uconn

Oversight Committee Approval

The Research Compliance Services (RCS) can assist you in obtaining appropriate review and approval of research areas that will need the consideration of an oversight committee. Many times a sponsor will require a signature from a compliance office at the time of submission while other sponsors only require compliance review and approval upon award. If your research will use any of the areas listed below, please contact the ORC at 486.8513.

Animal Subjects

The University of Connecticut has established, and must maintain, policies and procedures to ensure the humane care and use of live vertebrate animals involved in research and teaching activities. The University’s animal program, facilities, and procedures are overseen by an Institutional Animal Care and Use Committee (IACUC). All plans for research, teaching or training activities involving the use of animal subjects must be submitted for review and approval to the IACUC. See the IACUC home page for forms, policies and contact information.

Controlled Substances

Controlled substances are regulated by the CT Department of Consumer Protection Drug Control Division (DCD). The Department of Environmental Health and Safety (EH&S) maintains a database of personnel who are licensed by the DCD to use controlled substances on any of the University’s campuses. Individuals with valid needs to utilize controlled substances for University-sanctioned research protocols and related project work must complete a DCD registration form. In addition, researchers must also register with the federal Drug Enforcement Administration (DEA). Contact Stefan Wawzyniecki, Chemical Health and Safety Manager, for further information on procedures for obtaining a license prior to the use of any controlled substance in research-related activities on University property.

Human Subjects

All plans for research, teaching and training activities involving the use of human subjects must be submitted for prior review by the Committee on the Use of Human Subjects in Research to ensure that no research done under the jurisdiction of the University exposes persons who participate as subjects or respondents to unreasonable risks to their health, general well-being or privacy. See the IRB home page for forms, policies and contact information.

Laboratory Safety

The Laboratory Safety Committee oversees the laboratory safety program administered by the Department of Environmental Health and Safety (EH&S). The Committee develops and reviews policies that help: 1) ensure a safe working environment within laboratories, and 2) maintain compliance with US Environmental Protection Agency (US EPA), CT Department of Environmental Protection (CT DEP), and CT Occupational Safety and Health Administration (CT OSHA) regulations. The Committee is comprised of faculty, laboratory, administration, and EH&S representatives, and meets quarterly to review laboratory safety and hazardous chemical waste issues at the University, including the Regional Campuses. Initial laboratory safety training is required for all new professors, staff, and graduate students who will be working in laboratories; thereafter, refresher training is required every other year.

For information or assistance with issues pertaining to laboratory safety or hazardous waste storage and disposal procedures, please contact the University’s Chemical Health and Safety Manager, Stefan Wawzyniecki, or the Laboratory Safety Committee Chairperson, Dr. Ben Bahr. Training schedules and other pertinent information are available on the EH&S webpage.

Laser Safety

The Laser Safety Committee oversees the laser safety program administered by the Department of Environmental Health and Safety (EH&S). The Committee develops and reviews policies that help: 1) ensure a safe working environment within laboratories, and 2) maintain compliance with CT Occupational Safety and Health Administration (CT OSHA) regulations. The Committee is comprised of faculty, administration, and EH&S representatives, and meets quarterly to review laser safety issues at the University, including the Regional Campuses. Anyone using lasers must successfully complete the University’s online laser safety training program; please contact Dawn Kemp for enrollment information. A laboratory-specific Standard Operating Procedure (SOP) must be developed by the Primary Laser Researcher (PLR) for each laser in use. Specialized systems may require further training and protective equipment provided by the PLR.

For information or assistance with issues pertaining to laser safety or the development of a laser SOP, please contact the University’s Laser Safety Officer, Dr. Martin Graham, or the Laser Safety Committee Chairperson, Dr. Doug Hamilton. Additional information is available on the Laser Safety home page.

Radiation Safety

The Radiation Safety Committee oversees the radiation safety program administered by the Department of Environmental Health and Safety (EH&S). The Committee reviews radioactive material research protocols and develops policies that help: 1) ensure a safe working environment within laboratories, and 2) maintain compliance with US Nuclear Regulatory Commission (US NRC) regulations. The Committee is comprised of faculty, laboratory, administration, and EH&S representatives, and meets quarterly to review radiation safety and low-level radioactive waste disposal issues at the University, including the Regional Campuses. Initial radiation safety training is required for all new professors, staff, and graduate students who will be working with radioactive materials or x-ray producing equipment; thereafter, refresher training is required on an annual basis. Research protocols must be reviewed and approved by the Committee before radioactive material can be ordered through EH&S. Initial training is required for non-users who work in a laboratory where radioactive materials are used; thereafter, refresher training is provided on an as-needed basis.

For information or assistance with issues pertaining to radiation safety or radioactive waste storage and disposal procedures, please contact the University’s Radiation Safety Manager, Dr. Martin Graham, or the Radiation Safety Committee Chairperson, Dr. Carol Teschke. Training schedules and other pertinent information, including the Radiation Safety Manual for UConn, are available on the Radiation Safety Home page.

