For IRB Members

Welcome to the home page for members of the University of Wisconsin-Madison Health Sciences Institutional Review Boards!

Here you will find details for news and updates, meeting logistics and FAQs, overview of IRB member responsibilities, review guidance, continuing education items, and guidance on using ARROW.

Questions? Please contact:


News and Updates

Newsletters

Meeting Logistics and FAQs

When and where are meetings held?

Meeting dates and tentative locations are posted on the HS-IRBs website at IRB Meeting Dates.

Typically, HS-IRB meetings start at 3:30pm on Mondays/Tuesdays and MR-IRB meetings start at 3:15pm on Mondays.

Please check the agenda in ARROW for confirmed meeting location and time.

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How do I know if I am scheduled to attend a meeting?

Schedules for each member and review group are set for the entire year. You will work with the Annual Schedule Organizer, Tesha Zimmerman, at the end of the calendar year to determine your availability, and final schedules are sent via email. Additionally, in your IRB Member personnel workspace in ARROW, there is an Upcoming Meetings tab. This will list all meetings in the next 14 days for which you are scheduled to attend.

The HS IRBs Office emails IRB members reminders (through irbreview@medicine.wisc.edu) approximately 12 days before a meeting they are scheduled to attend. Please respond promptly to the email to confirm meeting attendance. If you cannot attend the meeting, please let the HS IRBs Office know as soon as possible in order to allow reviews to be assigned to those attending the meeting, as well as ensuring quorum can be met and maintained.

Please see the following:

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How do I know if I have been assigned as a reviewer for an upcoming meeting?

If you are scheduled to attend an upcoming meeting, you will get an automatic email from ARROW the week prior to the meeting (usually by the Thursday before the meeting) stating that the agenda is finalized. Once you get this email, you are responsible for logging into ARROW to review the agenda and all materials. Agendas can be found by clicking on the meeting date in the Upcoming Meetings tab.

If you are assigned as a first or second primary reviewer on an item, that item will appear in either your Inbox: Initials tab or Inbox: Other tab, depending on what item you have been assigned. First and secondary primary reviewers are also listed next to each item on the agenda itself. You will not receive any emails specifically to alert you to your review assignments; you must review the agenda to determine if you have been assigned anything.

Please see the following:

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I received an email indicating IRB meeting materials are available for a meeting I did not think I was expected to attend. Why did I receive this email?

You have received this email because:

  • You previously confirmed that you would attend this meeting when the IRB meeting schedule was sent out at the end of the previous year. You would have received an email from irbreview@medicine.wisc.edu requesting confirmation that you were able to attend; or
  • If you did not receive a confirmation email, most likely no one from your reviewer group could attend. Someone from each reviewer group must be designated on the agenda per regulatory requirements, and you are the designated primary reviewer for that group.

Please contact the IRB Meeting Coordinator Laura Weitzman in the IRB Office at 263-2362 if you have questions.

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What if I receive notice that I am scheduled to do reviews for a Preliminary Review Session (PRS)?

Schedules for members and review groups are set for the entire year, which include assigned PRS. As part of this process, IRB members are asked to confirm their schedule. You will receive your confirmed schedule via email prior to the beginning of each year.

The HS IRBs Office emails IRB members reminders (through irbreview@medicine.wisc.edu) approximately 12 days before a session they are scheduled to attend. Please respond promptly to the email to confirm that the PRS will be completed. If you cannot complete the PRS and have not found another IRB member to complete the PRS in your place, please let the HS IRBs Office know as soon as possible in order to allow time for a replacement to be found.

Please see the following:

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What do I do with Primary Reviewer Forms if I am attending the meeting?

Primary Reviewer Forms should be completed for your assignments before the meeting. The form is uploaded in ARROW for each initial review. Please review Primary Reviewer Guidance for Initial Reviews for assistance filling out the form. If you are attending a meeting, please bring your completed form place in the basket or email an electronic copy to irbreview@medicine.wisc.edu as soon as possible after the meeting. If you need assistance, please contact the IRB Member Liaison, Emily Jenner.

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What do I do with Primary Reviewer Forms if I completed my review but cannot attend the meeting?

If you confirmed your meeting attendance, but cannot make the meeting due to an unexpected conflict, please inform the IRB Office of your expected absence and forward your completed reviewer form to the staff reviewer assigned to the study with a copy to the appropriate IRB administrator (Gretchen Anding for the MR IRB and Nichelle Cobb for the HS IRB). Please review Primary Reviewer Guidance for Initial Reviews for assistance filling out the form. If you cannot complete your reviews, contact the IRB administrator as soon as possible so that the review can be reassigned to another committee member if possible. If you need assistance, please contact the IRB Member Liaison, Emily Jenner.

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What if I have a Conflict of Interest while attending the meeting?

Under campus policy, any IRB member with a potential conflict of interest related to a research protocol under review by the IRB must disclose the conflict of interest to the IRB Chair and leave the room during the discussion of the protocol and the related vote, except if the member is providing information at the IRB’s request. The conflict of interest may be financial (e.g., the member receives compensation at a certain level from a company that sponsors a research study) or non-financial (e.g., the IRB member or the member’s immediate family serves as key personnel on a protocol). If you have any questions about what constitutes a conflict, please contact the IRB Office at 608-263-2362.

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What if I am assigned to review meeting minutes?

As an IRB member, you may be assigned to review meeting minutes at a future meeting.

Please review Reviewing IRB Meeting Minutes in ARROW for assistance.

You will need to log-in to ARROW and complete the Minutes review entry in ARROW. If you had no changes for the minutes after you reviewed them, question 1.1 can be answered "NO". If the minutes can be ratified by the IRB at the upcoming meeting, question 1.2 can be answered "YES". If you do have revisions, there is a section for you to enter them and Question 1.1 and 1.2 should be answered differently, if applicable.

If you have questions about reviewing meeting minutes, please contact the IRB Member Liaison, Emily Jenner.

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IRB Member Responsibilities

IRB Members Guide

You agreed to serve on the IRB and attended orientation, but now what? The IRB Members Guide is intended to provide basic information for new IRB members. It may also serve as a helpful refresher for more experienced members. Included on this page are links to helpful guidance, a step-by-step guide to make sure you attend your first IRB meetings prepared, and guidance on how to conduct reviews. Return to top
Responsibilities in Brief
Human Research Protection Program (HRPP)

Review Guidance

Conducting and Presenting Your Review
Fact Sheets

Continuing Education Items

Available Trainings

There are currently no IRB member trainings scheduled. Please contact the IRB Member Liaison Emily Jenner if you require additional training.

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Articles

Using ARROW

General Navigation
Initial Reviews
PRS and Minutes
Deferrals and Modifications