eCowboy Compliance Support

eCowboy Compliance for IRB

Faculty Adviser | Researcher | SONA Administrator

Committee Member | General Support  

I am a faculty adviser that needs to... 

• Log into eCowboy Compliance

  You can log into eCowboy Compliance 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://research-compliance.okstate.edu).

   

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

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

  

• Review and sign-off on my student's IRB submission

  Review of the application

  • Once logged into eCowboy Compliance, from the main Home page, click on the underlined “# xForms” link. This will bring up specific studies and forms requiring approval.

  

  • On the top right of the webpage you may check the checkbox “Show forms requiring approvals ONLY”. This will sort through and list only the forms which require your signature.

  

  • Click the application that you wish to review and/sign off on. The application will open in a new web browser window.

   

  Approval of the submitted application by the faculty adviser

  • Once you have reviewed the application and made any notes where applicable, they will click on the [Next] button located at the bottom of the screen.

  

  • The Faculty Adviser Review screen will be displayed, allowing the faculty advisor to either sign off on the application or send the application back to the researcher for corrections.

   

  • On the Faculty Advisor Review screen you would select “Ready for Submission” in order to approve of the application and allow the application to progress to the next stage.
  • You must read and agree to each of the statements listed. At the bottom of the screen you will be required to enter your OSU Okey password in order to sign off on the application.

   

  • Click [Next].
  • Click [Submit] in order to complete your sign off, approval, and review of the application.

  

  Sending the application back to the researcher for correction

  • Once the faculty adviser has reviewed the application and made any notes where applicable, they will click on the [Next] button located at the bottom of the screen.

  

  • The Faculty Adviser Review screen will be displayed, allowing the faculty adviser to either sign off on the application or send the application back to the researcher for corrections.

  

  • On the Faculty Adviser Review screen you would select “Needs changes and clarifications before submission” in order for the application to be sent back to the researcher for corrections.

  

  • Click [Next]
  • Click [Submit] in order to complete your review and for an email to be sent to the researcher

  

  • The researcher will receive an email notifying them of the needed changes to the application.

  

• Add notes to an application

  Adding notes to an application

  • You can add a note to any section of the application by clicking on the [Add Note] button next to the section.

  

  • A new window will appear, allowing you to enter any notes to the researcher. Click the button [OK] to save your note or click [Cancel] to not save your note.

  

  • If you wish to review all notes made for this application, click on [More] -> [View Questions with Notes] button at the bottom of the screen. A new window will appear with a list of all notes which pertain to the application.
  • Students also have the [View Questions with Notes] button and are able to see all of the notes their faculty advisor provided.

  

• Review and return a student's IRB submission

  Returning an Application for Corrections

  • Once the faculty adviser has reviewed the application and made any notes where applicable, they will click on the [Next] button located at the bottom of the screen.

  

  • The Faculty Adviser Review screen will be displayed, allowing the faculty Adviser to either sign off on the application or send the application back to the researcher for corrections.

  

  • On the Faculty Adviser Review screen you would select “Needs changes and clarifications before submission” in order for the application to be sent back to the researcher for corrections.
  • You can add any comments to the summary of needed changes textbox.

  

  • Click [Next]
  • Click [Submit] in order to complete your review and for an email to be sent to the researcher

  

  • The researcher will receive an email notifying them of the needed changes to the application.

  

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”.

  

• Starting a New Study

  You can start a new IRB application by following the instructions below.

  • From the home page, click on New IRB Application under the section “Actions” located on the left-hand side of the screen.

  

  • Next, you will begin creating your new IRB application.

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

   

  While you are completing the IRB application, IRBManager will provide you with 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.

• Submitting a New Study

  Starting a new application for submission

  Things to consider

  • All PIs, Co-PIs and Faculty Advisers must have an IRBManager account before being listed anywhere in the application.
  • Application questions are asked in different formats, such as short answer, check boxes, drop down menus, etc.
  • The [Add Note] link allows you to leave notes for the reviewer or the IRB office on a specific question(s).

   Submitting a new application

  • Once logged into IRBManager you can begin a new IRB Application by clicking on the link [New IRB Application] under the Action heading.

  

  • Begin completing the sections of the form. Below are brief descriptions of each section of the IRB application form.

  Part 1 – Administrative Information

  Part 1 of the IRB application requests some basic information pertaining to your research. Such information encompasses items such as title of project, your college and department, and if the research is funded externally.

