The below information will assist investigators in the planning, development and submission of human participant use protocols for review and approval by the IRB.

What is "research"?
Human Participant Use Federal Assurance

Does my project require IRB review?
How to submit a Protocol for IRB review
Schedule of Meetings
Recruitment from Outside of Campus
Collaborative Research
Types of Approval
Consent and Assent Guidelines

  What is "research"?

"Research" is defined in the Code of Federal Regulations as "a systematic investigation that contributes to generalizable knowledge".

In other words, for the most part, an investigator will:

How do you identify human subejct research? Use this handy list to determine if IRB review is required.

Human Participant Use Federal Assurance

The University of Maryland, Baltimore County has a Federalwide Assurance ( FWA00000069, approved through 09/13/2016) from the Office for Human Research Protections.

Does my project require IRB review?

Certain activities have the characteristics of research but do not meet the regulatory definition of research needing IRB review.  Contact the ORPC at 5-2737 or compliance@umbc.edu with questions of clarification. Remember, the IRB has the final say in what research must be reviewed. Use this handy guide to make an intital determination for IRB review.

How to submit a Protocol 

Principal investigators may make the initial determination about the type of review appropriate to the project.  However, final determination on the type of review rests with the IRB.  If another type of review is more appropriate, the project will be reviewed under that review procedure and the PI notified.

IRB Application and Pre-review Consultation

The ORPC staff is available to answer any questions regarding the IRB submission process and IRB review of research studies. We also provide pre-review consultation to discuss all aspects of IRB review, from preparing the submission to completion of the study. We also offer in person review sessions on twice a month on Wednesdays between 12:00 pm and 1:00 pm during the academic year. Please visit our registration page to arrange a time.   Please contact the office staff for more information.

When will I hear from the IRB about my study?

The length of time a study will take to be approved and an approval letter received depends on the type or level of review required. . The ORPC staff, working in concert with the IRB, will make every effort to work with investigators to process proposals promptly. If additional changes are needed, it can take longer depending on reviewer questions or protocol load.

Exempt review

The IRB Chair screens studies for exemptions. If a study fits into an exempt category of research and is low risk to subjects, it will not need to go through expedited or full-committee review. If the study is not found exempt, it will need to go through expedited or full-committee review. This link describes the exempt application and review process. Exempt projects will take approximately one week for initial review. If there are no changes required, the project will be approved at that time.

Expedited Review

These projects are pre-reviewed by the ORPC within one week and researchers are notified if there are changes needed. Studies are then forwarded to a member of the IRB committee. Expedited reviewers have three weeks to complete their review. This member reviews the appropriate materials and consults with the PI if necessary to come to a decision about the approval of the study. This type of review is carried out for studies which involve minimal risk to subjects and fit into an expedited review category of research. This link describes the expedited application and review process. Expedited reviews average about four weeks.

Full-Committee Review

Studies are reviewed by a fully-convened IRB committee. The committee discusses the study and makes a decision about the approval of the study. This type of review is carried out for studies greater than minimal risk to subjects. The meeting schedule for the 2014-15 academic year is below; submissions must be received in the OPRC office no later than thirty (30) days before the scheduled meeting. This link describes the full board application and review process.

October 6, 2014
December 1, 2014
February 2, 2015
April 6, 2015
June 1, 2015        

Classroom Projects

Classroom projects (i.e. research methodology courses) are designed to teach students research. As above, such activities involve gathering data via surveys, questionnaires, interviews and/or observations of public behavior. The design of these projects will involve some type of interaction with individuals outside of the classroom setting. The IRB has developed guidelines to advise course instructors on what are acceptable topics, the use of the consent process and their responsibilities for student IRB education training and application forms

Training

Please review the requirement for human subjects use training. The IRB requires that all research personnel, including faculty, graduate students and undergraduate students complete the on-line education module. Training must be completed before submitting an application.   

Outside investigators who want to recruit on the UMBC campus

Researchers who are unaffiliated with UMBC but wish to recruit participants on the UMBC campus must request permission from the IRB before recruiting participants via posters, flyers, email announcements or newspaper ads). Outside researchers must submit to the Office for Research Protections and Compliance a letter describing the recruitment activity as well as a complete copy of the materials they submitted to the IRB of their own institution, including the letter of IRB approval for the project. The packet should include, but may not be limited to, the IRB protocol application, consent form or information sheet, recruitment flyer or ad, instruments or measures to be used, and any supporting documentation. The IRB Chair will review the request and issue a letter of permission to recruit on campus. The IRB reserves the right to have requests for permission to recruit on campus go to the full board for review and approval, should the Chair decide that the nature of the study requires the independent scrutiny of the IRB to protect its students and employees.

Collaborative Research

Investigators from institutions with a Federalwide Assurance

If a study is being conducted at multiple sites, IRB approval is needed from all of the institutions “engaged” in research, one institution may act as the “IRB of record”. An IRB Authorization Agreement may be used when UMBC engages in research with a collaborating institution with whom UMBC does not have a cooperative IRB review arrangement or UMBC or the collaborating institution provides IRB review to avoid dual review. The agreement describes the role and authority of the IRB(s) involved in the study, the responsibilities of the investigator’s regarding human subjects protection education, training, policies, and reporting, the term of the agreement and the number of protocols to be reviewed. The cooperative site must have an approved Federal Wide Assurance (FWA) on file with the office for Human Research Protections (OHRP).

