HS-IRBs News - August 2009
Health Sciences and Minimal Risk IRBs, IRB News / Volume 1, Number 8, August 2009
Printer Friendly Newsletter August 2009
As development of ARROW continues, we want to begin
introducing some features of the system as well as some administrative changes
that the new system will bring.
- Downloading IRB Correspondence: All IRB correspondence will be stored within
ARROW and study teams will be able to download any IRB correspondence whenever
needed. Due to technical requirements, IRB correspondence in ARROW will have a
different look from current letters. For example, IRB correspondence will no
longer contain signatures, but will still retain IRB letterhead and will also
- How actions are structured in ARROW: As mentioned in the last newsletter, ARROW is
built to reflect every stage of the IRB review process. Each stage is
represented by what is called at “state” (e.g., pre-submission, IRB pre-review,
approved). Within each state, study teams can perform certain actions. These
actions are called activities and each state has its own set of activities.
Activities include actions like submit modification response, withdraw, and
submit study completion report.
- Tracking a study’s history: Every study within ARROW has what is called a
history log that can be seen by the study team as well as IRB staff and IRB
members. The history log contains a comprehensive list of activities that have
been completed for that study, including date, time, and who completed the
activity. The history log will provide an easy way for study teams and the IRB
alike to keep track of what happened when with a particular study and will
bring more transparency to the IRB review process.
IRB review process for multi-site research
multi-site research can be challenging and the IRB review process can be
complicated, involving duplicative effort on the part of study teams and IRBs
alike. The HS-IRBs Office has been working over the past two years to identify
ways to streamline the IRB review process for research involving multiple sites
within Wisconsin. Through close coordination with IRB colleagues at other
institutions, the HS-IRBs are proud to announce two new initiatives designed to
reduce the administrative burdens sometimes posed by IRB review for multi-site
research while ensuring that the highest standards for human subjects
protection are maintained.
Wisconsin IRB Consortium (WIC)
is a collaboration involving the UW-Madison HS-IRBs and the IRBs at Aurora Health Care, Marshfield Clinic, and the Medical College of Wisconsin.
Development of WIC began in 2007 with the goal of creating a process that, when
possible, would identify a single IRB of record for multi-site studies
involving any combination of the 4 WIC institutions. WIC is in its pilot phase
and determinations about whether deferral of IRB review to a single institution
is appropriate are made by the relevant IRBs on a case-by-case basis. Study
teams interested in using WIC must submit a WIC request form before
submitting an IRB application to any WIC institution. Details regarding the WIC
process (including directions for submission) can be found on the WIC website.
Hospital and UW-Madison have recently finalized an agreement that establishes a formal working partnership between the Meriter IRB and the
HS-IRBs. The agreement provides a framework for determining what types of
studies fall under the purview of each institution’s IRB. For several types of
studies (e.g., retrospective chart reviews, many types of research involving
biological specimens), study teams will be eligible to have their studies
reviewed by a single IRB of record. Study teams interested in using the
Meriter-UW-Madison IRB Partnership must submit a request form before
submitting an IRB application to either institution. Please contact the HS-IRBs
main office for details regarding the Partnership review process.
Tips to make the
HS-IRBs submission process go smoothly
The Health Sciences
IRBs recognize that research teams may have submissions that they need to
submit simultaneously to the IRB or already have a prior submission under IRB
review and need to send in further submissions.
In general the IRB cannot review more than one submission at a time and
must resolve one action before proceeding to the next. This will be especially true in the
electronic submission and tracking system, ARROW. Another reason why the separation of review
of submissions has become necessary is that the HS IRBs Office has subdivided
review functions amongst different staff.
For example, the staff who handle continuing reviews are not the same as
those who handle changes of protocol.
The HS IRBs Office
receives over a thousand submissions per year.
With ARROW the receipt of these submissions and their status will be
more easily tracked by both the IRB and the research team. Until then, please assist us in serving you
better by keeping the following in mind:
- When submitting
materials to the HS IRBs Office other than applications for new projects,
please include a protocol number and PI name on the materials. If a particular staff reviewer requested the
documents, please reference this with the submission by providing a copy of the
email in which that individual requested the materials as the first document of
- If the HS IRBs Office
has already received an IRB submission that is still in process, you may wish
to hold the new submission until the prior one is resolved, unless it is a
- If another submission
(e.g., a change of protocol with a cooperative group deadline or continuing
review of a protocol close to expiring) should take priority over a submission
that is still in process with the IRB, please contact either the staff reviewer
assigned to the current submission or the Submission Specialist, Molly Lumley,
to discuss which submission should take priority in IRB review.
- If submissions are
related, such as a change of protocol and a reportable event (e.g.,
unanticipated problem, noncompliance, adverse event), please draft a memo or
cover letter to be included with the submission detailing the IRB protocol
number, which submissions are related
and the dates those submissions were sent to the IRB that we can coordinate the
- Please ensure the
information on the Cover Sheet, especially the assigned IRB protocol number,
matches the assigned IRB protocol number on the IRB application.
reportable events (e.g., new information, potential non-compliance, adverse
events) should be submitted to the IRB within 14 business days of the event per
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.
- 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
- General IRB questions, please call our main line (608-263-2362) to speak with the staff reviewer on call
or email email@example.com. These are the quickest ways to get help with general
- Specific questions regarding the status of your review and/or reviewer notes, please contact the staff reviewer assigned to your application.
- Help with single IRB review and reliance questions, email irbreliance.wisc.edu.
- Assistance with ARROW or technical questions, email firstname.lastname@example.org.
- Newsletter and other IRB updates, please sign up for the general HS-IRBs listserv by emailing email@example.com.
- WIRB updates, please sign up for the WIRB listsserv by emailing firstname.lastname@example.org 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.