IRB Member Newsletter--Volume 8 (Winter 2013)

Winter 2013

Updates for IRB Members
  • New and Departing IRB Members
  • Tips for Meeting Preparation
  • Reminder: Guidance Available on Website
  • 2014 Meeting Schedule
  • Reminder: Point-Of-Contacts (POC) for IRB Member Questions
  • Spotlight on HRPP Policy: VA Regulations

IRB Member Changes
We are happy to welcome the following new members to the Health Sciences (HS) and Minimal Risk (MR) IRBs:


  • Melissa Meredith, MD, Endocrinology
  • Allen Jhagroo, MD, Nephrology
  • Mary Zasadil, MD, Cardiology
  • John Kuo, MD, PhD, Neurosurgery
  • Sameer Mathur, MD, PhD, Allergy and Immunology
  • Reginald Bruskewitz, MD, Urology
  • Vaishalee Kenkre, MD, Hematology-Oncology
  • Mihaela Teodorescu, MD, MS, FCCP, FAASM, VA and Allergy/Pulmonology
  • Adam Stevenson, JD, Law School
  • Elizabeth Leigh, PhD, VA Audiology and Speech Pathology
  • David Kreling, RPh, PhD, School of Pharmacy
  • Claire Finando, JD, UWHC

We look forward to working with you over the coming year!

Thank you to the following IRB members who are leaving the committees.  We appreciate your service to the IRBs.

  • Russell Dixon
  • Karen Hansen
  • Maha Mohamed
  • John Morledge
  • Karl Sillay
  • Josh Medow
  • Donita Croft
  • Tracy Downs
  • Jeremy Cetnar
  • Mike Koenigs
  • Dinesh Shah
  • Amanda Margolis
We recommend our joining members look over our New IRB Members Guide to prepare them for their new role. The IRB liaisons, Brooke and Chelsea, will contact you before your first IRB meeting to assist you.

Tips for Meeting Preparation
Adequately preparing for IRB meetings is critical in keeping meetings running smoothly and efficiently.  The following is a list of tips for IRB meeting preparation for primary reviewers, as well as for IRB members not assigned as reviewers:

Primary Reviewers: Prior to the Meeting

If you are assigned as one of the two primary reviewers on an initial review, you should come to the meeting prepared to:

  1. Summarize the study, including overall goals, subject population, and major study procedures
  2. Outline your primary concerns or questions
  3. Propose a motion (e.g. "I recommend this item be approved, once the following modifications are addressed by the research team...")
In order to do this, primary reviewers should thoroughly review the following items associated with the submission, as applicable to the study:

Please see Finding Study-Related Documents in ARROW to help you locate these documents and Primary Reviewer Guidance for Initial Reviews to guide you regarding how to conduct your review.

Primary reviewers: At the meeting

  1. Many IRB members choose to bring their laptops or tables to the meetings as an easy way to pull up study related documents and meeting agendas from ARROW as well as to reference specific research regulations.
  2. The primary reviewer listed first on the agenda will summarize the study and propose a motion. See Guidance for UW Madison Health Sciences IRB & Minimal Risk IRB Primary Reviewers for Summarizing Initial Review Applications for more details
  3. Primary reviewers must submit the completed Primary Reviewer Form at the IRB meeting or shortly thereafter.  There are two ways in which reviewers can submit their initial review checklists:
    1. DIRECTIONS FOR ELECTRONIC SUBMISSION: Click the "Print Reviewer Checklist" button in the study workspace in ARROW and then click SAVE.  This will create an editable word document in which you may type notes and comments into the review. You can then submit your completed review directly after the IRB meeting from your personal email account to without the need to print out anything.  There is no need to "sign" this electronic submission as submitting it from your personal email account will suffice in providing the necessary documentation of who completed the review.
    2. PAPER SUBMISSION: Click the "Print Reviewer Checklist" button in the study workspace and then click PRINT.  You can then write in your comments, bring the printed checklist to the meeting, write any additional comments if necessary during the meeting discussion and put the completed printed checklist in the basket at the end of the meeting.

