OIRB Email Submission Process
Effective November 1, 2011
Investigators/Coordinators
**submissions not using this procedure will be processed but may be delayed
1) Leave all form names as they were when you downloaded them from our IRB Forms page (for those downloaded in that manner) or rename to show only Form Name. i.e. Form A, Form B, Form C, etc.
a. For those other forms try to find the appropriate Form Letter placeholder that is on the A-Z IRB Forms page to correspond to your item or document (e.g., Form L for advertisements, Form BB for Sponsor Protocol)
b. It is ok if you need to add something extra to distinguish one from another if you have multiple items of the same form letter. (e.g. Form L Postcard, Form L Flyer, Form K UHS, Form K VA)
2) Include certain critical pieces of information in the email:
a. Sender should CC Investigator or Coordinator as applicable.
b. Subject line must have:
i. Type of Submission abbreviated as NS for New Study, AMD for Amendment, PR for Progress Report, UPIRSO, NC for Non-Compliance, IA for Inactivation, AA for Administrative Action at the beginning of the subject line
ii. Protocol Number, if assigned (can be shortened version that the IRB uses when naming documents)
iii. PI Name at the end of the subject line
iv. Type of review requested (Expedited or Full Board), if known
v. NO OTHER INFORMATION in the subject line
c. Email text should indicate the TRUE POINT OF CONTACT
i. This person will be called sometimes to discuss forms submitted and/or missing or to discuss the study.
MESSAGE BODY:
Good morning OIRB,
Please give me a call at ### ###-####. I am your Point of Contact for this study. (plus any other pertinent information, however be aware that the email itself is not a submission document and will not be filed with the protocol)
Respectfully,
Jane Doe
Department
3) Send to
4) Await correspondence from particular OIRB staff assigned to the submission. Your responses back will be to the OIRB staff working on the submission and not to IRBMAIL.
5) Electronic submission subject Line Examples:
NS, Smith (Full Board)
AMD, 01-989H, Smith (Expedited)
PR, 01-989H, Smith (Full Board)
Response IRB-1, 01-989H, Smith
Should you have any questions regarding the Email Submission Process, please contact the OIRB office at (210) 567-8250.