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IRB-HSR > FAQ > Track Changes

 

 

 

 

 

 

Track Changes with Microsoft Word

What is tracking?
Tracking is a word processing mechanism the HSR uses to find changes made within documents requiring review.  Microsoft Word (the program supported by UVA Health System Computing Services and Information Technology and Communication (ITC) and loaded on Desktop Computing Initiative computers) provides a tracking tool which, when turned on prior to editing, will display any changes made to a document either on screen or in print, and as a separate function, accept or reject those changes either singly or altogether.

How does tracking work? 

Microsoft Word 2003

  1. Open the document (protocol or consent form)
  2. Click on Tools, Track Changes .  The track changes icon is to turn shaded when it is on, however there have been problems with this. The best way to find out if it is working is to make a change and see if it is tracked.

    If you want the changes to show up on the screen as you edit, click on View-Markup.  Again the only way to tell if this is on or off is to try it. 

    If you want the changes to show up on a printed copy, click on View-Markup.  Again the only way to tell if this is on or off is to try it. 
  3. Make changes to your document. 

*If using Microsoft Word 2003, follow these instructions to turn off the balloon feature before using the tracking mechanism in your document:
In the top menu bar click on Tools , Track Changes , which gives you the Track Changes toolbar.  In the Track Changes  toolbar, click Show , Options , and remove the checkmark beside the option Use Balloons In Print And Web Layout.

Microsoft Word 2000*

  1. Open the document (protocol or consent form)
  2. Click on Tools, Track Changes, Highlight Changes . 
  3. Check the box Track Changes While Editing . 
  4. If you want the changes to show up on the screen as you edit, check the box Highlight Changes on Screen .
  5. If you want the changes to show up on a printed copy, check the box Highlight Changes on Printed Copy .
  6. Make changes to your document. 

For both Microsoft 2000 and 2003

  1. Change the revision date in the document footer.  (The revision date is the date you made the change.)
  2. Close Document-Answer yes, when asked if you want to save changes.  At this point PLEASE  DO NOT ACCEPT CHANGES UNDER TOOLS.  THIS SHOULD NOT BE DONE UNTIL THE CHANGES ARE APPROVED BY THE IRB-HSR.
  3. Submit your document to the IRB-HSR as required below.

When is tracking required?
Tracking is required any time a modification is made to the protocol or consent, even if the protocol has not yet been approved. 

What are the submission requirements?

Protocol Modifications: Submit

  • One  copy of the protocol signed by the principal investigator showing the change
    (Under Tools check the box Highlight Changes on Printed Copy prior to printing.)

Consent Modifications: Submit

  • One copy of the consent showing the changes
    (Under Tools check the box Highlight Changes on Printed Copy prior to printing.)
  • Two copies of the consent with the changes incorporated
    (Under Tools uncheck the box Highlight Changes on Printed Copy prior to printing.) 

How and when do I accept the changes?
AFTER you have received approval of the modification from the IRB-HSR, open the tracked document and accept the changes by clicking on Tools, Track Changes, Accept or Reject Changes, and Accept All.

Please make sure you always accept the changes after each IRB-HSR approval so previous changes will not show up in future submissions.

Revised 10-13-05