  Part 2 – Determination of Research

  Part 2 of the IRB application helps determine whether the proposed project is research related and requires the submission of the application.

  Part 3 – Determination of Human Participants

  Part 3 of the IRB application helps determine whether the proposed project is human subject research related and requires the submission of the application. If either part 2 or 3 is no, then a determination of non-human subjects form is completed.

  Part 4 – Purpose & Benefits

  Part 4 of the IRB application requests you provide the purpose, results, and benefits of the research intended.

  Part 5 – Participants

  Part 5 of the IRB application requests information pertaining to the human participants. Questions pertain to the following:

  • International population
  • Native American population
  • Studies with prisoners

  Part 6 – Recruitment

  Part 6 of the IRB application request information pertaining to recruitment methods

  Part 7 – Compensation/Remuneration

  Part 7 of the IRB application request information pertaining to compensation to be given to subjects.

  Part 8 – Study Overview & Location

  Part 8 of the IRB application request information pertaining to basic study design and location of study. Such questions pertain to the following:

  • Social, behavioral, educational, or methodology questions
  • Existing data social, behavioral, or educational
  • Biomedical methodology questions
  • Use of existing biological materials methodology questions

  Part 9 – Risks

  Part 9 of the IRB application request information pertaining to the risk of the study. Description of risks and safeguards in place to mitigate those risks, Handling of adverse events and unanticipated problems, Certificates of confidentiality and National institute of justice privacy certificates

  Part 10 – Privacy & Confidentiality

  Part 10 of the IRB application request information pertaining to the consent process. Such questions pertain to the following:

  • Description of privacy and confidentiality measures
  • Use of audio/video recordings and photograph description of measures in place
  • Studying employee/supervisor relationship confidentiality measures
  • Use of deception

  Part 11 – Consent Process

  Part 11 of the IRB application describes the procedures you will use to consent participants and/or obtain parent/guardian permission and assent for your study.

  Part 12 – Other Regulatory Applicability

  Part 12 of the IRB application request information pertaining to compliance and review by the following:

  • Health Insurance Portability and Accountability Act (HIPAA)
  • The Family Educational Rights and Privacy Act (FERPA)
  • Protection of Pupil Rights Amendment (PPRA)
  • Institutional Biosafety Committee
  • Institutional Animal Care and Use Committee
  • Laser Safety
  • Radiation Safety

  Training Verification

  The training verification page will verify your CITI training compliance and allow you to enter in your OSU training information for Working with Minors. All training must be completed prior to the submission of your application.

   

  Protocol Attachments

  At the end of the application you will be required to attach any additional documents required by the IRB for review. Microsoft Word (.docx) and Adobe PDF (.pdf) files will only be accepted. Examples of documents you may be required to upload include the following:

  • Curriculum Vita’s
  • Biomedical Study Qualifications
  • Recruitment Materials
  • Supporting Materials
  • Biomedical Supporting Materials
  • Letters of Support and/or Permission

   

  PI Review and Signature

  The submission page requires reading and agreeing to each item followed by entering the submitter’s OSU Okey password in the password field.

   

  Finally, you must click [Submit] in order to submit your application.

  

• Submit a Modification

  You will complete a Modification form if you need to make any changes to your approved IRB. Please follow the instruction below in order to complete this process.

  • From the Dashboard under the section titled “My Studies”, click on the study you wish to complete a modification for.

  

  • Next, you will see details pertaining to the study you selected displayed.
  • On the left-hand-side of the screen, under the heading “Actions”, click on “Start xForm”.

  

  • Next, click on “Protocol Modification Request Form”, in order to start your Modification Form for the IRB application you are within.

  

  • Work through each section of the IRB Modification form.
  • After you have addressed each section of the IRB Modification form you must click on the button [Submit] in order to submit your form to the IRB Office.

  

  • You will be notified via email of any corrections and once the modification has been approved.
• Submit a Continuation

  You will complete a Continuation form in order to extend your IRB approval date. This form must be submitted at least two weeks in advance for Expedited Review or by the Full Board deadline prior to your expiration date for Full Board studies. Please follow the instruction below in order to complete this process.

  • From the Dashboard under the section titled “My Studies”, click on the study you wish to complete a continuation form.

   

  •  Next, you will see details pertaining to the study you selected displayed.

  

  • On the left-hand-side of the screen, under the heading “Actions”, click on “Start xForm”.
  • Next, click on “IRB Continuation Form”, in order to start your Continuation Form for the IRB application you are within.