Recombinant DNA (rDNA) and Biological Agents

The Institutional Biosafety Committee (IBC) reviews all research and teaching activities that involve recombinant DNA (rDNA), biological agents and toxins. The purpose of the IBC review is to ensure that University activities comply with government regulations and provide appropriate safeguards for human health and the environment. For each research or teaching project, an internal document known as a ‘Memorandum of Understanding and Agreement’ (MUA) should be submitted by the faculty member. The IBC home page provides links to the MUA form, applicable government documents (e.g. guidelines from NIH and CDC), and other information. For more information and further assistance with biosafety issues contact David Cavallaro, Biological Safety Officer with Environmental Health & Safety, at 860.486.3613 or Carol Auer, faculty Chairperson of the IBC, at 860.486.1878.

IRB Policies and Procedures Introduction

Overview of the Human Research Protection Program

The UConn Storrs Institutional Review Board (IRB) is responsible for the review of all human participants research at the UConn Storrs campus, the four regional campuses, the School of Social Work, and the School of Law (hereafter named UConn Storrs). The primary purpose of the Human Research Protection Program (HRPP) is to enforce the regulations which govern the protection of research participants enrolled in UConn Storrs studies through oversight by the IRB and IRB staff.

Reporting Structure

The IRB staff currently consists of the Director of Research Compliance (DRC), Regulatory Compliance Coordinator (RCC), IRB Administrator, and IRB Education and Compliance Monitor (IRB Monitor). The IRB Monitor, Regulatory Compliance Coordinator and the IRB Administrator report to the DRC. The DRC reports directly to the Vice President for Research (hereafter named VPR), the assurance signatory official (IO) for the institution.

Ethical Principles Governing Research

The HRPP supports the advancement of research by creating a collaborative relationship with the research community to ensure that research with human participants is conducted in accordance with the ethical principles of Respect for Persons, Beneficence, and Justice, as put forth in the Belmont Report. The principle of respect for persons is applied through the informed consent process. The principle of beneficence is applied through the risk/benefit analysis which includes a review of the design of the study and the procedures in place to minimize risks. The principle of justice is applied through recruitment strategies and selection of research participants.

These ethical principles are the basis of the regulations which govern the protection of human participants in research, and apply regardless of the regulatory category (i.e., exempt, expedited, or full board) under which a study is approved. Furthermore, UConn assures that equal protections will apply to all research involving human participants, regardless of funding source.

Authority from the Institution

As the IO, the VPR is charged with the responsibility of protecting human participants in research. The VPR empowers the IRB to suspend or terminate any study previously approved by the IRB or to require additional reviews. Suspension or termination may be due to serious and/or unexpected increased risks to participants, or continuing or serious noncompliance of the investigator(s) or other factors that the IRB deems warrant suspension or termination. The VPR cannot influence the decision of the IRB or approve a study that has not been approved by the IRB. The VPR also empowers the IRB to create and implement policy that will serve to protect human participants.

Policy Implementation

The authority to create, change and implement policy is shared by the IRB and Research Integrity & Compliance Services (RICS). New policies or changes to policies may be presented to the IRB to solicit input from the committee members. The VPR and DRC may also be asked to review and comment on new or changed policies and to advise the IRB/RICS regarding policy decisions. At the discretion of the VPR or DRC, input may also be sought from those parties that would be affected by the policy.

Policy Review

Every three years, the VPR and DRC will review all RICS/IRB policies that are posted on its website, regardless of the date on which the policy was implemented. Such review will include an assessment of the accuracy and relevancy of the policies, a determination as to whether the policies are in-line with institutional policies and whether there is a need for new policies to be developed. Within this document and posted on the IRB website, if an individual policy has been revised, it will show a revision date.

Support from the Institution

The institution provides support to the RICS/IRB and the IRB members in terms of staffing, office space and an operating budget, including educational opportunities. The VPR reviews the RICS/IRB budget annually with the DRC to ensure adequate resources continue to be available.

Assessment of Resources

On an annual basis, corresponding with the budget cycles, the VPR will assess the operations of the RICS/IRB to determine if additional resources are required in terms of supplies, education, staff, and/or equipment. Expenditures from the previous year, response time from the IRB to investigators, number of protocols reviewed per meeting, the number of audits conducted and types of findings, will be among the items included in the assessment. Information may also be solicited from IRB members and staff. The VPR will also take into consideration whether there were any activities, supplies or equipment that were previously forgone due to lack of resources.

