IDEATE unavailable on January 22nd from 9am to 12pm

Please note that IDEATE will be unavailable on Tuesday, January 22nd, from 9:00 AM to 12:00 PM as the programmers activate the new IRB application template to comply with the new Common Rule. If you are planning to create a new initial IRB application or Amendment, please wait to do so until after this time to ensure you are using the new protocol template. 

Important information about existing IRB protocols under the new Common Rule

Please see below for important information about implications of the new Common Rule on existing IRB protocols in IDEATE beginning January 22, 2019

  1. IRB applications in-development (pre-HRPP/IRB approval): On 1/22, IRB applications that are in-development (i.e., have not yet been submitted) or in various stages of the HRPP/IRB approval process (e.g., returned to the PI for modification, under HRPP review, or under IRB review) will be automatically updated in IDEATE to reflect CUNY IRB application revisions that are being made due to Common Rule changes. Beginning that day, PIs will be required to complete these new portions of their applications before HRPP/IRB approval can be granted. 
  2. Active IRB protocols: In order to comply with Common Rule changes, beginning on 1/22, PIs with active IRB protocols should submit an Amendment application at the time of their next Continuing Review submission. The creation of an Amendment will populate Common Rule-related CUNY IRB application revisions, thus allowing the PI to modify their protocol to comply with the new regulations (it may also result in a change in their Expedited/Exempt category due to the new Common Rule). In their Amendment submissions, we recommend that PIs include new consent forms using the new CUNY consent templates, add a consent summary sheet, and add the new broad consent form (if applicable). Be advised that, with Amendment approval, the study’s expiration date will be removed to reflect the new Common Rule’s elimination of continuing review for qualifying minimal-risk research. Please note: Unless a PI is submitting a Continuing Review application, they are NOT otherwise required to submit an Amendment to their existing protocol to comply with Common Rule changes.

We will continue to post updates here about these upcoming regulatory changes as we receive them from the Central HRPP Office, so be sure to check back regularly. Don’t hesitate to contact us with any questions or concerns.

Common Rule changes effective January 21, 2019

The U.S. Department of Health and Human Services (HHS) and fifteen other Federal Departments and Agencies have issued final revisions to the Common Rule, which is the Federal Policy for the Protection of Human Subjects. The changes will go into effect on January 21, 2019. These changes to the federal policy will result in a number of changes to CUNY HRPP policies and procedures, as well as the CUNY IRB application. The changes are outlined on the CUNY Central HRPP website, and a brief overview of some of the more notable changes that will impact SPH researchers is provided on the Common Rule Changes section of our SPH HRPP website. Revised CUNY HRPP policies, procedures and guidelines will be available on the Central HRPP website on January 18, 2019.

During the coming weeks, our HRPP office will be sharing additional resources with SPH faculty, staff, and students about Common Rule changes, as well as holding an info session (TBD), so stay tuned for more information. In the meantime, SPH researchers with questions should contact Kristen Cribbs, SPH HRPP Director, at kristen.cribbs@sph.cuny.edu or 347-921-2391.

2018 Annual Report

Dear SPH Researchers:

Happy New Year! We are pleased to present our first Annual Report, with facts and figures about the SPH HRPP Office’s activities in 2018. HRPP engagement increased across the board from 2017, as reflected in the growing numbers of HSR Assessment Form entries and IRB application submissions that were received.

In addition to issuing HSR determinations, processing IRB applications, and providing ongoing guidance to researchers, last year, our office aimed to enhance supports and resources for the SPH research community, including the introduction of Video Tutorials and strengthening HRPP processes for fieldwork students.

We look forward to a productive 2019 as we continue to support SPH faculty, students, and staff in their human subjects research activities. Please feel free to reach out with any questions, comments, or suggestions.

Best wishes,

SPH HRPP team

Submitting final reports and closing out projects in IDEATE

Just a friendly reminder that it is the responsibility of faculty, staff, and student researchers to be aware of the status of their IRB protocols in IDEATE and, upon completion of a study, submit a final report in IDEATE to close out the project in the system. Please note that you will not be able to re-open a protocol once it has been closed (you’ll need to create a new IRB application), so please be sure not to submit a final report until all study activities have concluded, including data analysis and publication using study data.