  

  • Work through each section of the IRB Continuation form.
  • After you have addressed each section of the IRB Continuation form you must click on the button [Submit] in order to submit your form to the IRB Office.

  

  • You will be notified via email of any corrections and once the continuation has been approved.
• Submit a Reportable Event

  If you need to submit a reportable event pertaining to an unanticipated problem or adverse event that has occurred as part of your research project. It is recommended to call the IRB Office to discuss prior to submitting this form.

  • From the Dashboard under the section titled “My Studies”, click on the study you wish to complete a continuation form.

  

  • Next, you will see details pertaining to the study you selected displayed.
  • On the left-hand-side of the screen, under the heading “Actions”, click on “Start xForm”.

  

  • Next, click on “Protocol Modification Request Form”, in order to start your Modification Form for the IRB application you are within.

  

  • Complete the IRB Closure form and ensure that your study meets the criteria for closure.
  • After you have addressed each section of the IRB Closure form you must click on the button [Submit] in order to submit your form to the IRB Office.

  

  • You will be notified via email of any corrections and once the modification has been approved.
• Submit a Closing Report

  You will complete a Closure form when all study procedures have come to an end. Please follow the instructions below in order to complete the Closure form.

  • From the Dashboard under the section titled “My Studies”, click on the study you wish to complete a continuation form.

  

  • Next, you will see details pertaining to the study you selected displayed.
  • On the left-hand-side of the screen, under the heading “Actions”, click on “Start xForm”.

  

  • Next, click on “IRB Closure Form”, in order to start your Closure Form for the IRB application you are within.

  

  • Complete the IRB Closure form and ensure that your study meets the criteria for closure.
  • After you have addressed each section of the IRB Closure form you must click on the button [Submit] in order to submit your form to the IRB Office.

  

  • You will be notified via email of any corrections and once the closure has been approved.
• Checking on the status of my IRB application

  If you wish to check on the status of your IRB 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 IRB application by looking at the “Stage” column next to your application.

   

  IRB Application Stage		Stage Description
  Application Data Entry		Application has been started by the submitter. It has not yet been submitted to the IRB. -or- Application has been returned by faculty advisor, SONA administrator, or IRB Office for revision.
  PI Signature for Project Coordinator Submission		Awaiting principal investigator sign off on IRB application, if someone other than the principal investigator is submitting the protocol (such as a coordinator or graduate student on behalf of a PI).
  Faculty Adviser Review and Signature		Awaiting faculty adviser review and sign off on IRB application.
  SONA Administrator Review & Approval		Awaiting SONA administrators review and sign off on IRB application.
  IRB Office Pre-Review		Application is submitted to the IRB Office. A pre-review is conducted to determine if the application is complete and ready to be reviewed. Turnaround time is estimated at 1-2 days.
  IRB Office Determination of Review Level		The application is evaluated for review level. The application is assigned a tracking number. Turnaround time is estimated at 1-2 days.
  Non-Human Participant Review		Waiting in the queue for NHS Review. Turnaround time is estimated at 1-2 weeks.
  Exempt Review		Waiting in the queue for exempt review. Turnaround time is estimated at 2-3 weeks.
  Send for Expedited Review		Protocol has been sent to the expedited reviewer. IRB office is waiting for the faculty member to complete the expedited review. Turnaround time is 2-3 weeks.
  IRB Office Review of Non-Full Board Studies		Expedited Review has been received by the IRB from the faculty member and is awaiting for IRB office review and forwarding to PI. Turnaround 1-2 days.
  Post Approval for Non-Full Board Studies		NHS, Exempt, or Expedited protocol has been approved and is waiting for IRB Office to generate approval letters and stamped letters and stamped documents. Turnaround time is estimated at 1 day.
  Full Board Pre-Review		Protocol has been sent to the Full Board reviewer. IRB office is waiting for the faculty member to complete the Full Board pre-review. Turnaround time is 1-2 weeks.
  Under Full Board Review		Protocol has completed Full Board pre-review process and is on the agenda for the next scheduled Board meeting.
  Office Processing of Full Board Determination		The processing of the full board application by the IRB office after the IRB Board meeting has occurred. Turnaround time is estimated at 2-3 days.
  Post Approval Full Board Studies		Full Board protocol has been approved and is waiting for the IRB office to generate approval letters and stamped documents. Turnaround time is estimated at 1 day.

