NUMBER / DATE / APPROVED BY / PAGE
HRP-070 / 08/01/15 / IRB Office / 1 of 2
1PURPOSE
1.1This procedure establishes the process to maintain IRB records.
1.2The process begins when records are received or created.
1.3The process ends when records have been filed.
2REVISIONS FROM PREVIOUS VERSION
2.1None.
3POLICY
3.1IRB records are to include:
3.1.1Electronic study files in eIRB+
3.1.2Minutes of IRB meetings.
3.1.3Copies of all relevant correspondence between the IRB and the investigators.
3.1.4Current and previous IRB member rosters.
3.1.5Current and l previous IRB member files.
3.1.6Current and all previous policies and procedures.
3.2Electronic studyfiles are to include, as applicable:
3.2.1All submitted materials.
3.2.2Protocols.
3.2.3Investigator brochures.
3.2.4Scientific evaluations.
3.2.5Recruitment materials.
3.2.6Consent documents.
3.2.7DHHS-approved sample consent document and protocol, when they exist.
3.2.8Progress reports submitted by investigators.
3.2.9Reports of injuries to subjects.
3.2.10Records of continuing review activities.
3.2.11Data and safety monitoring board reports.
3.2.12Amendments.
3.2.13Reports of unanticipated problems involving risks to subjects or others.
3.2.14Documentation of non-compliance.
3.2.15Relevant Correspondence between the IRB and investigator related to the protocol.
3.2.16Significant new findings and statements about them provided to subjects.
3.2.17For initial and continuing review of research by the expedited procedure:
3.2.17.1The specific permissible category.
3.2.17.2Description of action taken by the reviewer.
3.2.17.3Any findings required under the regulations.
3.2.18For exemption determinations the specific category of exemption.
3.2.19Unless documented in the IRB minutes determinations required by the regulations and protocol-specific findings supporting those determinations for:
3.2.19.1Waiver or alteration of the consent process.
3.2.19.2Research involving pregnant women, fetuses, and neonates.
3.2.19.3Research involving Prisoners.
3.2.19.4Research involving children.
3.2.19.5Research involving adults unable to consent.
3.2.19.6Significant/non-significant device determinations.
3.2.20For each protocol’s initial and continuing review, the frequency for the next continuing review.
3.3Policies and procedures include:
3.3.1Checklists.
3.3.2Forms.
3.3.3SOPs.
3.3.4Template letters.
3.3.5Template minutes.
3.3.6Worksheets.
3.4IRB member files include a resume for each IRB member.
4RESPONSIBILITIES
4.1IRB Office staff members are responsible to carry out these procedures.
5PROCEDURE
5.1Minutes of IRB meetings: Save in the IRB meeting workspace in eIRB+.
5.2File non-system correspondence related to a specific protocol in the eIRB+protocol record.
5.3File correspondence NOT related to a specific protocol in a file related to that person or topic.
5.4IRB member rosters: File in IRB member roster binder.
5.5IRB membership records (e.g., curricula vita and resumes): File in IRB member files.
5.6Policies and procedures:
5.6.1File current policies and procedures in policies and procedures binder.
5.6.2File replaced policies and procedures in the policies and procedures history file.
6MATERIALS
6.1None.
7REFERENCES
7.1None.