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Submitting the IRB Application

So you're ready to submit to the IRB? This section will help guide you to the right forms, provide help tools for our eIRB system, and list upcoming meeting dates and submission deadlines for higher risk studies that require “Fullboard” review by the convened IRB Committee. You can also learn more about Scientific Pre-Review requirements for unfunded studies.

Go to eIRB to start your application

Forms to Use if Submitting to SLU IRB

Aside from humanitarian use device (HUD) and emergency use submissions, new applications to the Saint Louis University Institutional Review Board should be created and submitted in the eIRB submission system at eirb.slu.edu

Choosing the Right Application

The type of application you’ll need to complete depends on a few factors: the nature of the research (biomedical or not), risk level and whether certain regulatory criteria are met. It is important to choose the right IRB application, as forms are not inter-changeable and selecting the wrong application could result in duplicate work.

There are three types of IRB review:

Exempt Review:  Studies that involve minimal risk and can be justified under one or more of the exempt categories of review. Choose the Biomedical Exempt Application or Social, Behavioral and Education Exempt Application depending on the nature of the research.

Eligibility for Exempt Review Checklist

Expedited Review: Studies that involve minimal risk and can be justified under one of the expedited categories of review. Choose the Biomedical Research Application or Social, Behavioral and Education Research Application depending on the nature of the research.

Eligibility for Expedited Initial Review Checklist

Fullboard Review: Studies involving more than minimal risk or those that do not fit exempt or expedited review categories. Choose the Biomedical Research Application or Social, Behavioral and Education Research Application depending on the nature of the research.

See Tips for Choosing the Appropriate IRB Application for more information.

eIRB Submission Help

The following technical resources may help you prepare your application in eIRB:

Need Support? Contact 314-977-7744 or irb@slu.edu.

Have feedback? Send feedback using the eIRB System Feedback Form.

Submitting an Emergency Use of Humanitarian Use Device (HUD)

 Emergency Use Treatment

An Emergency Use Treatment Form should be submitted for the use of a test article on a human subject in a life-threatening situation in which no standard acceptable treatment is available, and in which there is not sufficient time to proactively obtain IRB approval [21 CFR 56.102(d)]. This form is not in eIRB; once completed, email to irb@slu.eduwith any supplemental information.

Prior to the use of the test article, please verify whether the article has been used previously at SLU, and contact the IRB for reporting requirements, including the requirement to obtain informed consent [21 CFR 50.23(a)].

For additional guidance, please refer to the SLU IRB Guidelines for Emergency Use of Test Articles.

Humanitarian Use Device (HUD)

As defined in 21 CFR 814.3(n), and updated by the 21st Century Cures Act, a HUD is a medical device intended to benefit patients in the treatment or diagnosis of a disease or condition that affects or is manifested in not more than 8,000 individuals in the United States per year.

Though not research, use of a HUD requires prior approval by the IRB. The HUD Application is not in eIRB. Use the forms below to request IRB approval to use an HUD; once completed, email to irb@slu.eduwith any supplemental information. See the HUD Submission Guidelines for more information.

 Consent/Assent/HIPAA Templates

If the IRB Application indicates that your study is one that requires a consent process, the appropriate SLU template(s) should be customized for use in your study. Descriptions of each are below.

Model Recruitment Statement/Cover Letter
For projects where the use of a full written informed consent document is not indicated, but subjects still need to be informed about the research (i.e. exempt research and certain types of minimal risk research)

Biomedical (Clinical) Informed Consent Template
For biomedical/clinical projects submitted on the full IRB application (not exempt studies) 

Behavioral & Social Sciences (Non-clinical) Consent Template
For behavioral and social sciences/non-clinical projects submitted on the full IRB application (not exempt studies)

HIPAA Authorization Form
At SLU, HIPAA Authorization Forms are separate from the consent document. If your study requires HIPAA Authorization, you must obtain signatures and maintain both documents for each research participant.

Lay Language Glossary for Consent Forms
This document contains lay language text alternatives to standard medical terms.

Assent Form Templates
For use in studies that enroll minors who must provide assent, as approved by the IRB:
Adolescent (Age 15-17) Clinical
Adolescent (Age 15-17) Non-Clinical
Child (Age 7-14) Clinical
Child (Age 7-14) Non-Clinical

 Model Addendum Consent Document
For subjects who are already enrolled on a project and need to be informed of new information or changes relating to that project.

Short Form Consent Process
For use in studies that were not intending to enroll non-english speaking (NES) participants, but a potential NES participant presents and must be enrolled in a time window that does not allow for full translation of the English consent form and HIPAA Authorization form, if applicable. 

For more information see Guidelines For Studies Involving Non-English Speaking Subjects.

If a participant speaks a language other than what is provided below, the English version can be used to translate into the targeted language. (A verification of translation must be submitted with the translated short form).

Verification of Translation for External Requests
 
Single Use Consent Template
For use in Single Use Applications (when a physician or researcher plans to treat a single patient who is not enrolled in a research study with an investigational drug, biologic or device). Single Use applications are submitted on the Biomedical Expedited/Full form in eIRB.