• Checking on the status of my continuing review

  If you wish to check the status of your IRB continuation review please follow the instructions 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 IRB application by looking at the “Stage” column next to your application.

   

  IRB Application Stage		Stage Description
  Application Data Entry		Application has been started by the submitter. It has not yet been submitted to the IRB. -or- Application has been returned by faculty advisor, SONA administrator, or IRB Office for revision.
  PI Signature for Project Coordinator Submission		Awaiting principal investigator sign off on IRB application, if someone other than the principal investigator is submitting the protocol (such as a coordinator or graduate student on behalf of a PI).
  Faculty Adviser Review and Signature		Awaiting faculty adviser review and sign off on IRB application.
  SONA Administrator Review & Approval		Awaiting SONA administrators review and sign off on IRB application.
  IRB Office Pre-Review		Application is submitted to the IRB Office. A pre-review is conducted to determine if the application is complete and ready to be reviewed. Turnaround time is estimated at 1-2 days.
  IRB Office Determination of Review Level		The application is evaluated for review level. The application is assigned a tracking number. Turnaround time is estimated at 1-2 days.
  Send for Expedited Review		Protocol has been sent to the expedited reviewer. IRB office is waiting for the faculty member to complete the expedited review. Turnaround time is 2-3 weeks.
  IRB Office Review of Non-Full Board Studies		Expedited Review has been received by the IRB from the faculty member and is awaiting for IRB office review and forwarding to PI. Turnaround 1-2 days.
  Post Approval for Non-Full Board Studies		NHS, Exempt, or Expedited protocol has been approved and is waiting for IRB Office to generate approval letters and stamped letters and stamped documents. Turnaround time is estimated at 1 day.
  Under Full Board Review		Protocol has completed Full Board pre-review process and is on the agenda for the next scheduled Board meeting.
  Office Processing of Full Board Determination		The processing of the full board application by the IRB office after the IRB Board meeting has occurred. Turnaround time is estimated at 2-3 days.
  Post Approval Full Board Studies		Full Board protocol has been approved and is waiting for the IRB office to generate approval letters and stamped documents. Turnaround time is estimated at 1 day.

• Check the expiration dates on my IRB applications

  If you wish to check the expiration date of your IRB application(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 IRB application.

  

• Return to my application in progress

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

   

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

  

• How to add a collaborator

  If you wish for your adviser to make changes to your application, you must add them as a collaborator with edit rights on your application.

  You may add a collaborator at any time during the application writing/editing stage. Adding a collaborator will allow those added to help you write/edit the form. Collaborators can edit, manage, and/or submit an application depending upon the level of access granted. Collaboration can allow co-investigators or others associated with the application to assist the author of the form. You will need to add any study personnel you wish to be able to view the completed application form as a collaborator with at least view rights. Otherwise, they will not be able to view your xform after approval.

  • 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 IRB application form. Lastly, the added person can access the form under the

   

• How to add a Co-PI or Adviser

  All PIs, Co-PI's, and Faculty Advisers must have an IRBManager account before being listed anywhere in the application. Please contact the person and request that they sign into the IRBManager system. If they are not affiliated with the University please request that they complete IRBManager - Request Access 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.

  

• Access and Print Approval and Stamped Documents

  You can access attached documents and any IRB Office generated documents such as approval letters and stamped consent forms by following the instructions below.

  • From the Home screen, click on the active studies link shown below.

  

  • Click on the study you wish to access approved and stamped documents.

  

  • From the Home screen, click on the active studies link shown below.
  • Next, under the heading “Events”, located at the bottom of the screen, you will see details pertaining to the study you selected displayed. Click on the # next to the heading you wish to view the attachments. For example: the initial submission shown in the image below has 4 attachments. You can click on “4” to view these attachments.

  

  • From the attachments screen you can download each attachment listed for your review.

  

  • Attached documents will be listed under “Attachments” and any IRB Office generated documents will be listed under “Generated Docs”.

   

• Withdraw my IRB application
  If you need to withdraw your already submitted IRB application please contact the IRB Office via email irb@okstate.edu or via phone 405-744-3377.

I am a SONA Administrator that needs to...

• Review and Sign-off on a SONA request

  The easiest way to access the IRB application is by clicking the link within the email you receive from IRBManager. Additionally, you can access the IRB application through the IRBManager website.

  • Log into IRBManager.
  • Locate the IRB application under xForms; click on “1 xForms”.

