Frequently Ask Questions for IRB Members
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 receive your schedule via email at the beginning of each year. Additionally, in your IRB Member personnel workspace, 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 firstname.lastname@example.org)
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:
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 primary or secondary reviewer on an item, that item will appear in either your Inbox: Initials tab or Inbox: PRS and other tab, depending on what item you have been assigned. Primary and secondary 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:
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 email@example.com 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 Office at 263-2362 if you have questions.
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 firstname.lastname@example.org
) 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:
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 email@example.com
as soon as possible after the meeting. If you need assistance, please contact the IRB Member Point-Of-Contact (Liaison) for your board.
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 Point-Of-Contact (Liaison) for your board.
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). The IRB Members’ Conflicts of Interest
. If you have any questions about what constitutes a conflict, please contact the IRB Office at 608-263-2362.
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
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 Point-Of-Contact (Liaison) for your board.
Who is the IRB Member Point-Of-Contact (Liaison) for my board?
The IRB Member Points-of-Contact are as follows:
Jackie Lee, firstname.lastname@example.org