New IRB staff onboarding materials are available here. These onboarding materials should be used in conjunction with the new staff member’s training plan.  An offboarding checklist for staff departing the IRB Office and/or UW-Madison is available here. The Office Administration Team are available to help with IRB staff onboarding and offboarding.  

Service Accounts

The Office maintains the following service accounts. The purpose of each and a general description of staff assigned to each group follows. 

IRB Office: This account is used for voice mail for the main office number, including the POC line.  All staff have access to this service account. 

IRB Review: This account is used and monitored for general communications with IRB members. 

AskARROW: See Training & Outreach 

AskTheIRB: See Training & Outreach 

IRBDirector: The IRB Director and Assistant Directors monitor and respond to emails that are sent to irbdirector@hsirbs.wisc.edu and require director-level communication/involvement. 

WebTeam: This account serves as a way to request changes/updates to the IRB's website. Staff can also use the Feedback form, located in the footer of the website.

Google Groups 

Google Group list emails are managed by OAT. Monthly list updates from ARROW.

The IRB provides monthly invoices for new ceded applications (no charge when we are reviewing IRB) and also, continuing reviews and changes that were approved prior to 12/1/2019.  The SOP for invoicing is here. Please see the fee page for industry sponsored studies.  Currently ORC is responsible for setting fees.  OVCR provides the invoice information to the IRB Office Administrator for review.  Once review is complete OVCR accounting processes invoices. 

VA Invoicing is done through TUNGSTEN. The VA fiscal year is different than UW's.  These are due dates for VA: 

• Fiscal Year Q1: October 1 – December 31, invoice to be sent approx. January 15
• Fiscal Year Q2: January 1 – March 31, invoice to be sent approx. April 15
• Fiscal Year Q3: April 1 – June 30, invoice to be sent approx. July 15
• Fiscal Year Q4: July 1 – September 30, invoice to be sent approx. October 15

The UW fiscal year runs from July 1 – June 30. Budgeting starts in March. ORC sets the IRB budget which covers staff salaries, professional development, rent, and other operating costs.  The administrative team makes purchases of office supplies and computer equipment with approval of Director. 

As a division within the University, the IRB is required to maintain and manage records it creates.  Most paper files (pre-ARROW implementation in 2010) are stored at the WI State Records Center. Sarah Grimm is UW-Madison’s Records Officer. Visit the UW Archives and Records management here. Records retention rules specific to the IRB are located here. 

Open (Public) records requests typically get routed to the IRB Office via the UW-Madison Public Records team. A member of the Public Records team will email IRB leadership with a summary of the request.  IRB leadership can ask the Office of Legal Affairs for assistance in determining what documents should be provided as part of the public records request. Typically, the Public Records Team, in conjunction with OLA, will redact the IRB records once the IRB Office provides the requested materials.  The IRB Office should track the Public Records requests in the following Box folder: https://uwmadison.box.com/s/9m6wc063yy40b4zh3cs2a267685zo7qs