  

  • Next, you will see the list of IRB applications awaiting your review. Click on any of the applications to begin your review.

   

  • You may jump to any location within the application by using the dropdown menu located at the top-center of each page of the application.

  

  • On the section “SONA Review”, if you concur with the information pertaining to SONA within the IRB application you can sign-off on the review by:
    • Selecting the SONA system for this attestation
    • Check “Approve As Is” under the heading “Determination”Selecting the SONA system for this attestation
    • Entering your OSU Okey password in the field for certifying the above statement

  

  • Click [Next].
  • Click [Submit].
• Adding a Note to the IRB application
  • Please only add notes to the Part 6.1 SONA System Recruitment section. You can add a note by clicking [Add Note].

  

  • Fill out the Note information and click [OK]

  

  • For example, the applicant did not select the correct SONA system, your note might be as follows:

  

• Removing a Note to the IRB application

  Please be aware that notes you enter into the application in IRBManager will be viewable by the applicant. As such you can use the note feature to assist the applicant.

  • You can remove your note by clicking the red X.

  

  • You will be prompted as follows. Click [OK] to delete your note.

   

• Review and Return a SONA request

  If the IRB application is not acceptable from a SONA administrative perspective you will need to return the IRB application to the applicant by following the procedures outlined below.

  • On the section “SONA Review”, if you concur with the information pertaining to SONA within the IRB application you can sign-off on the review by:
    • Selecting the SONA system for this attestation
    • Check “Revisions Needed” or “Denied” under the heading “Determination”
    • Entering your OSU Okey password in the field for certifying the above statement

  

  • Click [Next].
  • Click [Submit].

I am a committee member 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”.

  

• Review an IRB application
   
• Review an IRB application attachments
  • Look for the section titled “Protocol Attachments”

  

  • Once you have downloaded the protocol attachments you can review them by using the add comments feature in Adobe Reader/Pro. If the document is not in Adobe PDF format you will need to save the document as an Adobe PDF document first.
  • Click on the button “Comment” located in the upper-right-hand corner.

  

  • Click the sticky note icon and proceed to add notes to any section within the Adobe PDF document.

  

  • Save the document with your comments. You may wish to sanitize your Adobe PDF document prior to uploading to IRBManager. Please see the section “Sanitizing your Adobe PDF documents prior to uploading into IRBManager” for details.
• Adding a note to the IRB application (IRB Office Only)

  Follow the instructions below in order to add notes for the IRB Office only

  • Clicking on [Add Note] next to any question will allow you to add a note to the IRB Office and/or the PI.
  • Once you have entered any notes and selected the appropriate checkbox (Internal Note Only, Require Changes) you will need to click [OK].

  

  • If you wish to add a note for only the IRB Office to see, ensure that “Internal Note Only” is checked.

  

  • If you wish to add a note for the PI to see, ensure that “Internal Note Only” is not checked.
    

  

   

  • If you wish to require the researcher to address the changes mentioned in the notes you can check “Require Changes” which prohibits the researcher from resubmitting the application without addressing the issue(s).

  

• View all available question options
  • Once signed into IRBManager, under the heading “Actions”, click on “Start xForm”.

  

  • Click on the printer icon located next to the form name “Application for Review of Human Subjects Research”.

  

  • This will open the form and display all available options for each question. Each of the options below are highlighted.

  

• Access meeting minutes

  Follow the instructions below to access the IRB meeting materials.

  • Once logged into IRBManager, click on the [Meetings] button located in the upper-left-hand side.

  

  • Next, you will see upcoming meetings listed for IRB.

  

  • Click on the papers icon to view the agenda.

  

  • Next, in the center of the screen click on the “Event” link next to the study you wish to review.

  

  • You can download any IRB study attachments pertaining to the study by clicking on the “Attachments” link under the heading “Actions”.

  

  • Attached documents will be listed under “Attachments” and any IRB Office generated documents will be listed under “Generated Docs”.

   

General Support Information... 

• View as PDF

  If you need to download a copy of your complete application, please scroll down to the bottom of any page in the application. Please click the “more” button.

  

  Select either the “View as PDF” or “View as PDF with Attachments” option. This will download a copy of your entire application in one PDF file.

  

• Replace feature usage

  When replacing an uploaded document with a new version, please use the replace icon (two green arrows pointing at each other). This will ensure the most current version of this document is readily identifiable to the IRB Office and the researcher. This will speed up review of your application.

