eCowboy Compliance Support

IRBManager for IACUC

Researcher | Committee Member | General Support  

I am a researcher that needs to... 

• Log into IRBManager

  You can log into IRBManager with your Oklahoma State University (OSU) issued Okey credentials (i.e., your email address and password). If you are not affiliated with OSU you must request access to IRBManager by completing the request access to IRBManager form located on the University Research Compliance website (https://compliance.okstate.edu).

  Sign into IRBManager w/OSU Okey credentials (i.e., faculty, staff, and students)

  • Navigate to https://okstate.my.irbmanager.com/
  • Click on O-Key Sign In Service and sign in with your OSU Okey email address and Okey password.

  

  Sign into IRBManager w/IRBManager credentials (i.e.,non-OSU personnel)

  • After you have requested access to IRBManager you should have received an email notifying you that your IRBManager account has been created for you.
  • Navigate to https://okstate.my.irbmanager.com/
  • Click on “click here” next to “To use your IRBManager issued login”.

  

• Start a new study
  • From the home page, click on New IACUC ACUP under the section “Actions” located on the left-hand side of the screen.

  

  

   

  • Next, you will begin creating your new IACUC ACUP application.

  Guidance for most questions can be found next to the question.

  

  While you are completing the IACUC ACUP application, IRBManager will notify you of any “issues” that it detects with the form as you progress. The “issues” will be listed at the top of the screen for your review and correction.

  

  The buttons located at the bottom of each section will help you navigate through the application. Your work in IRBManager is saved each time you click the buttons [Next], [Previous], or [Save for Later] located at the bottom of the webpage.

  

  Previous	Takes you to the previous screen/question.
  Next	Will move to the next question. If there are any required questions which have not been answered you will not be able to proceed to the next section until the questions have been answered.
  Save for Later	Saves your progress and allow you to return at a later time to complete the application.
  View Attachment Questions	View attachments.
  View Questions with Notes	View questions which contain notes.
  PDF	Creates a PDF of your form.

• Copy an existing ACUP study

  You may wish to copy an already existing IACUC ACUP study and make changes to the study for submission to the IACUC Office. Please follow the instructions below to copy an existing study.

  • Sign into IRBManager.
  • Next, locate the study, under the header “My Studies” that you wish to copy. Click on the study.

  

  • Next, at the very bottom of the next screen under the heading “Reference xForms” you will need to click on the copy icon next to the IACUC ACUP you wish to copy.

  

  • Next, click on “Copy”.

  

  • Next, a copy of the original ACUP study will open. Please proceed with updating the study as desired.
• Submit a Modification

  The IACUC ACUP modification form allows you to modify your already approved IACUC ACUP study. You can change many aspects of the study and resubmit the study for approval through the IACUC Office. 

  • Sign into IRBManager.

  • Next, locate the study, under the header “My Studies” that you wish to submit a modification. Click on the study.

  

  • Next, at the very bottom of the screen under the heading “Reference xForms” you will need to click on the copy icon next to the IACUC ACUP you wish to submit a modification.

  

  • Next, click on “Create Amendment”.

  

  • Your modification form will open.

  

  • From the modification form screen select all applicable modification types.

  

  • Proceed through the modification form and make any necessary updates to your study.
  • Once you have completed your changes, click on [Submit] in order to submit your modification to the IACUC Office for review and processing.

  

• Review a submitted modification on my behalf

  An individual listed on your approved ACUP may initiate a modification to the approved ACUP; however, the modification must be reviewed, approved, and submitted by the Principal Investigator.

  • You, as the Principal Investigator, will receive an email informing you of the modification which needs your approval.

  

  • Click on the link within the email in order to begin reviewing the modification.
  • You may begin your review of the entirety of the modification.
  • Fields which have been changed from the originally approved ACUP will be highlighted in yellow.

  

  • You may also utilize the “view audit” functionality by clicking on [View Audit]. This functionally will allow you to see who made the changes and what its original value had been prior to the change.

  

  • You may also correspond with the submitter and make notes through the “add note” functionality.
  • Once you have reviewed and approved of the entirety of the modification form click on “Yes”.

  

  • Enter your OSU Okey credential and click [Next].

  

  • Click on [Submit].

  

• Submit a personnel modification

  The IACUC Personnel Change form allows you to add and remove personnel from your approved ACUP study as well as changing the principal investigator of the ACUP study. You may start an IACUC Personnel Change Form by following the instructions below.

  • Sign into IRBManager.

  • Next, locate the study, under the header “My Studies” that you wish to submit a modification. Click on the study.

  

  • Next, on the left-hand side of the screen click on “Start xForm”.

  

  • You will see a list of xForms that can be used with this existing IACUC study.
  • Click on “IACUC Personnel Change Form”.

  

  • Complete the personnel change form.
  • You will be required to enter your OSU Okey credentials in order to sign-off on the personnel change and submit the form to the IACUC Office.
  • Within a few minutes upon submitting the form you will receive an email notification of your requested changes.
  • Once the IACUC Office has processed your request you will receive an email notification egarding the status of your request.
• check on the status of my IACUC ACUP application

  If you wish to check on the status of your IACUC application please follow the instruction below.

  • Once logged into IRBManager, from the Home page click on your xForms “being processed at a later stage”.

