General Discussions

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

Hi Tina,

We use the Administrative Check-In date option and set it for 3 years from the approval date for exempt studies.  Our workflow in Cayuse is set up to send reminders for the check-ins 30 days prior to that date.  Then we use the Renewal submission template.  We started using Cayuse in October 2020 so we will be coming up on the first set of renewals for Exempt studies soon so hopefully this definitely works like we planned.  Feel free to message me if you have other questions.  

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

Hi Tina,

We use the Administrative Check-In date option and set it for 3 years from the approval date for exempt studies.  Our workflow in Cayuse is set up to send reminders for the check-ins 30 days prior to that date.  Then we use the Renewal submission template.  We started using Cayuse in October 2020 so we will be coming up on the first set of renewals for Exempt studies soon so hopefully this definitely works like we planned.  Feel free to message me if you have other questions.  

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

Hi Tina,

We have set up our Renewal Submission to be used for both Continuing Reviews and Admin Check Ins. Investigators get an initial question that sends them to a different set of questions based on their response, with the questions for Admin Check Ins being less "robust" than those in the Cont Rev option. I'd be happy to share/show you our template if you are interested.
Warmly,
Jenn

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

As a quick not for this thread:  Even though an Admin Check-In Date can be added when completing the Make Decision task for a Modification, this date is not reflected in the actual Admin Check-In Date that triggers the admin check-in email. In other words, the date on the Modification is meaningless and only the date from the Initial/most recent Renewal is relevant. 

We would love to be able to modify the actual admin check-in date with modifications. We use the admin check-in email simply as a reminder (i.e., no action, including a renewal, is required), so anytime somebody submits a modification we consider that as them telling us that they're aware of the IRB protocol and the requirements for it so we'd want to extend the date for the admin check-in date. We've had instances where PIs will have a modification approved and a couple days later they receive the admin check-in email and they ask us "Why are you reminding me about this study? I just submitted a modification."

Hi Tina,

We have set up our Renewal Submission to be used for both Continuing Reviews and Admin Check Ins. Investigators get an initial question that sends them to a different set of questions based on their response, with the questions for Admin Check Ins being less "robust" than those in the Cont Rev option. I'd be happy to share/show you our template if you are interested.
Warmly,
Jenn

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

Thank you Scott, this is helpful. If they do close the submission and it is archived, will the automatic reminder still go out?

As a quick not for this thread:  Even though an Admin Check-In Date can be added when completing the Make Decision task for a Modification, this date is not reflected in the actual Admin Check-In Date that triggers the admin check-in email. In other words, the date on the Modification is meaningless and only the date from the Initial/most recent Renewal is relevant. 

We would love to be able to modify the actual admin check-in date with modifications. We use the admin check-in email simply as a reminder (i.e., no action, including a renewal, is required), so anytime somebody submits a modification we consider that as them telling us that they're aware of the IRB protocol and the requirements for it so we'd want to extend the date for the admin check-in date. We've had instances where PIs will have a modification approved and a couple days later they receive the admin check-in email and they ask us "Why are you reminding me about this study? I just submitted a modification."

Hi Tina,

We have set up our Renewal Submission to be used for both Continuing Reviews and Admin Check Ins. Investigators get an initial question that sends them to a different set of questions based on their response, with the questions for Admin Check Ins being less "robust" than those in the Cont Rev option. I'd be happy to share/show you our template if you are interested.
Warmly,
Jenn

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?

That's a great question, Tina. I'd presume that once a study is archived no admin check-in/expiration emails are sent, and I don't believe we've ever had a researcher ask us why they're receiving an email for a closed study. But, I'm not absolutely positive, so maybe this is something Cayuse can confirm.

Thank you Scott, this is helpful. If they do close the submission and it is archived, will the automatic reminder still go out?

As a quick not for this thread:  Even though an Admin Check-In Date can be added when completing the Make Decision task for a Modification, this date is not reflected in the actual Admin Check-In Date that triggers the admin check-in email. In other words, the date on the Modification is meaningless and only the date from the Initial/most recent Renewal is relevant. 

We would love to be able to modify the actual admin check-in date with modifications. We use the admin check-in email simply as a reminder (i.e., no action, including a renewal, is required), so anytime somebody submits a modification we consider that as them telling us that they're aware of the IRB protocol and the requirements for it so we'd want to extend the date for the admin check-in date. We've had instances where PIs will have a modification approved and a couple days later they receive the admin check-in email and they ask us "Why are you reminding me about this study? I just submitted a modification."

Hi Tina,

We have set up our Renewal Submission to be used for both Continuing Reviews and Admin Check Ins. Investigators get an initial question that sends them to a different set of questions based on their response, with the questions for Admin Check Ins being less "robust" than those in the Cont Rev option. I'd be happy to share/show you our template if you are interested.
Warmly,
Jenn

We are new to Human Ethics. I know how to set a date for Admin Check-in for an Exempt protocol; however, HOW do they submit a check in when reminded? Is it a modification? Do Exempt protocols have a renewal option? Our Exempt submissions "expire" after 3 years. I am assuming the check in date can be updated if they submit a modification; however, if they have no changes, is a renewal an option?