 & 2.
When did this happen?
July 31, 2009 was the last day you
were able to submit
applications via eIRB. After July 31, 2009, both Groups need to use the
paper submission process to HRPO.
IMPORTANT EXCEPTION:
Notifications will continue to be submitted through eIRB.
What did we learn from the pilot?
Working with the pilot groups has provided critical
information on what works and what does not, both from the researcher and
HRPO perspectives. We will take that information and now focus on
development of the full product to provide the research community with an
optimal eIRB system.
How was the decision made to close
the pilot?
The eIRB project team along with an outside consulting
firm conducted a thorough review of the current state of the eIRB
development project. This review resulted in a proposal submitted to the
eIRB Steering Committee. The proposal was approved by the eIRB Steering
Committee.
What have we been doing to
transition both Groups to paper forms?
| Group 1: |
Following the Steering Committee approval we
immediately began meeting with key representatives of these pilot
users to alert them to the upcoming closure and to work with them to
develop support and training structures specific to their particular
areas of research. Because this group has been utilizing many more
features of the eIRB system than the general research community, the
transition will have more impact on their application processes.
HRPO will continue to work directly with this group to provide
necessary support and training. |
| Group 2: |
The only change for this group is to switch from
submitting Final Reports in eIRB, to submitting them in paper.
Additional information about training and support for this change is
described below. |
Why did we do this?
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Freezing the current electronic system will allow us
to complete development of the final eIRB application in the most
efficient manner possible.
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We hope to prevent confusion which can occur from
working within multiple systems.
What will we gain from freezing
the system?
We will be able to concentrate on development of a system
that is intuitive and fully functional when we begin implementation. We also
will be involving end users more fully to create a system which will meet
the needs of the research community at Washington University.
When do you hope to implement the
full eIRB system?
We are still in the design phase, but we hope to
implement in early 2010.
What happened on July 31, 2009?
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If you have been using eIRB to submit applications
and Final Reports to HRPO, you may continue to do so through July 31,
2009.
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Any application that has been submitted as of this
date will be processed completely through eIRB.
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AFTER this date you must submit all New applications,
Revision/Amendments, Renewals, and Final Reports via
paper forms
available on the HRPO website.
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Notifications will continue to be submitted via eIRB.
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You are still able to VIEW all of your previous
eIRB study information even after July 31. The eIRB system will be
changed to “view only” and will remain available as an archive to you.
What if I need help with the paper
form process?
HRPO staff will be available for
support and training. We are in the process of scheduling informational
sessions. These dates will be available very soon on
our website. We are also happy to set up additional sessions at your
location for specific groups and provide “as-needed” support on an
individual basis.
How do I get more information?
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Contact HRPO at 314.633.7400 and ask to speak to the
eIRB Help Desk.
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HRPO Executive Director:
Martha F. Jones, MA, CIP
314-633-7455
jonesma@wusm.wustl.edu
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