ClinCard Research Participant Employee Payment Supplemental FormThis optional form can be used to capture payment preferences of research participants are who employees of SLU. This form does not need to be submitted to the IRB. It is pre-approved for use.

Miscellaneous Forms

Supplemental and miscellaneous forms related to IRB submissions can be found in the Forms Listing located on the Forms and Guidelines page of the IRB website. 

Submitting the IRB Application 

Submission to the Saint Louis University Institutional Review Board (IRB) does not need to precede submissions to grant agencies; however, some grant agencies do require evidence of IRB approval prior to release of funds.

Access to funds at SLU may also be limited or delayed pending IRB approval. Submit the Research in Concept Only Form to irb@slu.edu if you are requesting access to sponsored awards prior to IRB approval.

Meeting Dates/Deadlines

Submission deadlines pertain only to items that require SLU IRB full board review. Exempt or expedited protocols need not be submitted according to these deadlines.

Please note that while normally IRB review of submissions will take place according to deadlines and meeting dates below, in some cases (capacity issues or incomplete submissions), review may be moved to subsequent meetings, as needed. Investigators are encouraged to submit in advance of the deadline date, as reviews will make the meeting agenda on a first-come, first-serve basis.

Full Board Meeting Dates

The deadline for submission is noon unless otherwise noted above.

(1) = Deadline and meeting dates for Full Board No. 1
(3) = Deadline and meeting dates for Full Board No. 3

Please be aware that any deadline marked "canceled" also means the corresponding meeting date is canceled.

Submission Deadlines Meeting Dates
May 21, 2018 June 5, 2018 (1)
June 4, 2018 June 19, 2018 (3)
June 18, 2018 July 3, 2018 (1)
July 2, 2018 July 17, 2018 (3)
July 23, 2018 August 7, 2018 (1)
August 6, 2018 August 21, 2018 (3)
August 20, 2018 September 4, 2018 (1)
September 3, 2018 September 18, 2018 (3)
September 17, 2018 October 2, 2018 (1)
October 1, 2018 October 16, 2018 (3)
October 22, 2018 November 6, 2018 (1)
November 5, 2018 November 20, 2018 (3)
Submitting the eIRB Application

Submitting the application in eIRB is a multi-step process. The first time you submit the form, it requires you to search for and select pre-reviewers (see Scientific and Department Chair Approval section for more detail).

Once the pre-reviewers have approved, you can see their review comments and make edits to the application. You must then click to submit the form again, this time to the IRB. For more information, see:

Scientific and Department Chair Approval

Before submission of new protocols to the IRB, all studies require review and pre-approval from a department chair (or faculty adviser for students). In addition, unsponsored, investigator-initiated research protocols must be pre-reviewed and approved by a departmental or divisional scientific review committee or representative. See Guidelines for Scientific Review for more information.

Scientific review must be completed by a qualified individual (not a student) who is not on the research team. Investigators are allowed to select the scientific pre-reviewer; however, many units have designated individuals who must be selected to complete the review. See Department/Division-Specific Guidelines for eIRB Submission Pre-Review Requirements.

Questions about the division requirements or quality or timeliness of scientific review should be directed to unit leadership.

For help assigning pre-reviewers, please see the "Submitting the eIRB Application" section above.

Performing a Pre-Review

The pre-review process is conducted within the eIRB system. The following tools can help:

Scientific reviewers are asked to review projects for adequacy of background literature review, appropriate scientific design, data analysis and safety oversight and may use the Scientific Review Worksheet to assist them in their review. Department chairs assure that the PI has the requisite funding, credentials, training, resources and privileges to do the research.

If the review was missed in eIRB, you can use the Department Chair Approval Form or Scientific Reviewer Form found at the end of the Guidelines for Scientific Review and upload the form to the Attachments page of the eIRB Application.

IRB Review Timelines

The timing of IRB review depends on the type of application. Review status is displayed on the investigator home page in eIRB, but the IRB may be contacted if there are questions/concerns.

For new studies, please plan to receive initial feedback from IRB review in:

  • Exempt Applications: 1 to 2 weeks
  • Expedited Applications: 2 to 3 weeks
  • Full Board Applications: 1 to 2 weeks following the board meeting

Note: This is not necessarily the timeline for official approval. Often, changes to the materials may be requested and will be need to be addressed in order to gain full approval. A notification will come from the IRB letting you know the review outcome including any next steps. See next section for additional detail.

Respond to IRB Requests

Commonly, initial IRB review results in requests for revisions prior to issuance of full approval. The timeline for review of PI responses is typically shorter than that for initial review. Researchers can enable the most efficient follow-up review of the study by carefully and completely addressing all IRB requests, and are welcome to work with IRB staff and chairs to do so.

Please follow instructions in eIRB for responding to any requests for revisions in order to receive full approval. Revisions must be submitted to the IRB in eIRB by clicking the "Submit to IRB" button, as they are not automatically sent when completed.