Preparation for members not assigned as primary reviewers

Even though you may not be assigned as a primary reviewer for scheduled items, you are still expected to prepare in sufficient detail to be able to take part in the discussion and to address a specific issue raised that may be your area of expertise.  To prepare for a meeting, ALL IRB members should:

  • Closely review the agenda, noting any item for which you are assigned as a reviewer and items that will be discussed by the full IRB (initial reviews, deferral responses, modification responses, reportable events). For the HS IRB members, also look over the agenda for changes of protocol and continuing reviews marked for full committee discussion. 
  • For items for which you are not assigned that will be discussed, review the following materials at minimum:
    • For all submissions: staff review
    • For changes of protocol, reportable events, and continuing reviews: the ARROW form for that submission
    • Any other documents that you think may inform your participation in the discussion.

A few IRB members have clicked on the activity called "Reviewer Checklist" in ARROW, which appears in the initial review workspace. This activity is located under the ED/SBS IRB heading and is not for use with the HS and MR IRBs. Please continue to follow HS and MR IRBs' member instructions for completing reviews of new protocols. If you have questions about completing your review, please contact your IRB staff liaison. 

Website: IRB Members
In addition to the guidance linked above, the HS IRBs website features a separate section specifically for IRB Members:
Here you will find forms, guidance, meeting schedules, contact information, and training and education information.  Members are encouraged to access this frequently for answers to common questions and for help with ARROW.

2014 Meeting Schedule:
The HS IRBs Office is in the process of confirming attendance for the 2014 HS IRB meetings.  Please review and reply to requests for confirmation sent from  Your prompt reply is appreciated in creating the 2014 HS IRB meeting schedule.

The MR IRB 2014 meeting schedule has been finalized. Thank you to all MR IRB Members for their attention to this process.

Reminder:  Points of Contact (POC) for IRB Member Questions
IRB members are encouraged to contact the IRB office with any questions they have.  In order to better serve you, the HS IRBs Office has instituted a point of contact system for IRB members.  Please contact the following people with any questions or concerns, including help with ARROW, IRB meeting logistics, and guidance on conducting reviews:

Brooke Mechelke,, 263-8880
Chelsea Dahmen,, 265-4389

For specific questions about a protocol you have been assigned, please contact the staff reviewer assigned to that study.

If you will miss or be late for a meeting, please continue to alert the IRB main office at 263-2363 or email

Spotlight on HS IRBs Guidance:  VA Regulations
The HS and MR IRBs serve as the IRBs of record for the Madison VA Hospital; both committees include two members who represent the VA. At least one VA member must be present during the discussion of research the falls under VA purview.

As part of this association, the HS IRBs have undergone audits by the VA Office of Research Oversight, with the most recent audit in spring 2013. During the last audit, the site visitors were impressed with the efforts made by the IRBs and the IRB office to ensure VA regulations are met as they differ significantly from the Common Rule and FDA regulations.  As a result of the last audit, changes were made to the VA Research - Overview and the importance of separating UW research from VA research was further emphasized. 

Some of the major differences between the VA and other regulations include:
  • The VA does not allow for the use of Preparatory to Research to cover review of medical records for screening for potential subjects and instead requires the IRB to waive authorization under the HIPAA Privacy Rule to allow for this activity to occur.
  • The VA currently requires documents to be retained indefinitely. Thus, no VA data can be destroyed.
  • Data and samples must be stored on VA premises. If data are released, a copy of the data must be retained at the VA.
  • Only study team members with VA appointments can view VA data or VA protected health information (PHI) until subjects sign a consent and authorization form to permit the disclosure of this information to individuals who do not have VA appointments.
  • The VA requires the HIPAA authorization form to be separate from the consent document.
  • The VA does not allow research to involve certain subject populations, such as children and prisoners, or certain research areas (e.g., emergency or international research).
  • The IRB is required to determine whether subjects’ study participation should be flagged in their VA medical record.
  • Special requirements apply if subjects will be paid. The VA tends to be restrictive regarding remuneration.
  • Special requirements apply for the inclusion of non-veterans and individuals with impaired decision-making capacity.
The IRB staff reviewer will guide you through VA issues. For a brief summary of VA requirements, please see the IRB Responsibilities Related to Review of VA Research .

Keywords:irbm, news   Doc ID:36105
Owner:Faye L.Group:Health Sciences IRBs
Created:2013-12-18 10:59 CDTUpdated:2015-10-13 15:10 CDT
Sites:Health Sciences IRBs
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