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Human Ethics: Studies being returned/reopened by HE system

  • 1.  Human Ethics: Studies being returned/reopened by HE system

    Posted 02-05-2024 09:54

    Hello! 

    We noticed that the study reviews that have been completed by the last reviewer (i.e., they approve or minor stip initials/mods/renewals and submit their decision) are being automatically reopened instead of being sent into the post review section of HE. While PIs are not receiving a notification email about the submission being returned, we had one send us a screenshot of their submission details page that indicates the study was reopened on their end too. The task history does not show anyone reopened it either. 

    Is anyone else experiencing this issue? I believe it started on February 2nd. We submitted a ticket to bring this to their attention, but just wanted to post it here just in case it is also happening to y'all and it hasn't been noticed yet! 

    Thanks! 



    ------------------------------
    Hannah Rodriguez
    IRB Analyst
    University of Texas at Dallas
    ------------------------------


  • 2.  RE: Human Ethics: Studies being returned/reopened by HE system

    STAR CONTRIBUTOR
    Posted 02-06-2024 06:13

    Hi Hannah,

    We did not have this issue on Feb 2nd, but a different routing issue.  I returned 2 submissions for edit, but they are not showing up as such for the PI and they cannot edit. One shows no "status."  I submitted a ticket as well.



    ------------------------------
    Darcy Hammar
    Director, HRPP
    Rocky Mountain University of Health Professions
    ------------------------------

    Original Message


  • 3.  RE: Human Ethics: Studies being returned/reopened by HE system

    CAYUSE CHAMPION
    Posted 02-06-2024 07:19

    Darcy, we've had this issue for one of our studies as well. We also submitted a ticket to have this resolved. Our status shows Unsubmitted, but the PI does not have the option to Edit nor Certify their application. 



    ------------------------------
    Alicia Scott
    IRB Director
    The Chicago School of Professional Psychology
    ------------------------------

    Original Message


  • 4.  RE: Human Ethics: Studies being returned/reopened by HE system

    Posted 02-06-2024 08:01

    Thank you for letting me know you are experiencing a different type of routing issue! We didn't consider that returning/reopening the submissions may also cause similar problems. I asked one of our PIs for screenshots to see what it looked like on their end and they also do not have the option to edit/certify submissions that are marked as "reopened".  I have also noticed the "no status" on the ones that were incorrectly reopened. 



    ------------------------------
    Hannah Rodriguez
    IRB Analyst
    University of Texas at Dallas
    ------------------------------

    Original Message


  • 5.  RE: Human Ethics: Studies being returned/reopened by HE system

    TEAM CAYUSE
    Posted 02-06-2024 16:49

    Hello everyone,

    Thank you for bringing this concern to our attention. We have escalated this issue to our engineering team and we are evaluating the root of cause of the problem and finding an immediate solution to it.

    Please be patient while our team works diligently to a find a solution.



    ------------------------------
    Jorge Alvarenga
    Senior Product Manager of Risk Management
    Cayuse
    jorge.alvarenga@cayuse.com
    ------------------------------

    Original Message


  • 6.  RE: Human Ethics: Studies being returned/reopened by HE system

    Posted 02-07-2024 04:39

    In case it's related: I put a ticket in yesterday about a situation where the routing left a submission completely stuck in limbo. Neither the researchers nor Admin could do anything to it.



    ------------------------------
    Mike Reay
    Manager, Human Research Protection Program
    Michigan Technological University
    ------------------------------

    Original Message


  • 7.  RE: Human Ethics: Studies being returned/reopened by HE system

    Posted 02-08-2024 05:48
    I put in a request yesterday too because the submission is stuck.

    Julia A. Mays
    Director Research Compliance  
    Office of Research and Innovation
    1903 W. Michigan Avenue MS 5456
    251W Walwood Hall
    Kalamazoo, MI  49008-5456
    Phone: 269-387-8293
    Fax: 269-387-8276
    julia.mays@wmich.edu



    Original Message


  • 8.  RE: Human Ethics: Studies being returned/reopened by HE system

    Posted 02-08-2024 14:21

    Hi everyone! 

    I believe Cayuse sent out an update saying that they resolved the issue and it will not affect new submissions. Has anyone been experiencing issues with new submissions since they announced this? Or are the already affected submissions the only thing you now need resolved?

    Just want to check in to see anyone has noticed anything! 

    Thanks! 



    ------------------------------
    Hannah Rodriguez
    IRB Analyst
    University of Texas at Dallas
    ------------------------------

    Original Message


  • 9.  RE: Human Ethics: Studies being returned/reopened by HE system

    TEAM CAYUSE
    Posted 02-09-2024 14:23

    Good afternoon, 

    I wanted to reach out and provide a quick update to everyone. This past week, there have been issues with processing submissions to the IRB. We have made progress in this department, because all new submissions should be unaffected by this point. However, we are still seeing some difficulty in correcting the issue for all of our older submissions. Please be patient with us. We are working diligently and dedicating significant resources to make sure this gets fixed ASAP. As your submissions gets fixed, our team with reach out to you in order to inform you of our progress for the cases reported from your institution. 



    ------------------------------
    Jorge Alvarenga
    Senior Product Manager of Risk Management
    Cayuse
    jorge.alvarenga@cayuse.com
    ------------------------------

    Original Message


  • 10.  RE: Human Ethics: Studies being returned/reopened by HE system

    STAR CONTRIBUTOR
    Posted 02-12-2024 15:41
    Edited by Darcy Hammar 02-12-2024 15:41

    We found another one from Feb 2.  This time the Co-PI certified and it was stuck there.  It let me administratively certify the submissions today, but now they show no status and re-opened. Ticket submitted.



    ------------------------------
    Darcy Hammar
    Director, HRPP
    Rocky Mountain University of Health Professions
    ------------------------------

    Original Message


  • 11.  RE: Human Ethics: Studies being returned/reopened by HE system

    Posted 02-12-2024 16:00

    Hi Darcy, 

    We also had this issue.

    We have a handful of submissions that were certified by the appropriate study personnel but did not route to pre-review. When I tried administratively certifying one of the submissions today, it was reopened (stuck) and we are unable to access it like previous submissions. 



    ------------------------------
    Hannah Rodriguez
    IRB Analyst
    University of Texas at Dallas
    ------------------------------

    Original Message


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