HS-IRBs News - March 2010

Health Sciences and Minimal Risk IRBs, IRB News / Volume 2, Number 3, March 2010

Printer Friendly Newsletter March 2010

The HS IRBs Office Is Moving!

The HS IRBs Office will be moving to new space March 29th and 30th . Our new mailing address will be:

Health Sciences IRBs Office

University Bay Office Building

800 University Bay Drive, Suite 105

Madison, WI 53705

Our phone numbers and email addresses will remain unchanged.

RB Office staff generally will not be available to researcher teams on March 29th or 30th because of the move.

On March 30th, please drop off any materials for the IRB at the new IRB drop box, room 2112 of the Health Sciences Learning Center (HSLC) within the Institute for Clinical & Translational Research Client Services Center (ICSC) – see below for more information.

We ask for your patience as phone lines, computers, and people are relocated. If you are unable to reach us by phone, please leave voicemail or contact staff directly by email. We will return your calls and emails as quickly as possible.  

ARROW Update

The HS IRBs Office is pleased to announce that ARROW will be going live on March 31st with a small number of study teams from Asthma/Allergy, the Cancer Center, and Radiology. We would like to thank these study teams as well as all other members of the research community who provided valuable input throughout ARROW’s development. We will continue to work closely with the research community as rollout of ARROW continues throughout 2010 and look forward to your feedback. Details about the next phases of ARROW rollout will be available later this spring.

In the interim, please contact us if you have any questions about ARROW by emailing askarrowirb@medicine.wisc.edu.

ARROW Training Update

Formal training has begun for IRB staff and the small group of study teams expected to go live at the end of March. Training includes a combination of small group demonstration sessions, as well as interactive sessions where new users get to experience working within the ARROW system prior to going live. These training sessions focus on navigating the system, completing applications, and the IRB review process in ARROW. Training of IRB members is also planned for upcoming IRB meetings, with follow-up small group and one-on-one sessions. 

In addition to the formal training sessions, the HS IRBs Office is in the process of preparing multiple training resources for IRB staff, IRB members and study teams for use in the coming months. A second phase of study teams will go live with system in early summer, with roll out expected to be complete by this fall.

IRB Drop Box – New Location

Since the HS-IRBs Office will no longer be in space contiguous with the VA Hospital or UWHC, we have set up a second option for getting materials to the IRB Office. Starting March 31, 2010, research teams can bring materials to the new IRB Office location or bring them to the new drop box located in the Institute for Clinical & Translational Research Client Services Center (ICSC), room 2112 of the Health Sciences Learning Center (HSLC). ICSC drop box hours will be 8:30 am to 4 pm. Please note that due to limitations in office space, IRB staff will NOT be available at this location and researchers should contact the office directly with any questions about submissions. The drop box will be checked one to two times a day during weekdays. For submissions that are particularly large, please contact the IRB office at 263-2362 for advice rather than using the ICSC drop box.

Modified Submission Dates Due to April Furlough Day

The HS-IRBs Office will be closed on Friday, April 2 for a state-mandated furlough day. As a result, the deadline for continuing reviews to be reviewed at the April 20th HS-IRB meeting is Thursday, April 1.

What to Do When Key Personnel Leave UW-Madison/UWHC/VA Hospital

Did you know that the HS IRBs cannot automatically serve as IRB of record for key personnel who leave UW-Madison/UWHC/VA Hospital? This is a common situation, yet many study teams are not aware that this is an issue that needs to be addressed at the time an individual leaves the institution. The issue is frequently only discovered at continuing review and can cause significant delays in reapproving a study. To help avoid this problem, here are some things to keep in mind:

  • When learning that an individual is leaving the institution, study teams should first determine whether this person will or should remain on the study team. If the individual will no longer stay involved in the study, a change of personnel should be submitted to remove that person from the list of key personnel.
  • If a study team wants someone leaving the institution to remain as key personnel, they need to find out whether the individual leaving will fall under the oversight of a new IRB (e.g., the IRB at another university or hospital). If yes, the new IRB MUST be consulted by the study team to determine what the new IRB’s requirements are.
  • In some cases, it may be appropriate for the HS IRBs to continue to serve as IRB of record for the individual leaving UW-Madison/UWHC/VA Hospital. Whether this will be possible depends in part on a) the person’s role in the study and b) whether the new IRB is willing to defer oversight to UW-Madison.
  • Addressing such situations sooner rather than later is strongly recommended since it can take time to sort out the oversight issues. If you have any questions, please contact the HS IRBs Office for advice.

WIRB Updates

Slower response time to Submitwirb e-mail
The demand for the Western IRB service is rapidly increasing as time progresses. With this increased demand, the near instant response time to submissions and emails sent to submitwirb@medicine.wisc.edu is a thing of the past. Please plan accordingly to allow ample time for your review and upload of research.

Western IRB Advisory Group

As the Western IRB program for the UW-Madison campus has evolved over time, the SMPH Administration had determined that an advisory group specific to Western IRB and comprised of frequent users from various research departments needed to be formed. The Western IRB Advisory Group (WAG), chaired by the Director of Clinical Research for the School of Medicine and Public Health, Rebecca Marnocha, held its inaugural meeting February 2010. The scope of WAG is to serve as a resource for the Commercial IRB Specialist regarding process issues and problems that arise related to WIRB review of a protocol. The group will also identify and propose solutions to issues and concerns that arise related to the use of a commercial IRB, especially those that suggest internal infrastructure or educational gaps for research teams. Please contact the representative from your area of discipline if you would like to suggest a topic for WAG discussion. If your area of discipline is not listed below, please contact the Commercial IRB Specialist, Colette Wagner. We would like to thank the below listed members for volunteering their time and talent to the advisory group.

Area of Discipline (Research Team)

Main Representative

Asthma and Allergy

Mary Anne Kennedy


Tisha Kawahara


Jackie Lee



Kelly Richie

Office of Clinical Trials

Tina Graber


Jody Diedrich


Janice Yakey


Cassandra Nunez


Sarah Marcotte


Renae Quale


Mary Jane Williams

Questions? We're Here to Help!

Whether you have a question about a specific protocol, a general question about the submission process, or need clarification about research policy, we have several ways you can reach us.

  • For urgent issues (e.g., subject safety concerns), please call our main line (608-263-2362) and ask to speak with the staff reviewer on call for the day. Please do NOT use email for these kinds of questions.
  • For general IRB questions, please call our main line (608-263-2362) to speak with the staff reviewer on call or email asktheirb@medicine.wisc.edu. These are the quickest ways to get help with general questions.
  • For assistance with ARROW or technical questions, email askarrowirb@medicine.wisc.edu.
  • To receive the newsletter and other IRB updates, please sign up for the general HS-IRBs listserv by emailing join-hs_irbs_announcements@lists.wisc.edu.
  • To receive updates about WIRB, please sign up for the WIRB listsserv by emailing submitwirb@medicine.wisc.edu with a request to be put on the list.
  • Consultations: For investigators seeking assistance on a specific program or application, HS-IRBs staff are available for individual consultations. To request a consultation, complete the HS-IRBs Presentation and Consultation Request Form.
  • Presentations: The HS-IRBs office is available to provide the research community with presentations and trainings on a variety of topics. To request a presentation, complete the HS-IRBs Presentation and Consultation Request Form.

Keywords:Newsletter   Doc ID:18417
Owner:Faye L.Group:Health Sciences IRBs
Created:2011-05-02 19:00 CDTUpdated:2015-10-13 15:11 CDT
Sites:Health Sciences IRBs
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