  

• How do I access the specialized training modules?

  As part of your application to the IRB, you may be requested to complete additional specialized modules. The modules you need to complete will be identified in the training verification section of your IRB application in IRBManager. These modules covers areas not covered within the basic course. They will be listed under the IRB SBE or Biomedical Specialized Modules Course as optional. It is necessary to list them as optional so you do not need to complete all modules.

  

  If this course is not listed on your main menu/my courses, you will need to "Add a Course" under the My Learner Tools on the main menu to add this course to your profile. The specialized modules course is question #2. Please add the social, behavioral, or educational (SBE) or biomedical specialized modules course as appropriate.

  

  

  You will need to go into the specialized modules course and take the appropriate optional module listed below. To do this, click on the course name. Please complete the integrity assurance statement. After completing the one required module, you can select the specialized module that you need to complete in any order.

  Note: Even if this course shows as complete, you must go in to complete the optional module. If the course is listed as complete, it only means that you have completed the one required module, not that you have completed the optional module. Each optional module needs to be taken within the last 3 years.

• What if my CITI training is not showing up in IRBManager?
  Please verify that your CITI account email is your OSU email address as it is listed in IRBManager. If it is not, update your CITI account so they match. Then use the "Add Courses" option to verify that you are enrolled in the correct courses. Many of the course numbers for the specialized modules have changed. You need to enroll in the updated course numbers. You will be given credit for modules already completed during this update process. Please wait until the next morning for CITI to sync with IRBManager. If you are still having an issue, please contact the IRB Office.
• Can I see questions on an application before beginning to complete the application?

  Yes. Each form has a header section, which includes a drop down menu to the various pages of each form. Using this drop down menu, you can view the main questions on each page.

  • Once signed into IRBManager, under the heading “Actions”, click on “Start xForm”.

  

  • Click on the printer icon located next to the form name “Application for Review of Human Subjects Research”.

  

  • This will open the form and display all available options for each question. Each of the options below are highlighted.

  

• Why is my CITI training listed as missing on my IRB application even though it has been completed?
  IRBManager updates completed training from CITI each morning. If you have completed training and your training is showing as not completed, please try submitting your application in the morning. If your training continues to show as not completed please contact the IRB Office.
• I am unable to list my faculty adviser or other personnel in my IRB application
  Please ask your faculty adviser or other personnel to log into IRBManager. Once they have logged into IRBManager their information will be listed within the system and you will be able to add them to your application.
• Do I need to create a username and password to use IRBManager?
  All Oklahoma State University faculty, staff, and students with a current Okey username and password can use those credentials to login to the IRBManager.
• Converting Microsoft Word documents to Adobe PDF
  • Open your Microsoft Word document.
  • Click on the [File] tab and select “Save As”.

  

  • Next, select the location to save the converted document and select “PDF (*.pdf)” from the “Save as type” dropdown menu.

  

  • Click [Save].
• Sanitizing your Adobe PDF documents prior to uploading into IRBManager

  You can easily sanitize your comments made in an Adobe PDF file by following the instructions below.

   

  • Open the Adobe PDF document you wish to remove you name from the comments.
  • Click on the button [Comments].

  

  • Next, click on the heading “Comments Link”.
  • On your keyboard click [Ctrl] + [A] in order to select all the comments.
  • Right-click on any of the comments highlighted and click on [Properties…].

  

  • Select the “General” tab.
  • In the field “Author” type in “IRB Reviewer”.
  • Click [OK].

  

  • Next, you will notice that all comments entered now have the author of “IRB Reviewer”.

  

  • Save your Adobe PDF document.
• How to obtain OSU system e-mail addresses
  1. Complete the Request for OSU System E-mail Addresses Form on IRBManager.
  2. Once this request form is signed by OSU Research Communications, upload the signed version as part of your IRB Application or IRB Modification.
  3. After your IRB Application or Modification is approved, access your stamped documents to download the version of your approved request that has the IRB Stamp on it.
  4. When your IRB application is approved, contact the Office of Institutional Research and Information Management (IRIM), at 744-4244, osuirim@okstate.edu, or at 219 PIO for assistance in obtaining the required e-mail addresses. You will need to present a copy of the approved Request for OSU System E-Mail Addresses form with the IRB approval stamp on it. Please allow TWO WEEKS for IRIM to generate your e-mail address sample.
  5. If needed, IRIM will provide information for contacting the IT office to assist with e-mail distribution.