» Cayuse IRB

Submitting for IRB Review

The Chapman University Institutional Review Board (IRB) uses Cayuse IRB for submission and review of human subject research studies in accordance with institutional, federal, ethical, and regulatory standards.Cayuse IRB is an easy-to-use, electronic system for preparing, submitting, and reviewing studies for IRB approval. All information is stored in the online Cayuse IRB system and can be accessed securely from any location. Multiple users can simultaneously view and access study documents. Additionally, study submissions can smoothly proceed from study creation to IRB approval, as users receive electronic notifications whenever they need to complete required tasks.

*Cayuse IRB runs on Internet Explorer 9 or higher, Mozilla Firefox, Google Chrome, or Apple Safari.

  • See the Submission Types tab belowto read descriptions of Cayuse IRB submission types.
  • See the Training tab below to read instructions that explain how to submit an initial submission, additional submissions, or to complete organizational approval.

+ - Expiration Notices and Renewals

Expiration notices are emailed to investigators through Cayuse IRB. Cayuse IRB sends reminder, expiration notices 60 and 15 days before a study expires, which provides each principal investigator (PI) with adequate time and opportunity to renew the expiring study.

NOTE: It is the PI's, not the IRB’s, responsibility to renew a study before it expires.

If a PI obtained IRB approval before the IRB began to use Cayuse IRB, the PI can begin a renewal submission after the PI or the IRB office completes the study's legacy submission. The legacy submission takes the place of the initial submission for imported studies from previous systems. Once the legacy submission is complete, the PI can create additional submissions, such as modifications, renewals, etc.

+ - IRB Member Reviews

+ - Submission Requirements

Below includes a list of items that should be prepared prior to beginning a submission in Cayuse IRB.
  • Study materials saved as separate documents (e.g., informed consent forms, letters of support from study sites, recruitment documents, survey questions, interview questions)
  • Copies of CITI completion certificates/reports of each member of the research team
  • All users "authenticated" in Cayuse IRB
    • See the Authentication tab below for more information.

+ - Authentication

Authentication is needed for investigators who have never submitted for IRB review or are receiving the message, "We're sorry. This account has been disabled on the Cayuse424 system,"upon login. To obtain access in Cayuse IRB, investigators need to request authentication in Cayuse IRB and email the following information to the IRB at irb@chapman.edu:

  • First and Last Name
  • Chapman email address (e.g. NAME100@mail.chapman.edu)
  • Status (faculty, staff, student, unaffiliated, etc., as appropriate)
  • Chapman University College and Department

For student-directed studies, a list of student names and their above information must be submitted to the IRB.  Authentication is not required for studies that include student research assistants who will be engaged in but who will not direct the study. Student research assistant names can be listed in Section 2 Peronnel under "Other Chapman Researchers (Investigators)," along with others engaged in the research. 

Investigators can log into Cayuse IRB after 24 hours from authentication, as it takes 24 hours for updates to reflect in Cayuse IRB.

If your information was incorrectly entered, you can correct your information by emailing the IRB at irb@chapman.edu.

+ - Training

How to use Cayuse IRB

Be sure all principal, co-principal, and student investigators included in your study's research team authenticate as users in Cayuse IRB and have completed CITI.  Visit the Training and Continuing Education page for information and instructions regarding CITI.

+ - Submission Types

Initial

This is the first submission that you create when you enter a new study in the system. The initial submission describes the research you intend to do and the methodology you intend to use. The initial submission must be approved before any research can begin.

Withdrawal

A withdrawal submission notifies the Integrity Office that you no longer wish to submit your initial submission and want to withdraw the study. Withdrawn studies are marked as finalized and can no longer be modified. You may create a withdrawal submission at any point once an initial submission has been created, until it has been approved. If the initial submission has been approved, you must create a closure submission in order to close the study if you no longer wish to conduct the research.

Legacy 

Used for studies imported from previous systems. The legacy submission replaces the initial submission for imported studies. Once the legacy submission is finalized, you can create additional submissions such as modifications, renewals, etc. 

Modification

If you wish to change any of the details of the study after it has been approved, you must submit a modification which must be approved before you can proceed with the changes. Modifications will only be available after initial approval is issued.  Modifications will be linked with the initial application and you will make revisions to the initial application based on the modifications you are requesting.

Renewal

When a study is nearing its expiration date, you must submit a renewal request in order to continue with the research. Expiration notices will be emailed from Cayuse.  Renewals, like modifications, will only be available after initial approval is issued.

Incident

You must submit an incident report to inform the Integrity Office of any adverse incidents, as required by your institution. Incident reports may be submitted at any time after a study has been approved, including after it has been closed. More than one incident report may be created for a given study, as needed.

Closure

A closure submission indicates that the research is complete and will not be continuing. Closed studies are marked as finalized and can no longer be modified.