Assessment of RICS/IRB Performance

On an annual basis the VPR will review a number of criteria in order to assess the overall performance of RICS/IRB and when necessary to take action to improve the performance. Criteria to be used in the evaluation include the following:

The number of new full board studies reviewed by the IRB annually in order to assess whether additional boards are needed due to the volume of work or whether additional expertise is needed in a certain area.
The findings of the audits conducted by the IRB Monitor to determine if there are common areas of noncompliance that could be improved upon with education, clarification of policy or development of new policies.
The performance evaluations of IRB members which consider contribution to discussion, attendance, thoroughness of review, volume of work reviewed, and participation in educational activities.
The performance evaluations of staff members which consider contribution to achieving the goals of the office, level of service provided to faculty, students and staff, and professional development activities.
The nature, number and outcome of participant complaints to determine if proper action was taken or if improvements can be made.
The educational opportunities with IRB members and staff attended throughout the year and whether opportunities were foregone due to lack of funding.
The principal investigators’ (PI) responses to the IRB Research Assessment Tool (RAT) Survey.

Applicable Regulations

It is the policy of UConn Storrs that all research involving human participants conducted by the faculty, students and staff of UConn, or research conducted using UConn facilities, is conducted in accordance with federal regulations, regardless of the funding source. Those regulations include, but are not limited to, the following:

Code of Federal Regulations, Title 45 Public Welfare, Department of Health and Human Services, National Institutes of Health Office for Protection from Research Risks, Part 46, Protection of Human Participants;
Code of Federal Regulations, 21 CFR 50, 56, 312, 812, as established by the Food and Drug Administration.

Per 45 CFR 46.103, because UConn Storrs is engaged in human subjects research (not otherwise exempt) that may be conducted or supported by an agency of the U.S. Department of Health and Human Services (HHS), UConn Storrs has an Office of Human Research Protections (OHRP)-approved Federalwide Assurance (FWA) whereby the University agrees to conduct all human subjects research in compliance with the HHS regulations. The UConn Storrs FWA number is 00007125. UConn Storrs also has an FWA with the Department of Defense (DOD)/Navy. The DoD-Navy FWA Addendum number is DoD N-A3167.

IRB Policy & Procedures Manual

The IRB Policies and Procedures (PDF) document sets forth the standard operating policies and procedures for Research Integrity & Compliance Services’ (RICS) Human Research Protection Program (HRPP) at the University of Connecticut, Storrs campus, the four regional campuses, the School of Social Work, and the School of Law. RICS and the IRB are the institutional entities that implement the HRPP.

This document also describes the relationships of the HRPP and IRB with other internal and external agencies. All members of the IRB, IRB staff, and research personnel are expected to be familiar with these policies.

IRB Meeting Schedule and Submission Dates

The meeting schedule and submission deadlines are posted on the web. Adjustments to the meeting schedule may be made due to holidays or other issues. Adjustments will either be noted in the published meeting schedule (when known in advance) or announced via e-mail. The submission deadline for full board reviews is 10 working days prior to the meeting date.

Material requiring full-board review must be submitted by the published submission deadlines to provide sufficient time for screening and review prior to the meeting date. The IRB staff will send the agenda and material to IRB members via hand delivery or express mail within 2 – 3 working days after the submission deadline to allow members to have at least 7 working days for review of the material prior to the meeting date.

Under unusual circumstances, the Chair may call an emergency meeting of the board. However, such a meeting will not be called due to the negligence of the investigator to submit material on time. An emergency meeting may be called, for example, when a quorum for the originally scheduled meeting was not met and review is required to prevent lapse of a study, or if an investigator is faced with a situation beyond his/her control. If not already distributed, material must be distributed to members as soon as possible to allow for sufficient review. The investigator may be asked to attend the meeting to address questions, or provide additional information or clarification.

Under unusual circumstances, the IRB staff, in consultation with the Chair, may also add an item to the agenda after the submission deadline. Such circumstances generally involve situations in which an investigator is faced with a situation beyond his/her control and an amendment must be made to the protocol. The material must be distributed (via hand delivery, e-mail or express mail) to members as soon as possible to allow for sufficient review.

How to Register

1. Request an account by emailing Ellen Ciesielski, UConn/UConn Health’s ClinicalTrials.gov PRS Administrator. You will be sent an automated email from the PRS system with your username and password.

2. On the PRS log-in page, in the Organization field, enter “UConnHealth” (no spaces) if your account was created under UConn Health or “UConn” if your account was created under UConn.

3. Click on the blue “Create New Record” button on the far right of the page. The system will walk you through the creation of the record. Data entered on previous pages will be retained so that you can return to complete the record at a later date.

The person who creates the record is the “Record Owner.” The Record Owner may be the Principal Investigator (PI) or someone designated by the PI to create/update the record on his/her behalf. The PI must perform the final review and approval of the record and each subsequent update in the PRS. The PI is responsible for ensuring that accurate information about the trial is entered and that updates to the record are completed in a timely manner (see table below for specific deadlines).

