Electronic IRB Application System

University of West Florida
Electronic IRB Application System
Overview
In order to streamline the process for submission of human subject research
applications, UWF has introduced a new electronic IRB application system.
Highlights of this new system include:

Ability for investigators to complete initial IRB applications electronically,

Ability for investigators to save work in progress

Access for investigators to monitor the status of currently approved
protocols on personal dashboards.
INTRODUCTION
UWF faculty members, staff members, and students can access the electronic
IRB application system using a link on the UWF IRB website. You will need to login
with your UWF username and password. Note: If you are already singed into
myUWF, you will not need to re-enter your login information.
Tip: Are you a frequent user of the electronic IRB application system?
You may find it helpful to create a bookmark for the Nautical IRB home page.
SECTION ONE: Navigating the electronic IRB application system
Upon logging into the electronic IRB application system, you will be presented
with your personal dashboard. There are four main content areas on your
homepage.
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2
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3
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4
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1. IRB Applicant Menu
The IRB Applicant Menu serves as your navigation bar for the electronic
IRB application system. To begin composing a new IRB application, select
application.
2. In Progress List
This table provides a list of all the IRB applications you have started to
compose. Each work-in-progress will be denoted by proposal title and
t

Submit Status: To submit the electronic copy of an IRB application,
select the check box associated with the appropriate proposal.

Delete: You can delete a proposal at any time before submission.
Deletion of an application is permanent.
Tip:
instantly delete your work-in-progress. You
will not be asked to confirm a deletion upon selection of the box. Your work
will just disappear.
3. Pending List
This table provides a list of your applications for projects that you have
electronically submitted for review but for which a hard copy with
signatures and attachments has not been received by Research and
Sponsored Programs.
4. Received List
This table provides a list of your applications that have been received, in
their entirety, by the Research and Sponsored Programs. For an
application to be listed in the received list, you have submitted your
electronic copy, a hard copy application with all required signatures, and
all necessary attachments. Only applications in the received list will be
reviewed by the IRB. Once an application has been moved to the
received list, notification of final IRB approval may take up to 4 weeks..
SECTION TWO: Creating a New Application
To create a new IRB application, select New Application from the main toolbar.
This will open a new window with the actual electronic application.
Figure 1: A blank IRB application screen will open when users
select New Application in the applicant menu toolbar.
The electronic application should be completed to the best of your ability and in
sufficient detail so that the IRB reviewer can follow your research design and
your plan to protect participants.
IRB Application Areas of Note:
Project Dates: The Nautical IRB application does not allow for you to submit a
starting date that has already passed. Be sure to plan ahead when submitting
your application
providing enough time for IRB approval to be received before
you hope to begin your research.
IRB Application Areas of Note (continued):
Drop boxes for Department and Agency fields: You will need to select your
department and funding agency, if applicable, from the items available for
selection in the drop box. If you do not see your department and/or agency,
leave the field blank on the electronic application. You can then write in the
information on the hardcopy of the application.
Co-Investigators: If you are completing the project with the assistance of coinvestigators, separate co-investigator forms are required for each additional
person. Use the link on the electronic application to open a new window
presenting the blank Co-Investigator Form. You will need to print hardcopies
of these forms, obtain the appropriate signature, and submit the form to the
IRB Office. There is no electronic submission of Co-Investigator forms at this
time.
Once you have completed the application to your satisfaction or once you
decide to save the work in progress, scroll to the bottom of the page.

Store Data: Choosing this selection will save your work in progress. You
can access the draft from your Nautical IRB homepage at a later date.

Generate PDF: This will create a PDF of your application AND save your
work for retrieval on your personal IRB dashboard. Choose this option
when you have completed your application and are ready to collect
signatures.
SECTION THREE: Making Changes to an Application In-Progress
The electronic IRB application system allows you to save IRB applications so that
you may continue to work on them at a later date. Once you have saved your
progress within the electronic IRB system, you can continue to edit the
list are available for editing.
SECTION FOUR: Electronic Submission of IRB Applications
Upon finalization of your IRB application, you should submit the application to
the IRB office using the online system
box
Upon submission,
homepage.
Applications in P
list are not yet ready for review by the IRB members.
In order to be reviewed by the IRB, you will still need to:
(a) print a hardcopy,
(b) obtain the correct signatures,
(c) attach applicable supporting documents such as recruitment flyers,
surveys, interview questions, consent forms, letters of approval from
cooperating sites, NIH certificates, and
(d) submit the complete packet to the IRB Office (Building 11, Room 110).
SECTION FIVE: Application Receipt to Project Approval
Once the entire application packet has been received by the IRB Office, your
application will
Received
an email from the IRB Office letting you know that all required materials have
been received and your application is currently under review by the IRB
members.
pplication may take up to four
weeks to gain IRB approval.
You may continue to log into the electronic IRB application system to see if a
decision has been made.

If any additional information is requested by the reviewer or if the review
needs clarification regarding your application, you will be notified via
email.

this letter for your records.
SECTION SIX: Maintaining IRB Approval
You can use your personal IRB dashboard to monitor the status of your currently
date. This signifies the last date for IRB approval of your project. If you should
require additional time to complete your project, you must submit a continuing
review form requesting a project extension. The extension request can be
emailed to [email protected].
Upon approval of the extension request, your project end date, as it reads from
your IRB dashboard will be updated.
Common Questions about Nautical IRB
I submitted my application but now I need to correct/add/delete
something. Is it too late?
you can make a copy of the application. Click on the title of the project
y of the submitted application and place it
-submitted.
Tip: To assist the IRB and to ensure the correct version of your application
is reviewed, please indicate that the application is a revised version when
you submit your hard copy to Research and Sponsored Programs.
How do I know if my project has been approved?
Once the IRB has reviewed your application and has ensured that you
have adequately protected the human participants, the status of your
received application will be updated to show its approval in the received
list.
You will also receive an email from [email protected]. Attached to this email
will be your formal letter of approval from the IRB. You should keep this
letter for your records.
The approval end date for each project will be listed in the received list.
Usually, due to federal regulations, this will be one year after the date of
approval.
If you should require additional time for data collection, you may submit a
continuing review form (see Forms on IRB website). Once the extension
request has been approved, you will receive formal notification by email
and the project
end date as seen on your personal IRB
dashboard will be updated.
Once a project has expired, it is too late to request an extension to
complete the project. Rather, you will need to submit a new application
and regain approval in order to complete the research.

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