iProtocol Launch Delay: Due to unforseen circumstances, the IRB-SBS needed to delay launching iProtocol. We anticipate that the new app will be available on Monday, Jan 21st. If you are interested in receiving an email annoucnement when the app is available, submit your email address here.
Designed in accordance with new federal regulations (Revised Common Rule), iProtocol will help researchers navigate IRB regulations and submit compliant protocols that will be efficiently reviewed by our staff, taking advantage of new exemption flexibility, etc. iProtocol’s protocol development tools will help researchers build and maintain protocols, communicate with our office, and organize all the essential elements of a compliant protocol in one secure and easily accessible place.
While iProtocol and the Revised Common Rule won’t change the essential elements of the IRB ethical review process, the IRB-SBS will modify how protocols are received and processed in our office. In general, the changes will create more efficiency for researchers and staff alike. The following section will provide additional details regarding the Revised Common Rule and how it will affect new protocols in 2019 as well as previously approved protocols.
Please note that we will be assessing protocols on a case-by-case basis and if you have any concern as to what is the best course of action for your protocol, please contact our office directly. As our office navigates this transition period, we appreciate your patience and support.
|#||Office Procedure||Revised Common Rule||Pre-2018 Regulations|
|1||Protocol submission and maintenance||Use iProtocol: online application for protocol submission and review||Word forms submitted via email|
|2||Exempt Review||Expanded categories; exempt review conducted by our staff with no requirement for continuation. Modifications to the protocol need to be submitted for review and a study closure form will be submitted at study completion.||Fewer categories; exempt review conducted by board member through expedited process|
|3||Continuation Review for Expedited Studies||No change to categories; continuation no longer required; initial review conducted by board member through expedited process. Modifications to the protocol need to be submitted for review and a study closure form will be submitted at study completion.||Annual continuation required; review conducted by board member through expedited process||5||Other changes||Minor adjustments to waiver of consent requirements and consent form templates|
New protocols are submitted using iProtocol on January 21st. If you want to start preparing your protocol now, iProtocol Text Boxes is a Word document with all of the iProtocol questions that require a written response and you can use the document to start crafting those responses (please note that several questions in the iProtocol form are either yes/no questions or checkboxes and those questions are not provided in this document). iProtocol will continue to use Word documents for consent templates which can be found here. Final versions will be uploaded into iProtocol with your protocol form. Remember that the Board will want to see all materials used to recruit participants, study instruments (surveys, observation protocol, etc), and any other relevant documents (which can all be uploaded with your iProtocol form as well).
The IRB-SBS is no longer accepting new protocols using the old Word documents. By January 2020, our office will no longer maintain paper files and any protocol that was approved using the old forms will be required to transition to iProtocol. The Word protocol form is not exactly the same as the iProtocol form so transitioning the protocol to the new format will require some rewriting and will need to be reviewed as a new protocol under the 2018 Revised Common Rule checklists. In addition, the Board may require this transition earlier than January 2020 if you need to make major modifications to the protocol, etc. While we are willing to be flexible and work with researchers during this transition period, in general the best plan for submitting and maintaining a new protocol will be to use iProtocol, particularly if you plan to conduct the study for multiple years.
Protocols that were approved under the pre-2018 Common Rule regulations can continue to be approved under the old regulations. However, our office will no longer maintain paper protocols after January 2020 and we will require all active protocols to transition to iProtocol. While we will assess each continuing protocol based on the study’s needs, we recommend the following:
iProtocol is an online application designed to facilitate the IRB-SBS protocol submission and review process. Using iProtocol, researchers will:
iProtocol is currently completing development and will be available for general use starting January 21st 2019.
CFR 45:46 is the section of the Federal Register that governs IRBs. Referred to as the “Common Rule” because of the multiple agencies that ascribe to its precepts, new revisions (“Revised Common Rule”) were recently accepted which take effect January 21, 2019. In order to continue to be in compliance with CFR 45:46, UVA’s HRPP standard operating procedures and review policy will also be revised. Overall, the essentials that make research involving human participants ethical will not change; rather this is an opportunity to streamline processes and modernize them in accordance with ever evolving research practices. IRB-SBS’s new online submission and review application, iProtocol, is designed to assist researchers and IRB-SBS reviewers with the newly revised procedures.
The Revised Common Rule (RCR) includes changes in the following areas:
The most significant change that will affect IRB-SBS researchers is the expanded exemption categories. Exempt categories can be found on the OHRP website.
Exemption means that a qualified research study isn’t required to follow the specific requirements defined by the regulations and the researcher is allowed more flexibility. Exemption status is determined by the IRB-SBS and requires protocol submission and review. Researchers conducting exempt studies need to submit a protocol using iProtocol. The new regulations allow for greater flexibility and some reviews can be done by the staff rather than needing board member approval, etc; coupled with the benefits of using iProtocol as a review tool, exempt protocols will be reviewed in a timely manner. Exempt protocols do not require yearly continuation review but if the protocol is modified, the modifications need to be submitted for review. When the study is completed, it is important that researchers submit a study closure form. iProtocol will help researcher accomplish modifications and study closure.
|Revised Common Rule Exemption Categories||Comparison with Pre-2018 Exemption Categories|
|Pre-exemption text: Studies that focus primarily on incarcerated participants (prisoners) cannot be exempt. Some exemption categories cannot be applied to minors.||New: Not allowing prisoner studies to qualify for exemptions Stays the same: Some exemption categories can’t be applied to minors|
|Normal Educational Practice (NEP): • Conducted in commonly accepted educational setting • Research involves NEP not likely to adversely impact students’ opportunity to learn required educational content or disrupts educators’ ability to teach or adversely impact their employability • NEP research includes research on regular and special education instructional techniques, effectiveness of or the comparison among instructional techniques, curricula, or classroom management methods.||New: NEP research can’t adversely impact students’ opportunity to learn educational content or disrupts educators|
Interactions, educational tests, survey procedures, interview procedures, or observation of public behaviors:
|New: more specific definition for educational tests and observation of public behavior; additional criteria that need to be met in order for exemption to apply. The pre-2018 regulations included an additional clause for exempting studies using educational tests, surveys, et al., when the study involved an elected public official or if confidentiality was maintained. This additional clause was eliminated in the 2018 Revised Common Rule.|
Benign Intervention with Adults:
If participant can be identified, the study is reviewed by the IRB.
|New: This is a new exemption category and should have broad application for many social and behavioral science studies.|
Secondary research for which consent is not required: Secondary research uses of identifiable private information or identifiable biospecimens if at least one of the following is met:
|New: This category broadens to include not only archival data but the secondary use of prospective data as well.|
Research conducted or supported by a Federal department or agency and that are designed to study, evaluate, improve, or otherwise examine public benefit or service programs:Federal departments or agencies will have an online list of exempt research and the exempt study needs to on that list.
|New: More specific definition of what qualifies as an exempt study under this category as well as a new requirement to post exempt studies online.|
Taste and food quality research: must qualify for one of the below:
|No changes from previous regulations|
Our updated website and templates will provide further guidance regarding new consent form requirements.