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IDEATE Guidance

IDEATE is CUNY’s IRB-submission software for all IRB protocols, including initial applications, amendments to active IRB protocols, continuing review applications, and study withdrawals or closures. Only CUNY-affiliated researchers can access the IDEATE platform using their CUNY Portal credentials after an IDEATE user profile has been created for them.

Please note:
  • IRB applications are only required for Human Subjects Research (HSR). Before creating a new IRB application in IDEATE, please refer to HRPP guidance on protocol development for faculty investigators or student investigators, as well as the FAQs page.
  • IDEATE is optimized for Firefox. To avoid glitches and errors with your IRB application, please ensure you are using this browser when using the platform.

Activate or update your IDEATE user profile

  • New users: SPH researchers must activate their IDEATE user profiles to utilize the platform. CUNY Central HRPP manually creates user profiles. To request that a user profile be created for you, please contact the CUNY Central HRPP Office, providing your 1) CUNY affiliation (e.g., faculty, adjunct faculty, full-time staff, student), 2) CUNY email address, and 3) CUNY Portal username. Please allow 2 to 3 business days for your profile to be created. Please note that you will use your CUNY Portal credentials to access IDEATE. If you are CUNY-affiliated but do not have a CUNY Portal account, you will first need to register for one.
  • Existing users: If you have already have an IDEATE user profile, please make sure your affiliation is listed correctly as the Graduate School of Public Health and Health Policy (CUNY SPH). If it is not, contact the CUNY Central HRPP Office to request a user profile update. Please include the following in your request: 1) IDEATE ID# (if available–can be found in IDEATE under the Manage drop down menu at the top of the page–>My User Profile–>Person ID) and 2) That you would like your affiliation to be changed from [currently-listed affiliation] to the SPH. Please note that an inaccurate affiliation will route your IRB protocol to the incorrect HRPP office, thus delaying its review.

Create a new IRB protocol

Reassign a protocol to another researcher

Protocols may be reassigned to individuals associated with the protocol as Research Personnel to facilitate the completion of an application. Only those personnel who have been granted Signature Authority may have the application assigned to them.

NOTE: Individuals listed within Other Personnel are not eligible for completing the application.

See CUNY Central guidance on reassigning a protocol and finding a protocol on your dashboard.

Create an amendment to an active protocol

See CUNY Central guidance on creating an amendment.

Add new research personnel to your IRB protocol

To add CUNY affiliated personnel to your application, see CUNY Central guidance on adding research personnel, including instructions on protocol invitation and acceptance.

Unaffiliated researchers should be listed in the Research Sites tab under External Sites. Please be advised that you will first need to add the researcher’s affiliated organization to your application. If you cannot locate the site in the External Sites dropdown menu, please contact the SPH HRPP Coordinator. Unaffiliated researchers’ roles should also be articulated throughout the application, as appropriate (e.g., in the Research Design tab).

–Any changes to an existing protocol, including personnel changes, require submission of a protocol amendment. See guidance on creating an amendment above.
–All research personnel (affiliated and unaffiliated) are required to complete human subjects research training, and appropriate documentation must be attached prior to protocol submission. Further information can be found on the Training & Education page. 

Create a Continuing Review application

See CUNY Central guidance on creating a continuing review application.

Effective January 21, 2019, Continuing Review will no longer be required for:
–Most studies that qualify for the expedited review process
–Studies (regardless of review path) that have completed subject intervention/interaction and in which activity is limited to either final analysis of identifiable data/biospecimens or involve accessing follow-up clinical data from procedures that subjects undergo as part of clinical care.
In order to comply with new federal Common Rule changes, PIs with active IRB protocols should submit an Amendment application at the time of their next Continuing Review submissionThe 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. In their Amendment submission, 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.

Create a Final Report

See CUNY Central guidance on creating a final report.

Report an unanticipated problem or adverse event related to an active protocol

PIs must report any unanticipated problems, adverse events, or protocol violations associated with their non-exempt human subjects research. See CUNY Central guidance on reporting an unanticipated problem or adverse event and instructions for reporting an event in IDEATE.

Withdrawal an IRB application

See CUNY Central guidance on withdrawing an application.

Delete an IRB application

Any application that has not yet been submitted may be deleted. If the application is an Initial Application, the protocol record will be deleted in addition to the submission. See CUNY Central guidance on deleting an application.

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