To complete the form, please use the following:

1) Designation

Institution A: In most cases, Institution A (the institution conducting the IRB review) is the site where participant recruiting, screening, and enrolling takes place.
Institution B: The institution who relies on Institution A's IRB review

IRB Registration #: IRB00000334
Federalwide Assurance (FWA) #: FWA00000069

2) List the names,roles and responsibilities of the investigator(s)

3) Obtaining the institution's signatory official on the authorization agreement

In sum, PIs who have the responsibiliy for the conduct of the study must obtain UMBC IRB approval of all phases and changes prior to conducting the research, regardless of where the research takes place. PIs should contact the ORPC in a timely manner whenever collaborative research is planned. Separate applications for each institution may be necessary; however, in order to avoid duplicate review, an IRB Authorization Agreement may be arranged with the other institution to establish one IRB as the designated IRB to review and approve the research.

Investigators from institutions that do not have a Federalwide Assurance

Investigators, who are not faculty, staff, students, or employees of the University of Maryland, Baltimore County may be covered under the UMBC’s Federalwide Assurance (FWA) only in accordance with the submission of a formal, written agreement of commitment to relevant human subject protection policies and IRB oversight. (source: Guidance on Extension of an FWA to Cover Collaborating Individual Investigators and Introduction of the Individual Investigator Agreement)

The Individual Investigator Agreement is a commitment statement that an unaffiliated investigator will comply with UMBC's human subject protection policies and IRB oversight. This agreement is used when researchers at UMBC engage in research with a collaborating investigator who is not affiliated with UMBC or a collaborating investigator who is affiliated with another institution that may not have its own IRB to review a study. Application guidelines and forms may be downloaded from the IRB Forms page.

The Individual Investigator is required to submit a copy of Human Subjects Protection Training from either their own institution or complete the CITI training at UMBC. The instructions for completing CITI training are at http://www.umbc.edu/research/ORPC/human_subjects_use_training.html.

Please allow sufficent time prior to initiating a research study with collaborators as institutional review and approval is required.

Types of Approval

Initial Approval

IRB approval is granted when all requirements are met based on the federal regulations and UMBC IRB policies. Upon approval, the PI is sent written notification with the IRB approval number and annual review date. The written notification of approval will be provided directly to the faculty advisor if the principal investigator is a student.  If the IRB decides to disapprove a research activity, it will include in its written notification a statement of the reasons for its decision and give the investigator an opportunity to respond in person or in writing.

Continuing Review (Annual Renewal)

Federal policy requires all studies approved in an expedited category or by full board review be renewed at minimum annually. Annual renewal is required until all the data has been analyzed and all activity, including participant contact, related to the project has ceased.

Modifications

Once a protocol has received approval by the IRB, any subsequent changes to the study must be reviewed and approved by the IRB prior to implementation. Per federal regulations, any desired modification in an approved research protocol must receive approval from the IRB.      

Planning Phase Administrative Approval

Federal regulations require that grant applications or proposals that support human subjects research be reviewed and approved by an IRB. As part of this review, IRBs are required to ensure that the activities described in the grant are consistent with the proposed or IRB-approved protocol. At times principal investigators will plan research projects that will eventually lead to the submission of grant applications where human subjects use are:

- planned in future but have not been finalized, or
- when a PI received a "just-in-time" notice from a granting agency and is requesting documentation of IRB approval.

In these cases, the principal investigator may ask the IRB to specifically and separately review and approve activities in this planning phase. This guidance is created to address this topic.

Description of planning and development activities

The PI will submit a request, in a paragraph or two, the objectives of the planning and development activities including:

- the planned participants
- the planned design of the study, and
- the potential benefits and/or risks participants may experience from participating in the research.

Please submit this request at least twenty-four (24) hours before a determination is required to the ORPC at compliance@umbc.edu. The ORPC staff will review the request, in conjunction with the IRB Chair, to make sure that there are no activities described in the planning and development involves human subjects. If this is the case, the ORPC will assign an IRB protocol number and administratively approve the planning and development project activities for up to 12 months.

Restrictions

Investigators must understand this is request for a planning only and that a submission of an IRB application for the complete study is required prior to initiating the research. Planning and development project activities do not substitute for the IRB’s review and approval of pilot studies. These must still be reviewed by the IRB using the protocol submission process before they are initiated.

When the PI submits a protocol application to begin the actual human subjects research, he or she will inform the ORPC that an active (i.e., existing and approved) planning and development approval is associated with this new submission, and will provide the IRB protocol number and title in the new protocol application.

Length of approval

The planning phase application will remain active until the application for research involving human subjects is approved by the IRB, at which time the planning phase protocol will be automatically inactivated. The PI is responsible for notifying the Office of Sponsored Program of the of planning and development activities approval if such approval is associated with submission of a grant application.                       

Consent and Assent Guidelines                         

According to Federal Regulations ( 45 CFR 46.116), no investigator may involve a human being as a subject in research unless the investigator has obtained the legally effective informed consent of the subject or the subject's legally authorized representative.  The written presentation of information in the consent form is used to document the basis for consent and for the subject's future reference. Remember that obtaining participant consent is a process. The consent form is merely the documentation of informed consent and does not, in and of itself, constitute informed consent. The fact that a subject signed a consent form does not mean that he/she understood what was being agreed to or truly gave their voluntary consent.  Consent must be given without coercion or undue influence.

Please continue to this page to learn more.

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