  

  • You can check the status of your IACUC ACUP application by looking at the “Stage” column next to your application.

  IACUC Application Stage		Stage Description
  IACUC Pre-Review		IACUC Office administrative review of form content, training requirements, and occupational health and safety program enrollment.
  Designated Member Review		IACUC reviewers as assigned by the chair conduct a review of the request. This will typically take around 3 business days to complete. Please note that all IACUC members will have access to the application and may call for a review at the next IACUC meeting, which may delay the application.
  IACUC Post DMR Processing		The IACUC office will evaluate the IACUC reviewers’ questions and comments and translate them into the form. The form will then be sent back to the Principal Investigator and submitter to address the changes. If there are no reviewer requests, the form will move on to approval.
  Under Full Committee Review		The submission is waiting for the next scheduled IACUC meeting for discussion.
  Post Full Committee Review		The IACUC office will compile the feedback from the IACUC meeting and either provide the feedback to the form owner or proceed with approval.

• View my IACUC application

   

• View an IACUC application I am listed as a collaborator

  If you wish to check on the status of your IACUC application please follow the instruction below.

  • Once logged into IRBManager, from the Home page click on your xForms “being processed at a later stage”.

  

  • You can check the status of your IACUC ACUP application by looking at the “Stage” column next to your application.

  IACUC Application Stage		Stage Description
  IACUC Pre-Review		IACUC Office administrative review of form content, training requirements, and occupational health and safety program enrollment.
  Designated Member Review		IACUC reviewers as assigned by the chair conduct a review of the request. This will typically take around 3 business days to complete. Please note that all IACUC members will have access to the application and may call for a review at the next IACUC meeting, which may delay the application.
  IACUC Post DMR Processing		The IACUC office will evaluate the IACUC reviewers’ questions and comments and translate them into the form. The form will then be sent back to the Principal Investigator and submitter to address the changes. If there are no reviewer requests, the form will move on to approval.
  Under Full Committee Review		The submission is waiting for the next scheduled IACUC meeting for discussion.
  Post Full Committee Review		The IACUC office will compile the feedback from the IACUC meeting and either provide the feedback to the form owner or proceed with approval.

•  Check the expiration dates on my IACUC ACUP

  If you wish to check the expiration date of your IACUC ACUP(s) you can do so from the Home page. Expiration dates are listed at the bottom of the Home page next to the Title of your ACUP application.

  

• Return to my application in progress

  When you log back into IRBManager after beginning your application, your screen will look like the following:

   

  • You will click on the xForm, “unsubmitted xForms”, awaiting your attention.
  • Next, you will click on the form in order to pick back up with completing your IACUC application.

  
• Add a collaborator
  • You may collaborate with other people by clicking on the [Collaborators] button located at the top of the page within the application.

  

  • Next, begin typing the email address of the person you wish to collaborate with on your application.

  

  • Select the access level you wish the collaborator to have on your application.

  View Only	Can only view the application.
  Edit	This will allow the person to edit the application.
  Edit and Manage	This will allow the person to edit the form and invite new collaborators.
  Edit, Manager and Submit	This will allow the person to edit the form, invite new collaborators, and submit the application.

  • Click [Add] in order to add the person to your collaborators list. Once you click [Add], the person added will receive an email informing them that they have been added to the list of collaborators for your application. This email will include a link to your IACUC ACUP application form.

  

• Remove Collaborator(s)

  You can remove collaborators at any time by selecting the [Collaborators] link at the top of each page of the application and then clicking the red X under the heading “Action” in order to remove a collaborator.

  

• Respond to Requested ACUP Changes
  The IACUC Office may contact you regarding any corrections or issues noted in your application.
  

  • After you have submitted your application you may be notified by the IACUC Office or reviewers that your application needs correcting.
  • You will receive notification via email when corrections are needed to your IACUC application. You can click the link in the email, which will take you to the form directly.

  

  • Once logged into IRBManager you can find the IACUC application which needs attention under the xForms heading and click on the xForms next to “awaiting your attention”.

  

  • Next, you will select the application which needs attention from the list.

  

  • You can easily locate any question(s) which need attention by looking for any blue boxes as shown below.

  

  • You can also view a list of questions which need to be addressed by clicking on [More] -> [View Questions with Notes] located at the bottom of the page.

  

  • Once you have addressed each of the questions you may resubmit the application.
• Close my IACUC Protocol

  You may close your IACUC ACUP application at any time. In order to accomplish this task please complete the following steps within IRBManager.

  • Once signed into IRBManager, click on “View Dashboard”.

  

  • Next, locate the study, under the header “My Studies” that you wish to submit a modification. Click on the study.

  

  • Next, on the left-hand side of the screen click on “Start xForm”.
  • You will see a list of xForms that can be used with this existing IACUC study.
  • Click on “IACUC ACUP Closure Form”.

  

  • Complete the IACUC ACUP Closure form, you will be required to enter your OSU Okey credentials in order to sign-off on the closure form and submit the form to the IACUC Office.
  • By completing the IACUC ACUP Closure form, you acknowledge that you no longer have animals associated with the IACUC study.

  

  • You will receive an email notification pertaining to your ACUP study closure.

I am a committee member that needs to...

General Support Information...