Complete the below fields as follows:

1. - Organization’s Unique Protocol ID: Enter the IRB number.
  - Secondary IDs: Enter the grant number.
  - Record Verification Date: Enter the month and year in which you are completing the record. This field will need to be updated each time you update the record after it is registered.
  - Primary Completion Date: Enter the anticipated final data collection date, specifically regarding the Primary Outcome Measure.
  - Responsible Party: Select the Principal Investigator from the drop-down menu.
  - Collaborators: Add any other organizations providing support, including funding, design, implementation, data analysis and reporting.

For studies reviewed by UConn Health:

1. - Board Name: UConn Health IRB
  - Board Affiliation: UConn Health
  - Board Contact phone and e-mail: 860.679.8729; irb@uchc.edu
  - Board Contact Address: UConn Health IRB, 263 Farmington Avenue, Farmington, CT 06030-1511

For studies reviewed by UConn Storrs and Regional Campuses:

1. - Board Name: UConn IRB
  - Board Affiliation: UConn
  - Board Contact phone and e-mail: 860.486.0986; irb@uconn.edu
  - Board Contact Address: UConn IRB, 438 Whitney Road Extension, Unit 1246, Storrs, CT 06269

The Final Rule dictates that ClinicalTrials.gov record fields are updated on the below schedule:

Data Field	Deadline for Updating (i.e., not later than the specified date)
Study Start Date	30 calendar days after the first subject is enrolled (if the first human subject was not enrolled at the time of registration).
Intervention Name(s)	30 calendar days after a nonproprietary name is established.
Availability of Expanded Access	30 calendar days after expanded access becomes available (if available after registration); and 30 calendar days after an NCT number is assigned to a newly created expanded access record.
Expanded Access Status	30 calendar days after a change in the availability of expanded access.
Expanded Access Type	30 calendar days after a change in the type(s) of available expanded access.
Overall Recruitment Status	30 calendar days after a change in overall recruitment status. If Overall Recruitment Status is changed to “suspended,” “terminated,” or “withdrawn,” the Why Study Stopped data element must be submitted at the time the update is made.
Individual Site Status	30 calendar days after a change in status of any individual site.
Human Subjects Protection Review Board Status	30 calendar days after a change in status.
Primary Completion Date	30 calendar days after the clinical trial reaches its actual primary completion date.
Enrollment	At the time the primary completion date is changed to “actual,” the actual number of participants enrolled must be submitted.
Study Completion Date	30 calendar days after the clinical trial reaches its actual study completion date.
Responsible Party, by Official Title	30 calendar days after a change in the responsible party or the official title of the responsible party.
Responsible Party Contact Information	30 calendar days after a change in the responsible party or the contact information for the responsible party.
Device Product Not Approved or Cleared by U.S. FDA	15 calendar days after a change in approval or clearance status has occurred.
Device Product Not Approved or Cleared by U.S. FDA	15 calendar days after a change in approval or clearance status has occurred.
Record Verification Date	Any time the responsible party reviews the complete set of submitted clinical trial information for accuracy and not less than every 12 months, even if no other updated information is submitted at that time.

Types of Research

While FDA-regulated and other biomedical studies are conducted on campus, the research conducted at UConn Storrs is primarily social/behavioral in nature. Although federal regulations for the protection of human participants cover both biomedical and social/behavioral research, they are not specific regarding the various types of social/behavioral research. Therefore, the IRB developed the guidance to assist in the development and review of Qualitative/Ethnographic, Focus Groups, Oral History and other types of social/behavioral research. The guidance is available on the IRB website.

Review of Studies Conducted in Foreign Countries

Research conducted by UConn investigators in foreign countries remains under UConn purview and guidelines. While adjustments may be made to some requirements to respect cultural differences, our standards for ethical conduct are not relaxed.

The IRB may require that research projects be approved by the local equivalent of an IRB before the IRB will grant final approval. Where there is no equivalent board or group, investigators must rely on local experts or community leaders to provide approval. The PI must provide the IRB with documentation of this “local approval” and documentation of the authority and expertise of the individual or group who granted approval. There must also be detailed plans in place for local monitoring of studies that pose more than minimal risk to participants. Researchers must describe what, if any, knowledge or experience they possess regarding the language and culture of the country in question. If the IRB is not satisfied with the review of local experts and/or the plans for continued monitoring there is the possibility that the study will not be approved.

The IRB may seek guidance first from OHRP’s International Compilation of Human Subject Research Protections or it may contact OHRP to determine whether procedures described by a foreign institution afford protections that are at least equivalent to U.S. regulations 45 CFR 46.101(h) and may be substituted for the U.S. regulations. Under this provision, OHRP investigates the foreign country’s guidelines for human participants research, and if the foreign guidelines are found to be equivalent to U.S. regulations, the investigator is permitted to substitute those foreign procedures.

