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eResearch Core Committee Staff – Self Study Guide
Table of Contents
Last updated: 10/6/10 1 of 21 v.2.0
Module 6: Validating Decisions
Module 6 Objective: Covers how Core Staff members process the decisions of the reviewers on each eResearch submission through a decision validation. Refer to the table of contents below for the topics covered in Module 6.
Table of Contents
Validating Decisions Overview ...................................................................................................................... 2 Preparing Letters Prior to Validating Review Decisions (Optional Step) ...................................................... 3 Approve ......................................................................................................................................................... 5 Approve with Contingencies ......................................................................................................................... 6
STEP 1 – Edit Contingencies .................................................................................................................. 6 STEP 2 – Send Approve with Contingencies Letter ................................................................................ 8 STEP 3 – Refer to Reviewer .................................................................................................................... 9 STEP 4 – Enter Completion Date for Contingencies ............................................................................. 10 STEP 5 – Issue Approval Letter ............................................................................................................ 11
Disapprove .................................................................................................................................................. 12 Action Deferred ........................................................................................................................................... 13 Tabled ......................................................................................................................................................... 14 Finalizing Consent Forms ........................................................................................................................... 15 Manage Documents .................................................................................................................................... 15
eResearch Core Committee Staff – Self Study Guide
Validating Decisions Overview
Last updated: 10/6/10 2 of 21 v.2.1
Validating Decisions Overview
Core Staff members are responsible for processing the decisions of the reviewers on each eResearch submission. This is done through a decision validation.
Validate Decision – A validation activity is provided for each decision type, which changes the state of the submission to reflect the decision. Some decisions send a letter to the study team. The possible decision types include:
o Approve – The Approval letter is sent to the study team. It includes the approval date and the expiration date. (See page 5)
o Approve with Contingencies – The Approved with Contingencies letter is sent to the study team. This letter contains the contingencies that must be completed before the study team can begin their research. (See page 6)
o Disapprove – The Disapproved letter is sent to the study team, informing them that the IRB has not approved the study. (See page 12)
o Action Deferred – No letter is sent to the study team. (See page 13)
o Table – No letter is sent to the study team. (See page 14)
o You can prepare the letter to be sent to the study before you complete the Validate Decision activity. This letter can be saved for use during the Validate Decision activity. See page 3 for more information.
eResearch Core Committee Staff – Self Study Guide
Approve
Last updated: 10/6/10 3 of 21 v.2.1
Preparing Letters Prior to Validating Review Decisions (Optional Step)
Important Information
Letter templates are provided in eResearch for communicating various decisions to the study team. These templates can be edited during the Validate Decision step. If extensive edits to the letter template are required, the Core Staff may use the Prepare Letter step to complete the edits prior to validating the decision.
eResearch Study Workspace
1. From the Study Workspace, click Prepare
Letter.
Prepare Letter Window
2. Select the appropriate Approval Template
from the drop-down menu.
3. Click the down arrow to open the template editor toolbar.
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eResearch Core Committee Staff – Self Study Guide
Approve
Last updated: 10/6/10 4 of 21 v.2.1
4. Edit the letter.
5. Click OK.
Note: This action does not send the letter to the study team.
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eResearch Core Committee Staff – Self Study Guide
Approve
Last updated: 10/6/10 5 of 21 v.2.1
Approve
eResearch Study Workspace
1. Click Approve.
Approve Window
2. Select the appropriate letter template from
the Approval Template drop-down menu.
Note: If you created a letter using the Prepare Letter step, select Saved_Application from the Approval Template drop-down menu to access the prepared letter.
3. Edit the letter, if necessary.
4. Click OK.
Note: This action sends the letter to the study team and changes the state of the submission to Approved.
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eResearch Core Committee Staff – Self Study Guide
Approve with Contingencies
Last updated: 10/6/10 6 of 21 v.2.1
Approve with Contingencies
Important Information
In the event a submission is approved with contingencies, extra steps are required to complete the approval process. The basic steps to approve a study that has contingencies are:
1. Edit the contingencies for the submission.
2. Issue an Approve with Contingencies decision, which sends a letter to the study team detailing the contingencies that must be met before the research can begin.
3. When the study team submits the required contingencies, defer the study to the designated reviewer to review the changes.
4. If the contingencies have been met, use the Edit Open Issues activity to enter a completion date for the contingencies.
5. Issue an Approval letter to the study team.
STEP 1 – Edit Contingencies
eResearch Study Workspace
1. Select Edit Open Issues.
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eResearch Core Committee Staff – Self Study Guide
Approve with Contingencies
Last updated: 10/6/10 7 of 21 v.2.1
Edit Contingencies Edit Window
For each issue:
2. Enter the Section that the issue is related to.
3. Enter a Description of the issue.
4. If the issue should be published, select Publish Issue.
5. If applicable, select which Reviewer is assigned to the issue.
6. If desired, enter Comments.
7. Click OK when you have entered all issues.
Note: The issue(s) will appear under the issues tab in the Study Workspace.
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eResearch Core Committee Staff – Self Study Guide
Approve with Contingencies
Last updated: 10/6/10 8 of 21 v.2.1
STEP 2 – Send Approve with Contingencies Letter
eResearch Study Workspace
1. Click Approve with Contingencies.
Approve with Contingencies Window
2. Select the appropriate letter template from
the Approval Template drop-down menu.
Note: If you created a letter using the Prepare Letter step, select Saved_Application from the Approval Template drop-down menu to access the prepared letter. All issues marked as publish issue should appear on the approval letter.
