» IRB Deadlines & Approval Process

Research projects that include the participation of human subjects are required to gain IRB approval prior to commencement. To initiate the review process, investigators must submit the appropriate documentation and await the allotted review period.

  • IRB Deadlines and Meeting Dates
  • Review Process at a Glance
  • Approval Conditions
  • The first step in submitting an IRB protocol application is to determine whether your research falls under one of three Categories: Exempt, Expedited, or Full Committee Review. Definitions of each category can be found on the IRB-FAQs page. If you are unsure of which category your research falls under, contact the IRB for assistance.

    Once you have determined the appropriate category, download the corresponding application packet from the IRB Forms and Instructions page. Electronically complete the application and submit to the irb@chapman.edu along with supplemental materials.* When submitting, title the subject field with the application name (e.g. Full Committee Application, Request for Exemption, Request for Modification). Review times vary and are based on the type of application submitted (see review schedule).

    MEETING SCHEDULE
    Full Committee Meetings occur once a month. Applications must be submitted on the 15th of the month prior to the following month's meeting date. See schedule below.

    Submission Deadline:
    Meeting Date:
    June 15, 2017
    July 15, 2017
    August 15, 2017
    September 15, 2017
    October 15, 2017
    November 15, 2017
    December 15, 2017
    January 15, 2018
    February 15, 2018
    March 15, 2018
    April 15, 2018
    May 15, 2018
    June 15, 2018
    July 15, 2018
    July 10, 2017
    August 14, 2017
    September 11, 2017
    October 9, 2017
    November 13, 2017
    December 11, 2017
    January 8, 2018
    February 12, 2018
    March 12, 2018
    April 9, 2018
    May 14, 2018
    June 11, 2018
    July 9, 2018
    August 13, 2018

    Expedited Reviews 

    Submit 2-3 weeks prior to proposed start date

    Request for Continuation: Submit 45-60 days prior to expiration date 

    Exempt Reviews 

    Submit 1-2 weeks prior to proposed start date

    Request for Continuation: Submit 45-60 days prior to expiration date

    *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.

  • IRB Review Process Flowchart
  • APPROVAL CONDITIONS FOR ALL CHAPMAN UNIVERSITY HUMAN RESEARCH PROTOCOLS

    The Principal Investigator of the study is ultimately responsible for assuring all study team members adhere to applicable policies for the conduct of human-subjects research. 

    Principal Investigators are responsible for the retention of protocol–related records. 

    PROTOCOL EXPIRATION: 

    The Chapman University IRB approval letter references the protocol expiration date under the IRB Chair’s signature authorization. A courtesy email will be sent approximately 60 to 90 days prior to expiration reminding the Principal Investigator to apply for continuing review. For studies granted Extended IRB Approval, a courtesy e-mail will be sent annually to verify eligibility for the continuation of extended approval. It is the Principal Investigator’s responsibility to apply for continuing review and in order to ensure continuing approval throughout the conduct of the study. Lapses in approval must be avoided to protect the safety and welfare of enrolled subjects. 

    MODIFICATIONS & AMENDMENTS: 

    No changes are permissible to the approved protocol or the approved, stamped consent form without the prior review and approval of the Chapman University IRB. All changes (e.g., a change in procedure, number of subjects, personnel, study locations, new recruitment materials, study instruments, etc.) must be prospectively reviewed and approved by the IRB before they are implemented. 

    APPROVED VERSIONS OF CONSENT DOCUMENTS, INCLUDING STUDY INFORMATION SHEETS: 

    Unless a waiver of informed consent is granted by the IRB, the consent documents (consent form; study information sheet) with the Chapman University IRB approval stamp must be used for consenting all human subjects enrolled in this study. Only the current approved version of the consent documents may be used to consent subjects. Approved consent documents are not to be used beyond the expiration date provided on the IRB approval letter. 

    ADVERSE EVENT & UNANTICIPATED PROBLEMS REPORTING:

    All unanticipated problem involving risk to subjects or others or serious adverse events must be reported to the Chapman University IRB in accordance with Federal regulations and Chapman University policy.

    CHANGES IN FINANCIAL INTEREST: 

    Any changes in the financial relationship between the study sponsor and any of the investigators on the study and/or any new potential conflicts of interest must be reported immediately to the Chapman University Financial Conflict of Interest Oversight Committee (FCOI). If these changes affect the conduct of the study or result in a change in the text of the currently-approved informed consent document, these changes must also be reported to the Chapman University IRB via a modification request. Research subject to FCOI oversight is not eligible for Extended IRB Approval.

    CLOSING REPORT: 

    A closing report should be filed with the Chapman University IRB when the research concludes.