We have also encountered this issue as we set up the meetings well in advance. On the day of the (non)meeting, I am still able to set up the agenda. I make a "Note" in the agenda that the meeting is canceled. For example, "This meeting has been canceled due to lack of agenda items requiring full board review/action."
Then I send the agenda via Cayuse to all IRB members with another notice in the header and body of the email that the meeting is canceled.
"The meeting scheduled for OU IRB on Dec 14, 2023 10:30 AM - 12:30 PM EST has been cancelled Please see the attached agenda for a list of IRB submissions that have been approved or exempt by the IRB in the past month."
In this way, we report our activity to the IRB members and the items of the past month are not 'lost'. Then I literally click "Start Meeting" followed immediately by "End Meeting". You must click the start and stop in the time frame of the meeting (for us, between 10:30- 12:30). I just set it as a task on my calendar.
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Kate Wydeven
Regulatory Compliance Specialist
Oakland University
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Original Message:
Sent: 01-17-2024 07:39
From: Leigh Schectman
Subject: deleting meetings after the meeting date
Hi Jenny,
I also discovered this issue. I set up the meetings in Cayuse in advance as well, but then sometimes we end up not having a meeting. If I forget to delete the meeting once it is passed, it cannot be deleted. I didn't even think about the next meeting not pulling in previous approved studies that would have been reviewed at a previous meeting that had been cancelled. Per the system it still thinks the meeting took place. That is a good point.
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Leigh Schectman, MPH
Research Protections Coordinator
California Lutheran University
Thousand Oaks, CA
lschectman@callutheran.edu
Original Message:
Sent: 01-16-2024 09:54
From: Jenny Boe
Subject: deleting meetings after the meeting date
I typically set up our planned IRB meetings in the Meeting space in Cayuse HE to in advance. It is a helpful place for IRB members to be reminded of when we will meet and I am able to set up a template in advance, which saves me some time in preparing each meeting.
I have learned that meetings cannot be deleted after the date of the scheduled meeting. I receive an error message saying that the meeting cannot be deleted because it already ended (the meeting was never started in Cayuse, but the date has passed). I try to remember to delete the meeting once we know there are no agenda items, but it doesn't always happen. This causes issues with the expedited actions. Each meeting only pulls in items since the last meeting but when I cannot delete a meeting, there are expedited actions stuck in that old meeting space that I cannot get pulled into the next actual meeting.
I've submitted tickets but have never been given a solution. I'm wondering if this is an issue for others? Is Cayuse able to delete a meeting for us? I can explain to IRB members how to find the other list of expedited actions, but it is not ideal.
Jennifer Boe, MA (she/her)
Sr. IRB Analyst
Hennepin Healthcare Research Institute