Masters and doctoral students: Upon graduating, you are no longer considered a CUNY affiliate for HRPP/IRB purposes, so your research can no longer continue to be covered by the CUNY IRB. Please remember to submit a final report for your research after you graduate from the SPH.

Common Rule changes postponed again until January 21, 2019

On June 18, 2018, the federal Department of Health and Human Services again postponed the effective date of Common Rule changes (originally slated to go into effect on January 19, 2018) from July 19, 2018 to January 21, 2019. CUNY will continue to operate under current regulations until the new effective date, and no changes will be made to the IRB application or protocols and procedures until this time. Please contact us with any questions.

New Video Tutorials page!

We’re excited to announce the launch of our new Video Tutorials page, which aims to provide SPH researchers with additional guidance on HRPP/IRB processes. We recently posted a Fieldwork orientation video for doctoral and masters students and are in the process of developing more content, so be sure to check back in the coming months! Suggestions for future tutorials are welcome—contact us with any ideas you might have.

How to avoid HRPP/IRB processing delays

Once submitted, a CUNY IRB application undergoes a pre-review by the SPH HRPP office before an exempt determination is made by our office or the application is forwarded to the IRB for expedited or full-board review. Submission of an incomplete or inadequate application adds substantial time to the pre-review process, as multiple rounds of revision and resubmission by the PI may be needed to get the application “decision-ready.” So, how can you avoid processing delays? Our HRPP office developed a resource, Top Ten Tips to Avoid Delayed HRPP/IRB Protocol Review, with the most common application issues we see. We encourage you to take some time to review this document when developing an IRB application to avoid potential processing delays down the line. The document can also be found on the Faculty and Student Investigators pages under Part 2: Pre-IRB application submission steps and planning.

Common Rule changes postponed until July 19, 2018

On January 17, 2018, the federal Department of Health and Human Services postponed the effective date of Common Rule changes from January 19, 2018 to July 19, 2018. CUNY will continue to operate under current regulations until the new effective date, and no changes will be made to the IRB application or protocols and procedures until this time. Please contact us with any questions.

Important Common Rule changes effective January 19

SPH research community:

New federal regulations for human subjects research go into effect on Friday, January 19, at which time the CUNY Central HRPP office will roll out a revised CUNY IRB application template in IDEATE that reflects these Common Rule changes. Changes to the IRB application on the 19th will be reflected in all forms.

All new applications, including those that are in-development or pending (i.e., not yet approved by the CUNY HRPP/IRB) on or after January 19, will be subject to review as per the revised Common Rule and revised HRPP Policies and Procedures, and must adhere to the revised policies, guidance and templates.

  • If you plan to submit a new protocol for HRPP/IRB review, please wait until January 19 or later to create your IDEATE application, as this will ensure that you are using the revised IRB application.
  • For applications that are in development prior to the 19th, the IRB application updates will be applied to the existing applications. Researchers will need to complete all new questions in the application prior to submitting. 
  • For applications that are pending prior to the 19th, the applications can either be processed or returned to the PI for updating.

If you would like to discuss your application, please contact us with the IDEATE protocol number and title.

Please note that PIs are NOT required to submit amendments to their existing protocols as a general rule due to the changes to the Common Rule. PIs should consult our HRPP office to discuss whether any modifications to their protocols are needed at the time of Continuing Review.

Please familiarize yourself with these important federal regulation changes, summarized on our new Common Rule Changes webpage. Further information can be found on the CUNY Central HRPP website. Our office will be educating SPH faculty, students, and staff on these changes and their implications for researchers in the months ahead.

Please do not hesitate to contact us with any questions, and stay tuned for more information. Thank you for your patience as we become familiar with the revised Common Rule and CUNY HRPP policies and procedures, and develop guidance for the SPH research community.

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