General Discussions

Hi all,

This is a long shot, but does anyone have a policy they are willing to share on the timing of IRB review as it relates to grant applications.

I am aware that often it is up to the granting body, but if the grantor is silent, do you have an institutional policy?

Thanks,
Darcy

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

Can you say more about what you mean?

Do you mean "do we require IRB approved protocols at pre-award?"  That answer would be no.  We start at either just-in-time or once we've received the Notice of Award.

But you could mean "how long does IRB approval take?" which clearly has an impact on research timing.  5 years ago, it could take 100 days (yes, we counted) to get IRB approvals around here.  It was a major pain point - obviously.  Now it's WAY less, two weeks-ish.  (assuming the PI did the application correctly, but that office helps with that, too)

In neither case, do we have an institutional-level policy.  We do have internal business practice statements about these things.  And, I have to say, if our IRB weren't so responsive and generally amazing, I'd be less sanguine about starting the process so late in the day, in the case of starting it at NOA.  If those internal business-practice documents would be helpful, I'd be happy to dig them up.

------------------------------
Andrea Buford
Director, Office of Sponsored Programs
Oakland University
------------------------------

Original Message:
Sent: 11-03-2021 08:20
From: Darcy Hammar
Subject: Sample policy on timing of IRB review as it relates to grants

Hi all,

This is a long shot, but does anyone have a policy they are willing to share on the timing of IRB review as it relates to grant applications. 

I am aware that often it is up to the granting body, but if the grantor is silent, do you have an institutional policy?

Thanks,
Darcy

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

I'm with Andrea.  We don't have a policy per se, and we also have a really responsive IRB.  They hold meetings quarterly, so that is typically plenty of time to get an approval by award.  For NIH proposals, when we see that the score is such that the proposal is perhaps likely to be awarded, we'll reach out to the PI to suggest they get the ball rolling.  I LOVE that SOs can see the scores, now.  It really helps us stay on top of things like this.

cheers,
-Lisa

------------------------------
Lisa Churchill
Grants Administration Manager/Signing Official
The Salk Institute for Biological Studies
------------------------------

Original Message:
Sent: 11-04-2021 13:15
From: Andrea Buford
Subject: Sample policy on timing of IRB review as it relates to grants

Can you say more about what you mean?

Do you mean "do we require IRB approved protocols at pre-award?"  That answer would be no.  We start at either just-in-time or once we've received the Notice of Award.

But you could mean "how long does IRB approval take?" which clearly has an impact on research timing.  5 years ago, it could take 100 days (yes, we counted) to get IRB approvals around here.  It was a major pain point - obviously.  Now it's WAY less, two weeks-ish.  (assuming the PI did the application correctly, but that office helps with that, too)

In neither case, do we have an institutional-level policy.  We do have internal business practice statements about these things.  And, I have to say, if our IRB weren't so responsive and generally amazing, I'd be less sanguine about starting the process so late in the day, in the case of starting it at NOA.  If those internal business-practice documents would be helpful, I'd be happy to dig them up.

------------------------------
Andrea Buford
Director, Office of Sponsored Programs
Oakland University

Original Message:
Sent: 11-03-2021 08:20
From: Darcy Hammar
Subject: Sample policy on timing of IRB review as it relates to grants

Hi all,

This is a long shot, but does anyone have a policy they are willing to share on the timing of IRB review as it relates to grant applications. 

I am aware that often it is up to the granting body, but if the grantor is silent, do you have an institutional policy?

Thanks,
Darcy

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

Thank you for the responses so far.

To expand and hopefully clarify..

In the past, for internal grants when IRB approval was not required at submission, some recipients took a year to submit the IRB application. Our internal process has been changed.

The Provost wants to know if a similar policy could be implemented when faculty apply for other (private) grants if the grantor doesn't specify when IRB review should take place.

I told them I would ask.

dlh


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

Original Message:
Sent: 11-03-2021 08:20
From: Darcy Hammar
Subject: Sample policy on timing of IRB review as it relates to grants

Hi all,

This is a long shot, but does anyone have a policy they are willing to share on the timing of IRB review as it relates to grant applications. 

I am aware that often it is up to the granting body, but if the grantor is silent, do you have an institutional policy?

Thanks,
Darcy

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

Can it be?  Sure.  And I would think you would want to.  Symmetry/parity within the rules seems to help PIs understand and comply.  Not that they're dumb.... but they really REALLY don't want to "waste" brain cells thinking about the administration of their grants.  So, consistent application of the rules helps.

That said.... your post led me down a little existential path.  At first, (and I'm not pleased about my own reaction) I was shocked.

Me: "A year to apply for IRB!!!  Oh my lands."
Also Me (and immediately and talking to myself):  "Oh, aren't you a fine one, Miss Missy????  Like there aren't things that would shock people if I opened the doors to our OSP."

So.....  thank you.  Really.  We all have stuff.  In fairness, I offer this:  When I started here, there was a Grants and Contracts Officer making up F&A rates and using that to balance budgets.  Thank you, that is all.  (Yes, we fixed it.)

Andrea

------------------------------
Andrea Buford
Director, Office of Sponsored Programs
Oakland University
------------------------------

Original Message:
Sent: 11-05-2021 06:38
From: Darcy Hammar
Subject: Sample policy on timing of IRB review as it relates to grants

Thank you for the responses so far.

To expand and hopefully clarify..

In the past, for internal grants when IRB approval was not required at submission, some recipients took a year to submit the IRB application. Our internal process has been changed.

The Provost wants to know if a similar policy could be implemented when faculty apply for other (private) grants if the grantor doesn't specify when IRB review should take place.

I told them I would ask.

dlh


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

Original Message:
Sent: 11-03-2021 08:20
From: Darcy Hammar
Subject: Sample policy on timing of IRB review as it relates to grants

Hi all,

This is a long shot, but does anyone have a policy they are willing to share on the timing of IRB review as it relates to grant applications. 

I am aware that often it is up to the granting body, but if the grantor is silent, do you have an institutional policy?

Thanks,
Darcy

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

We do not require that IRB is reviewed/approved prior to proposal submission. This decision is made to utilize resources mindfully if the proposal is not awarded. We also allow the part of the research portion which is not subject to IRB approval to be initiated but IRB research must be approved prior to engaging in such activities. We have had instances where we hold up award setup if IRB review is pending and/or the PI is not submitting the necessary protocols. There is a set schedule for IRB review but our review board is fairly flexible and in situations of urgency, we can accommodate a quick turnaround.

------------------------------
Vibeke Svensson
Director, Office of Sponsored Programs
American University
------------------------------

Original Message:
Sent: 11-03-2021 08:20
From: Darcy Hammar
Subject: Sample policy on timing of IRB review as it relates to grants

Hi all,

This is a long shot, but does anyone have a policy they are willing to share on the timing of IRB review as it relates to grant applications. 

I am aware that often it is up to the granting body, but if the grantor is silent, do you have an institutional policy?

Thanks,
Darcy

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