Faster Submission Processing
Help us help you! It takes us considerably more time to process submissions that are submitted incorrectly.
We strongly encourage researchers to contact us with their questions before submitting any paperwork. You can look at our staff directory to see who can answer specific questions, or you can simply send your questions to our office.This is particularly important if you are unsure about what you need to do.
- Frequent Problem: ALWAYS download and use the most current forms.
- All submissions/paperwork must be typed.
- All submissions must be signed by the principal investigator. (Co-PI or Sub-I signatures are not sufficient unless a temporary transfer of responsibility is obtained previously.
- Frequent Problem: You must attach a copy of ALL supporting documents (protocol, grant, investigator brochure, advertisements, patient/subject questionnaires/surveys, data collection forms, etc.)
- Frequent Problem: Once you have a completed submission with original signatures, you must make the required number of photocopies (as indicated in our paperwork) of the entire submission (including grant, brochure, ads, questionnaires, etc). PLEASE sort your paperwork properly!
- Paperwork will be returned to you if it does not include the correct number of copies.
- Frequent Problem: All submissions must meet our Acceptability Standards.
- Your paperwork should be complete and correct at time of submission. Your paperwork will not be forwarded for review if it is not complete and correct. This is particularly important for paperwork that must be reviewed at a Full Board meeting and may result in your paperwork being reviewed at a meeting later than you originally expected. Please coordinate with the IRB Office BEFORE our Full Board Meeting Deadline in order to insure that your paperwork is appropriate and acceptable.
- Before submitting any forms to IRB-01 you should be intimately familiar with all of our requirements. Some forms (e.g. the Informed Consent form) have their own specific instructions. You are required to be familiar with any pertinent information prior to submitting these forms.
- Frequent Problem: Attach a separate cover letter if you need to provide additional information. The more information you can give the IRB, the easier it is to evaluate your study! Due to the considerable diversity in research at UF, it is impossible to design forms that perfectly address every kind of study. If a form doesn’t seem to fit your study, you should (1) call the office for assistance and (2) attach a cover letter to provide the appropriate information.
- Frequent Complaint
My submissions keep getting tabled at the meeting, or postponed, or need explicit changes. What do I have to do to just get it approved?
Send a representative knowledgeable about the study / your submission to the meeting! You or your representative do not have to sit through the entire meeting. Instead, you can sign in and leave a phone number where we can call or page you shortly before we expect your project to be discussed.
- If a representative for a study is present, we will discuss that project before the other projects in that section. This reduces the possibility of your submission not getting reviewed if we run out of time.
- Many times your representative can answer the Board’s questions (or get the answers and return to the meeting), meaning we don’t have to table the submission in order to send you a letter explaining what the Board needs to know. This means less work for us (we don’t have to write a letter and process your response), and less work for you – not to mention faster approval.
- If it is early enough in the meeting, you can go to your office, make any Board requested changes or gather Board requested information, and return to the meeting and potentially have the Board re-vote on your submission.
- Review your submission carefully before submitting it. Make sure information is consistent from one year to the next. If you’re not sure how to submit something, please ask the office before submitting the paperwork for review. Keep copies of all of your study related paperwork not only while the study is open but for at least 3 years after the study has closed.
- Frequent Problem: Last but not least, don’t procrastinate! Our deadlines and systems are already set up to be as fast as possible so it is extremely difficult to grant exceptions to deadline or process items faster. We can make special exceptions if subject safety is at risk or if obtaining external funding is at risk, but this should be a rare event rather than the norm.
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