Research Requiring Review More Frequent Than Annually

The IRB will require that continuing review occur more often than annually in the following circumstances:

The research involves the use of procedures that have not been studied in humans.
The research is expected to result in a high frequency of morbidity or mortality.
The investigator has a history of serious or continuing noncompliance that the IRB believes necessitates closer monitoring.
Any other situation in which the IRB believes that more frequent continuing review is warranted.

Verification from Sources Other Than Investigators:

The IRB will require independent verification from sources other than the investigator that no material changes (i.e. changes that are both relevant and consequential) have occurred since previous IRB review in the following situations:

When there is inconsistency in the information presented by the investigator to the IRB and those inconsistencies cannot be easily resolved.
When the IRB questions the ability or the willingness of the investigator to provide accurate information.
When concerns have been raised, via continuing review or from other sources, that material changes have been implemented without IRB approval.
Other circumstances for which the IRB deems independent verification is needed.

In most cases the Research Compliance Monitor will conduct the verification. The monitor has access to all research data and may observe the research and consent process. The IRB may require that an ad-hoc consultant with particular expertise review the research activity. Such consultants will not have a professional or financial interest in the research. The IRB Chair may determine who will act as the consultant and will also confirm that no conflicts exist. The individual performing the verification will provide the IRB staff with a written statement of the verification. The IRB staff will make this information available to the IRB members and also place a copy in the IRB study file.

Scientific Review

The Common Rule and corresponding FDA regulations require the IRB to determine that the study is designed so that risks to participants are minimized and justified by potential benefits (refer to 45 CFR 46.111(a)). Therefore, the IRB will carefully consider the study design and overall scientific quality of each study, particularly those studies that are investigator-initiated and/or unfunded. In evaluating the scientific design, the primary reviewer (exempt and expedited studies) or the primary reviewer and convened IRB (full board studies), will consider the following:

clarity of the research question
appropriateness and efficiency of design
rigor and feasibility of methods
qualifications and expertise of the research team
scholarship and pertinence of background material and rationale
adequacy of sample size and relevance of controls and
the validity of the statistical analysis plan.

When necessary the IRB may ask consultants with additional expertise to review the research study.

Categories of Study Status

Submissions to the IRB will fall into one of the status categories noted below:

Approved – This decision is used when a study is given final approval either through the exempt, expedited, or full board review process. Final approval of a full board study means that all modifications initially required have been addressed. If the study is approved through the expedited or exempt review process, the specific category by which expedited or exempt review is permissible is noted. A study can begin only after final approval is granted. This category is also used to reflect approval of requests for continuations and amendments.
Modifications Required in Order to Secure Approval – This decision is used when the full board has reviewed a study at a convened meeting and requires minor modifications before final approval will be given. This category may also be used for expedited review, requests for continuation (re-approval), and amendments. Upon satisfactory response to the request for modifications, the Chair or his/her designee is authorized to grant final approval without re-review by the full board. The IRB may also request that the PI make modifications to an application for initial or continuing expedited or exempt review. This is communicated to investigators through letters from the IRB. Final approval of an expedited or exempt study means that the requested modifications initially identified have been satisfactorily addressed.
Deferred – This decision is used when the full board has reviewed a study at a convened meeting and has significant concerns with the protocol, consent document or other relevant material, or requires substantive clarifications on issues that relate to the required criteria for approval. For example, if the protocol contains insufficient information to assess the nature and purpose of the study, or if the IRB requires clarification as to why a procedure is being followed in the study, the study will be deferred until the convened IRB can determine that risks to participants are minimized. The PI is encouraged to make a point-by-point response in writing, and must resubmit the application for full board review. This category may also be used for requests for continuation and amendments.
Disapproved – This decision is used when the full board reviews a study and determines that one or more of the elements required for approval (refer to Criteria for Approval section) has not been met, and in the Board’s opinion, cannot be satisfied through revisions to the application (for example, if the Board determines that balance of risks to benefits is unacceptable). This category may be used for requests for continuation and amendments. The decision is made by the convened IRB. Protocols may not be disapproved by the expedited or exempt review mechanism.
Tabled – This category is used only when a study is not reviewed at the meeting for which it was originally scheduled, for example, due to loss of quorum. This category may also be used for requests for continuation and amendments.
Closed – This decision is used to reflect that a study is closed/completed. An investigator may request closure of a study when the research project will no longer be pursued, or when data analysis is finished, and the essential work of the study is completed.
Terminated – This decision is used to reflect that a study has been closed by the IRB. A study may be terminated due to failure to request continuing review beyond a 30-day grace period after the study expiration date. The IRB may terminate a study for noncompliance or due to the occurrence of serious or unexpected risks to participants. Termination of previously approved research is defined as a permanent withdrawal of study approval that requires all study related activity to cease. The investigator will be notified of studies terminated by the IRB. Terminations are not reportable events.
Suspended – This decision is used to reflect the imposition of a temporary hold on any or all research activity associated with a study, or a permanent stop to some portion of a previously approved research activity.

