HS-IRBs News - March 2009

Health Sciences and Minimal Risk IRBs, IRB News / Volume 1, Number 4, March 2009

New Drop-Off Location for IRB Submissions

As of 2/24/09, all paper IRB submissions should be dropped off in Room B-3060 of the VA Hospital. This is just down the hall (closer to the elevators) from the previous drop-off location. Approval letters and other items to be picked up are now available in Room B-3093. Please note that all other submission procedures, including electronic pre-review of changes and initial reviews, remain unchanged. Our phone number remains the same.

ARROW Update

The HS IRBs and Graduate School IT staff continue to work on development of the new electronic submission and review system (ARROW). Over the past several weeks, IRB staff have been meeting with study coordinators and researchers from different areas to review a draft of what will be the new initial review application in ARROW. The feedback we have received has been very valuable and will help make the new application as user friendly as possible. We would like to thank everyone who has taken the time to help us with development of the new form and we look forward to meeting with more groups in the coming months as ARROW development continues.

Have Questions? NEW asktheirb Email to Pilot in March

In an effort to provide the research community with another way to get assistance from the HS IRBs office, we are pleased to announce that we will be piloting the use of a new email address for general questions: asktheirb@medicine.wisc.edu. This email account will be monitored daily by several IRB staff members and, if a question requires particular expertise to answer, the email will be forwarded to the staff member best able to provide assistance. Asktheirb will become active on March 16th and we expect to pilot it for about 6 months.

How to Use asktheirb

  • Asktheirb is for general questions ONLY
  • Do NOT send any attachments to asktheirb
  • Submissions must still be sent to irbreview@medicine.wisc.edu
  • Questions regarding a specific submission already under review should still be directed to the staff reviewer identified on any correspondence or email
  • Turnaround time for responses to asktheirb emails will range from 1-2 days for simple queries to up to 5 business days for more complex issues
  • For immediate guidance, continue to contact us at 263-2362 to be connected with the staff reviewer on call for the day

Towards the end of 2009, we will be conducting another IRB user survey and will welcome your feedback on this pilot outreach effort.

UW HS-IRB Listserv Instructions

To help us provide everyone with the most current updates and announcements more easily, we are happy to announce the development of a new Health Sciences IRBs listserv. We will use the HS IRBs listserv to provide you with useful information about upcoming changes and tips for how best to utilize the new processes. Anyone can subscribe to the listserv and this will allow us to reach out to people who are not listed in our current database, including administrators. To receive listserv announcements, you MUST subscribe to the listserv. To subscribe, please review Document 17720 is unavailable at this time. .

Please note that beginning in May 2009, the HS-IRBs newsletter will be sent exclusively through the listserv, so please join the listserv if you wish to continue receiving this newsletter.

WIRB Listserv Instructions

If you would like to receive updates about WIRB please reply to or have your staff members email submitwirb@medicine.wisc.edu requesting to be put on the list.  We will no longer be using the large campus email list to send out WIRB updates.  It is very important that PI's pass this information along to their research teams so they can subscribe and be assured they'll receive updates promptly.  We would like to thank you for your assistance in advance. 

Helpful Reminders and Tips

With each newsletter, the HS-IRBs office will now be offering reminders and tips to help make the IRB submission process as smooth as possible. This month’s tips are:

  1. When submitting documents to the IRB electronically, please make sure to follow our naming conventions. This will help speed up the review process as IRB staff will know what each file submitted is. The naming conventions can be found in the “Instructions” documents located with relevant forms (i.e. with change and initial review forms).
  2. Please note that during pre-review, signatures are not required on electronic submissions. Signatures are not required until hard paper copies are submitted.
  3. When submitting a continuing review progress report, please remember to submit two (2) copies of the consent form—one for us to stamp and keep on file, and one for us to stamp and send back to you.

Additional Survey Results

In December 2007 and January 2008, the HS IRBs invited people listed as key personnel on HS IRB protocols to complete a user satisfaction survey. A total of 330 people from 52 different departments/groups responded to provide feedback. In last month’s newsletter, we provided some general results. In this month’s newsletter, we’re sharing results regarding user perceptions of the IRB process and ease of use.

According to the survey, people generally found the IRB process easy to understand. On a scale of 1 to 5, with 1 being strongly disagree and 5 being strongly agree, 143 respondents agreed or strongly agreed that the IRB process is easy to understand, and 95 disagreed or strongly disagreed. However, 169 respondents agreed or strongly agreed with the statement that the IRB is an obstacle they must overcome; 86 disagreed or strongly disagreed with this statement.

Regarding guidance from IRB staff, 246 respondents agreed or strongly agreed that IRB staff are willing to work with them to resolve problems that arise during the review process. Only 29 disagreed or strongly disagreed with this statement. A total of 219 people agreed or strongly agreed that IRB staff have the expertise to answer their questions, with 45 people disagree or strongly disagreeing with that statement.

Again, we’d like to thank to those of you who responded to our survey. Additional survey results will be provided in next month’s newsletter.

Information Security Brown Bags

UW’s Office of Information Security will be presenting a series of brown bags on information security. Please note that these sessions are not presented by the IRB, but may be helpful for researchers using portable devices. For information about these sessions, please contact Daniel Marleau at marleau@wisc.edu.

Brown Bags offered:

  • March 4 - Noon - 1pm - 1325 HSLC
    • Off-campus Safe Computing Part 1: Protecting Your Laptop's Data
  • March 11 - Noon - 1pm - 1325 HSLC
    • Off-campus Safe Computing Part 2: Using Your Laptop Safely On the Road
  • March 18 - Noon - 1pm - 1325 HSLC
    • Finding and Protecting Sensitive Data on Your Computer
  • March 25 - Noon - 1pm - 1325 HSLC
    • Protecting Data By Using Network and Server Scanning Tools
  • April  1 - Noon - 1pm - 1325 HSLC
    • Worst Practices, or 10 Easy Steps to Losing Your Data



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:18466
Owner:Faye L.Group:Health Sciences IRBs
Created:2011-05-05 19:00 CDTUpdated:2015-10-13 15:11 CDT
Sites:Health Sciences IRBs
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