3. Edit the letter, if necessary.
4. Click OK.
Note: This action sends the letter to the study team and changes the state of the submission to Contingencies Pending.
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eResearch Core Committee Staff – Self Study Guide
Approve with Contingencies
Last updated: 10/6/10 9 of 21 v.2.1
STEP 3 – Refer to Reviewer
eResearch Home Workspace
1. Once the study team submits the
requested contingencies, the submission will display in the Core Staff owner’s Inbox.
eResearch Study Workspace
2. Click View Study to determine if the
contingencies have been met.
3. If necessary, click Refer to Designated Reviewer.
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eResearch Core Committee Staff – Self Study Guide
Approve with Contingencies
Last updated: 10/6/10 10 of 21 v.2.1
STEP 4 – Enter Completion Date for Contingencies
eResearch Study Workspace
1. Select Edit Open Issues.
Edit Open Issues Window
For each issue:
2. If applicable, update the information about the issue(s).
3. If the issue is complete, select Completed.
4. Click OK.
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eResearch Core Committee Staff – Self Study Guide
Approve with Contingencies
Last updated: 10/6/10 11 of 21 v.2.1
STEP 5 – Issue Approval Letter
eResearch Study Workspace
1. Click Approve.
Approve Window
2. Select the appropriate letter template from
the Approval Template drop-down menu.
Note: If you created a letter using the Prepare Letter step, select Saved_Application from the Approval Template drop-down menu to access the prepared letter.
3. Edit the letter, if necessary.
4. Click OK.
Note: This action sends the letter to the study team and changes the state of the submission to Approve.
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eResearch Core Committee Staff – Self Study Guide
Action Deferred
Last updated: 10/6/10 12 of 21 v.2.1
Disapprove
Important Information:
The PI has the right to rebut or decline the right to rebut when a study is disapproved.
eResearch Study Workspace
1. Click Disapprove.
Disapprove Window
2. Select the appropriate letter template from
the Approval Template drop-down menu.
Note: If you created a letter using the Prepare Letter step, select Saved_Application from the Approval Template drop-down menu to access the prepared letter.
3. Edit the letter, if necessary.
4. Click OK.
Note: This action sends the letter to the study team and changes the state of the submission to Disapproved.
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eResearch Core Committee Staff – Self Study Guide
Action Deferred
Last updated: 10/6/10 13 of 21 v.2.1
Action Deferred
eResearch Study Workspace
1. Click Action Deferred Pending Study
Team.
Action Deferred Window
2. Click OK.
The study returns to the Core Committee Staff Review state.
See the Requesting Changes procedure for more information on requesting changes from the study team.
Once changes have been submitted, you must reassign the study to a new meeting for review.
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eResearch Core Committee Staff – Self Study Guide
Tabled
Last updated: 10/6/10 14 of 21 v.2.1
Tabled
Approve Window
1. Click Table.
Approve Window
2. Click OK.
The study is tabled for the current meeting. You will need to select a new meeting where the study can be reviewed.
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eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 15 of 21 v.2.1
Finalizing Documents
Important
When the study is approved, Core Staff finalize the consent forms for the study. Finalizing the consent forms moves the documents into the Finalized Documents area and, if the documents were composed with the correct templates, watermarks the documents with the IRB Name, Study Number, Approval Date, and Expiration Date. Documents provided as Microsoft Word documents are also converted to PDF.
eResearch Study Workspace
1. Click Finalize Documents.
Finalize Documents Window
2. Select the Consent Form documents
and/or Recruitment materials to finalize.
3. Verify the dates and edit, if necessary.
4. Click OK to watermark the document(s) and move it to the Currently Approved Documents area under the Documents tab in the application workspace.
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eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 16 of 21 v.2.1
Study Workspace
5. Finalized documents are moved to the
Currently Approved Documents section on the Documents tab.
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eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 17 of 21 v.2.1
Manage Documents (includes workaround for documents that fail Finalize Documents activity)
Important Information
If a document fails to finalize or it should not be stamped, this activity can be used to move documents to the Currently Approved section of the Documents Tab
eResearch Study Application
1. Click Documents.
Documents
2. Click the link for the document(s) you want
to download.
Note: This will take you to the section of the application where the document has been uploaded by the study team.
Document Sample
3. Enter the header or footer information into
the document and select Save icon.
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K J P O N M L Z Y X W V U T S R Q
A B C D E F G I H
eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 18 of 21 v.2.1
Save a Copy Window
4. Click Desktop.
5. Click .
Documents
6. Click Manage Documents.
Manage Documents
7. Four categories of documents appear:
IRB-approved
Shared Supporting
Internal Supporting
Historical
Select the appropriate category and click
.
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eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 19 of 21 v.2.1
Submit a Document
8. Type a title for your document in the Title
field.
9. Click .
Choose File Window
10. Select file to upload.
11. Click .
Note: The document will not automatically convert to a pdf. Ensure you have the document in your prefered format prior to uploading.
Submit a Document
12. Click .
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eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 20 of 21 v.2.1
Submit a Document
13. Type the document’s Approval Date in the
Activation Date field.
14. Type the document’s Expiration Date in the Expiration Date field.
15. Click .
Manage Documents
16. Note your document appears in the list.
17. Click to upload another document, or
click if you’re finished uploading.
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eResearch Core Committee Staff – Self Study Guide
Finalizing Consent Forms
Last updated: 10/6/10 21 of 21 v.2.1
Documents
18. Note your document appears in the list
under the Documents tab.
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