IACUC Forms

Animal Care and Use Protocol Form (IACUC-1)

Petition to Exempt Activities Using Invertebrates, Biological Materials, or Animal Observation in Teaching or Research (IACUC-2)

Owner Consent Form for Privately Owned Animals

Personnel Assigned to Work on Animal Research Protocols (Appendix C)

Use of Hazardous Agents (Appendix D)

Consideration of Alternatives (Appendix E)

Surgery (Appendix G)

Continuation Form

Closure Request Form

Occupational Health & Safety Animal Handler Form
Must be completed along with the IACUC-1 form and submitted to the appropriate department.

Animal Care Services Forms

References and Checklists

Checklist of Required Documentation

Checklist of Required Content

External Investigator FCOI Disclosure Form

If you need a financial disclosure form for an external (non-UConn) subrecipient that does not have a Financial Conflict of Interest policy, please see https://ovpr.uconn.edu/services/sps/proposals/forms/

InfoEd

Human Subject applications, protocols and associated supplemental materials are submitted to the UConn Storrs and Regional Campus IRB using the Human Subjects / IRB Module of the UConn InfoEd eRA Portal at https://www.infoed.uconn.edu.

See the Human Subjects / IRB How To Guides for more information about the using the InfoEd (Storrs) eRA portal including step-by-step instructions for creating initial IRB protocols and other types of protocol submissions (modifications, requests for continuation/closure, and protocol deviations or adverse events).

For technical assistance using the InfoEd eRA Human Subjects module, email era-support@uconn.edu or call 860.486.7944. The eRA Help Desk is staffed Monday-Friday, 8:00 AM – 4:30 PM.

Proposal (Pre-Award) Forms

SPS must receive proposals and supporting documents at least 5 working days prior to the program deadline to ensure review and sign-off.

Internal Proposal Review Form
Required to be completed for all new proposals, requests for supplements, continuations, and renewals to be reviewed and approved by SPS. Save form to your PC before filling out the form. Note: for preproposals and letters of intent, signatures are not required.

Instructions:

Distribution of Credit.

Program Type Definitions & Examples.

Key and/or Responsible Personnel Supplemental Form
Required to be completed for all proposals with more than eight Multiple PIs, Co-Principal Investigators, or other Key and/or Responsible Personnel. Save form to your PC before filling out the form.

Cost Share Form
Required to be completed for all proposals committing cost sharing. All cost sharing requires the written approval (documented by signature or other written form) from the appropriate individual providing the cost sharing. This form is not required for salary over the cap. Save form to your PC before filling out the form.

SPS Proposal Cover Page
Required to be completed by the PI and signed by SPS signatory if sponsor does not provide a document to be signed by SPS signatory including applications where UConn submits as a subawardee.

Attachment for Human Stem Cell Research
For all research that involves the use of human stem cells or human embryos, and for all research projects submitted to the State of Connecticut Regenerative Medicine Research Fund (RMRF).

Information and Compliance Form for Subrecipients
Required to be completed by the Subawardee and signed by Subawardee signatory.

External Investigator Financial Disclosure Form
Required to be completed by all responsible personnel from other institutions who do not have a compliant Financial Conflict of Interest policy.

NASA Certification
Required to be completed when seeking funding from NASA.

NIH Multiple PI Certification Form
Required to be completed and signed by PIs from other institutions involved in multiple PI applications.

NIH NRSA Fellowship Certification Form
Required to be completed by Individual Fellow and submitted with all NIH PHS 416-1 grant applications, PHS 416-9 progress reports, and prior approval requests. Save the form to your PC before filling out the form.

NSF Safe and Inclusive Working Environment Resource Document (includes Plan Template)
Plans must be provided to Pre-Award Services for all National Science Foundation proposals involving off-campus or off-site research.

Request for Approval to Serve as Principal Investigator Form
Required to be completed by employee requesting approval to serve as PI or Co-PI who are normally considered ineligible and submitted to SPS for approval.

Electronic Research Administration Forms

InfoEd User Account Information Request Form
Use this form if you have forgotten your InfoEd Username/Password or are unsure if you have a user account.

Research.gov Account Registration Form
Investigators who wish to obtain NSF funding are required to register with the Research.gov. Complete this Research.gov form if you need to establish a user account. Once completed, SPS will receive an email notification from Research.gov and approve the registration. Step-by-step instructions can be found in the Account Registration Guide.

NIH eCommons Account Request
Investigators who wish to obtain NIH funding are required to register with the NIH e- Commons system. Complete this form if you need to establish a user account.

dbGaP
Use this form to request access to data sets from the appropriate dbGaP Data Access Committee.

