IRB Guidance: UW-Madison Acting as IRB of Record
This page addresses when the UW-Madison ED/SBS IRB typically will or will not act as the IRB of Record.
In some cases, UW-Madison may agree to serve as IRB of record for an external site or individual engaged in human subjects research as part of a study reviewed by a UW-Madison IRB. Before submitting a request for the ED/SBS IRB to serve as IRB record, please review the guidelines below. PLEASE NOTE: Per the Revised Common Rule, single IRB review will be required for all non-exempt federally supported multi-site studies as of January 19, 2020. In order to ensure compliance with this mandate, UW-Madison will begin requiring single IRB review as of July 1, 2019. If you have any questions about these guidelines, please contact the ED/SBS IRB Office.
- The role of the external site or personnel is limited to activities such as data analysis, consultation, or other administrative roles;
- The study is minimal risk and the role of the external site or personnel is either limited or very straightforward (e.g., administration of a survey, assisting with recruitment of subjects)
The ED/SBS IRB will typically NOT consider serving as IRB of record when:
- UW-Madison faculty, staff or students are not involved in the research;
- The role of the external site or personnel is substantial (e.g., interaction with subjects, conduct of study procedures);
- The ED/SBS IRB does not have sufficient knowledge of the local context (as required by federal guidelines) to assume IRB oversight for sites or personnel that are requesting UW-Madison serve as IRB of record. This may include sites or personnel located in states other than Wisconsin or international locations;
- The study likely qualifies for exemption;
- The ED/SBS IRB feels they cannot adequately oversee the external site of personnel in a manner that will ensure the protection of human subjects; and/or
- Studies for which administrative or campus policies otherwise prohibit or limit options for serving as IRB of record
- IRB Authorization Agreement (IAA)*: An IAA is needed when the external personnel or collaborators are affiliated with an institution with its own IRB. The ED/SBS IRB office will facilitate development and processing of IAAs when needed.
- Independent Investigator Agreement (IIA): An IIA is used when the external personnel or collaborators are not affiliated with an institution with its own IRB and the study is federally funded. The ED/SBS IRB office will work with study teams to facilitate processing of IIAs when needed.
- Investigator Responsibilities When UW-Madison Serves as the Reviewing IRB: This document lists the responsibilities all study team members (UW-affiliated and non-UW collaborators) should abide by when UW-Madison is serving as the Reviewing IRB for external sites and/or personnel.
- Collaborating Investigator Summary: A collaborating investigator summary is used when the ED/SBS IRB agrees to serve as IRB of record for external personnel or collaborators who are not affiliated with an institution with its own IRB and the study is NOT federally funded. The ED/SBS IRB office will work with study teams to facilitate distribution of collaborating investigator summaries when needed.
*UW-Madison is a participating member signed on to the SMART IRB Master
Reliance Agreement, which can serve in place of an IAA if both
institutions are signed on and agree to use SMART IRB for reliance. If
considering using SMART IRB for reliance on a collaborative project,
please contact the ED/SBS IRB office for further instructions prior to submitting an application in ARROW when possible.