» IRB Application System (Cayuse IRB)
Submitting an Application 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 runs on Internet Explorer 9 or higher, Mozilla Firefox, Google Chrome, or Apple Safari.
- Log into the Cayuse IRB TEST SITE to practice how to submit in Cayuse IRB. Enter the username "
testPI " and the password "catcat ." - Be sure all principal, co-principal, and student investigators included in your study's research team completed CITI and authenticate as users in Cayuse IRB. Visit the Training and Continuing Education page for information and instructions regarding CITI.
- See the Authentication tab below to become a user in Cayuse IRB.
- See the Instructions tab below to learn how to submit an initial submission, additional submissions, or complete organizational approval.
- See the Submission Requirements tab below to learn about the documents and certifications needed for Cayuse submissions.
- See the Submission Types tab below to learn about the different Cayuse IRB submission types.
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
- First and Last Name
- Chapman email address (e.g. NAME100@chapman.edu)
- Status (faculty, staff, student, unaffiliated, etc., as appropriate)
- Chapman University College and Department (e.g. Crean and Psychology)
Investigators can log into Cayuse IRB after their information is added and after Cayuse IRB completes its nightly sync process.
- 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 Personnel under "Other Chapman Researchers (Investigators)," along with others engaged in the research.
If your information was incorrectly entered, you can correct your information by emailing the IRB at irb@chapman.edu.
Instructions
- How to sign in, navigate, and submit new applications (pptx)
- How Chairs and Deans complete organizational approval (pptx) by certifying or returning submissions
- How to navigate through reviewers' comments
- How to create additional submissions (pptx) (e.g., renewal, modification, incident, withdrawal)
- How to submit a reliance agreement (pptx) (e.g., Chapman is relying on an external IRB, Chapman is the IRB of Record)
Submission Requirements
- 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 from each member of the research team
- All users "authenticated" in Cayuse IRB
- See the Authentication tab for more information.
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
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.
How long will IRB review take?
IRB review times vary, as they are based on review categories and submission completeness. Exempt and expedited studies are typically reviewed by one or two IRB members, so they may be processed relatively quickly. Full studies are reviewed by all of the IRB members, so they take longer to process. The IRB meets once a month and reviews submissions that were received at least two weeks prior to a meeting. See the submission deadlines and corresponding meeting dates to allow sufficient time for full committee review.
Submission Deadlines and IRB Meeting Dates
Exempt and Expedited submissions (studies with minimal risk) can be submitted via Cayuse IRB at any time.
Full Board submissions including new, continuing reviews and amendments (more than minimal risk) are reviewed on the dates listed below when a quorum is present. Submit applications via Cayuse IRB before the due dates listed below.
Remember: Official determination of full board review is made AFTER the application has been received and reviewed.
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Submission deadline due by 5pm
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Meeting dates
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| July 22, 2024 | August 12, 2024 |
| August 26, 2024 | September 9, 2024 |
| September 23, 2024 | October 14, 2024 |
| October 28, 2024 | November 11, 2024 |
| November 25, 2024 | December 9, 2024 |
| December 23, 2024 | January 13, 2025 |
| January 27, 2025 | February 10, 2025 |
| February 24, 2025 | March 10, 2025 |
| March 24, 2025 | April 14, 2025 |
| April 28, 2025 | May 12, 2025 |
| May 26, 2025 | June 9, 2025 |
*To ensure submission completeness prior to IRB review, the IRB office may request revisions and supplemental materials. Supplemental materials include but are not limited to consent/assent forms, surveys/questionnaires, interview questions, recruitment advertisements, HIPAA authorization or waivers of authorization, certification of human subjects protection training, etc.