IBC Review & Approval

IBC Registrations – Biological Summary in HuskySMS

To register biological materials planned for use in a lab, Principal Investigators (PIs) must submit an IBC registration for review and approval. Complete a biological summary within the HuskySMS database.

uconn.scishield.com

IBC Registrations must be bio-enabled by Environmental Health & Safety (EHS). Please email ibc@uconn.edu to request access to the Bio Tab in HuskySMS.

*Note – Biological materials include, but are not limited to the following:

Recombinant or synthetic nucleic acid (rsNA) molecules
Bacteria and their phages and plasmids
Viruses, viral vectors, and their particles (including prions)
Biological toxins
Fungi
Parasites
Human and non-human primate tissues, body fluids, blood, blood byproducts, and cell lines
Transgenic and wild type animals and plants, animal remains, and insects that may harbor zoonotic pathogens

Submit IBC Registration Prior to Initiation:

Depending on the type of experiments planned, some projects can begin while a submission is pending approval, while others require full committee review and approval before work can begin. To determine the level of review required, Biosafety must conduct a thorough review of the submission, referred to as the preliminary review.

Once the preliminary review is complete, PIs will receive a status update which will include next steps required in order for projects to begin.

Projects involving pathogens, risk group 2 (RG2) host-vector systems, introduction of rsNA from pathogens into non-pathogenic bacteria, use of viral vectors, as well as rsNA constructs in animals or plants must not begin until the committee has reviewed and approved the submission.

Project Form – Experimental and Procedural Details

Providing detailed descriptions of work with biological materials is an important part of the registration process. It is the responsibility of the IBC to conduct comprehensive risk assessments. Submissions that lack sufficient detail to determine the risk associated with research, will not be able to move forward in the review process. Especially in cases where the IBC is unable to confidently assign containment levels.

Comprehensive Risk Assessments should consider the following: agent specific hazards, manipulations planned, source of rsNA constructs, gene targets and function, host-vector systems, etc. Potential risks to human health and the environment should be described. Emphasis on practices and procedures implemented to minimize risk (e.g. use of BSC) is helpful when conducting risk assessments.

IBC Review & Approval Process

After submitting the completed biological summary, the following steps occur:

Step 1: Notification of Receipt of Registration Once a biological summary is submitted and is ready for review, an email notification will be sent to the PI indicating that the registration status has changed to under EHS Review.

Step 2: Preliminary Review All new biological summaries will undergo a preliminary review by the IBC Coordinator and the IBSO. The IBC Chair will conduct preliminary reviews as deemed necessary by the IBSO and IBC Coordinator. The PI will be notified by email with any requests to modify the biological summary. The PI will then make any necessary changes to the registration and contact the Coordinator within HuskySMS to ensure changes have been submitted, thereby making it suitable for committee review.

Step 3: Classification of Experiments PIs make an initial classification of their rsNA experiments based on the NIH Guidelines. The IBC Coordinator and IBSO, in consultation with the Chair or an IBC primary reviewer (as needed), screen the registration to verify the PI’s initial classification. The IBSO and the IBC Coordinator make the final determination for the level of review required.

Step 4: IBC Review Once the registration has been classified, it is placed into one of the two review categories below:

Full Committee Review & Approval

Projects in the following categories generally require full committee review prior to the initiation of research:

Projects involving microorganisms that are pathogenic to humans and/or animals (Risk Group 2 or higher),

Projects involving organisms that could have a significant impact on the environment if accidentally released from the lab (i.e. exotic plants, non-indigenous plant pathogens or regulated insects),

Projects involving activities that are subject to the NIH Guidelines, section III-A through III-D, and require containment under BSL-2, BSL-3, or involve large scale production under BSL1-LS or BSL2-LS,

Human gene therapy trials subject to NIH Guidelines, section III-C,

Registrations involving a contentious issue that the IBSO is not able to resolve,

Projects classified as III-E under the NIH Guidelines will be reviewed by the full committee at the next regularly scheduled meeting. The IBSO will conduct primary reviews for registrations that fall into Section III-E. During the IBC meeting, the committee will vote for approval of all listed III-E protocols. Note: PIs will be notified if their registration falls into this category, as research activities may be initiated upon submission to the IBC.

Administrative Approval by IBSO

The IBC has delegated authority to the IBSO to approve minor administrative matters with notification to the full committee during the next regularly scheduled meeting. Minor administrative matters include but are not limited to:

Research classified under III-F of the NIH Guidelines,

Minor amendments that do not affect the originally assigned biosafety level(s), risk group, or NIH classification(s),

Addition of grant titles utilizing the same host/vector systems,

Non rsNA registrations

Step 5: IBC Decision

All committee decisions are communicated to the PI in writing.

For registrations requiring full committee review, one of five determinations below will be made:

Approved as Written – Submission was approved with no edits or follow up required.

A letter approving the registration will be signed by the Chair and sent to the PI. Copies of the approval letter will also be provided to Sponsored Programs Services (SPS), the Department Head, and other applicable RCS committees (IRB, IACUC, and SCRO).

