IRB Guidance: Researchers Leaving UW
This page addresses when a researcher (Principal Investigator or other study team member) listed on an active protocol leaves UW-Madison.
Principal Investigator (PI) leaving:
If a PI is leaving UW-Madison and activities involving UW-Madison resources or personnel will continue, the study should be amended via a new Change to list a new PI overseeing the research activities covered under UW-Madison IRB purview.
In cases where a PI will continue working on the project from his/her new institution as a non-UW collaborator, their new IRB should first be consulted regarding their procedures & requirements. Once it is determined how the new IRB would like to proceed, see IRB Guidance: Collaborating Investigators and submit a new Change to indicate that the study now includes a non-UW collaborator(s).
If a PI leaving UW-Madison will continue his/her study at a new institution, the new IRB should first be consulted regarding their procedures & requirements for obtaining IRB approval at the new institution. Once that approval has been obtained, the UW-Madison protocol should be closed in ARROW (see End of a Study page for guidance on closing a study).
Study Team Member(s) leaving:
If a study team member(s) other than the PI is leaving UW-Madison and will no longer be working on a project, that person should be removed from the ARROW application and all original records and study data should remain with Principal Investigator. However, with PI permission, copies of research data that study team members have generated or to which they have made a substantial contribution may be taken. If that research data includes identifiable information, a Data Transfer Agreement may be needed. Please confirm by consulting with the contracts division of the Research & Sponsored Programs (RSP) Office at firstname.lastname@example.org.
If a study team member(s) will be continuing to work on a project, but as a non-UW collaborator at a new institution, consult the new IRB regarding their procedures & requirements. Once it has been determined how the new IRB would like to proceed, see IRB Guidance: Collaborating Investigators and submit a new Change to indicate that the study now includes a non-UW collaborator.
If the leaving study team member(s) will be continuing to work on a project, but will not have affiliation with a new institution or will be at an institution without an IRB, a new Change is required to indicate that the individual is now a non-UW collaborator, and a request made for UW-Madison to serve as the IRB of record for that individual.