Approved with Conditions – Minor edits are required, but do not affect the risk assessment or NIH classifications determined by the committee. Updated submission will be administratively approved by the Chair .

Minor edits are required, but do not affect the risk assessment or NIH classifications determined by the committee. IBC office will email the PI with the requested revisions, who then must revise as requested, and submit the updates within 30 days.

Defer or Request Major Revisions – This decision is used when the full committee has reviewed a registration at a convened meeting, where there are significant concerns with the registration or other relevant material. The registration may require significant clarifications in order to conduct an adequate risk assessment.

A letter stating the reasons for deferral and date to resubmit for full committee review will be signed by the Chair and sent to the PI.

Rejected – The IBC Registration was not approved.

A letter stating the reasons for not approving the registration will be signed by the Chair and sent to the PI.

Search for IRB Protocols

The basic search includes PI, Protocol Number, Investigator, Approved to date, Title, and status. Other seach options are available by clicking Additional Search Options.

Click My Human Subjects.
Click Search For.
Enter your search criteria.
Click the Open/Locate button.
If necessary, use the Next and Previous buttons to navigate through the results.

Tips

Drop down menus for certain search criteria fields allow you to search for soundex matches using phonetic algorithms.
An asterisk (*) can be used in a search box to conduct wildcard searches if you do not know the full name, etc. or if you would like the system to present multiple options. For example, if you would like to find the name Erik Anderson, but cannot recall if his name is Anderson or Andersen, enter Anders*n in the search box to view all the available options. You can also add * after entering the first several characters to find results beginning with your entry.
Use an exclamation (!) in a search box to search for similar sounding words.
To find protocols using a date, use the pull down next to a date search field to specify the exact date (=), a date before the one you enter in the field (<), or a date after the one you enter in the field (>).

Click here for a printable PDF of these instructions.

For technical issues with InfoEd, please call 860.486.7944, email eRA-support@uconn.edu.

Reset/Change InfoEd Password

The InfoEd portal is secured with your UConn NetID single sign-on. If you have forgotten your NetID or password, call the University Information Technology Services (UITS) Service Desk at 860.486.4357 or email at helpcenter@uconn.edu. You can also access the NetID website (https://netid.uconn.edu) to obtain your NetID and change/reset your password.

How To: Change Your InfoEd (NetID) Password How To: Reset You Forgotten InfoEd (NetID) Password

Frequently Requested Information

Addresses

Official Address

For all proposals, applications and communications

University of Connecticut
Sponsored Program Services
438 Whitney Road Ext., Unit 1133
Storrs, CT 06269-1133
Telephone: 860-486-3622
Fax: 860-486-3726

Email: preaward@uconn.edu

Authorized University Official (Sponsored Programs)

Tracy Bourassa, Senior Director, Sponsored Program Services
Email: preaward@uconn.edu

Cognizant Agency (Audit & Federal Cost Rate Approval Authority)

U.S. Department of Health and Human Services
Division of Cost Allocation
26 Federal Plaza, Room 41-122
New York, NY 10278
Contact: Mr. Darryl W. Mayes, Director
Telephone: 212-264-2069

Award Checks

Payable to: University of Connecticut

Mailed to: University of Connecticut

Sponsored Program Services
Attn: Crystal Lawton
438 Whitney Road Ext., Unit 1133
Storrs, CT 06269-1133
Telephone: 860-486-3893
Email: spsfinance@uconn.edu

Numbers and Codes

Applicant Organization	University of Connecticut
Type of Organization	State non-profit institution of higher education
Tax Exemption Status	Governmental Information Letter Private Foundation Informational Letter
Congressional District	CT-002
CAGE Commercial and Govt Entity	01NY7
CED Commercial Establishment Code	61521915B
DUNS	614-20-9054
Entity Identification Number	06-0772160
FICE Federal Interagency Committee on Education	Storrs – 001417 Stamford – 000061 Waterbury – 000063 Hartford – 000060 Avery Point – 000064 Torrington – 000062
HHS Institutional Profile Number	1506602
NAICS North American Industry Classification System	611310
NIH Identification	1506602
NSF Awardee Organization Code	0014175000
SIC Standard Industrial Classification Number	8221
State Agency Business Unit	UOCM1
SAM Expiration Date	March 13, 2026
Unique Entity Identifier	WNTPS995QBM7

F & A Rates

The current F & A rates are listed on the Budgeting and Costing Guide.
Cost/Indirect Cost Rate Agreement
Date of current agreement	September 27, 2024

Assurance and Compliance

AAALAC Accreditation	University of Connecticut, Storrs Site #001348 June 24, 2010
Animal Subjects	D16-00077 (Legacy A3124-01) (February 18, 2025 – February 28, 2028)
Human Subjects – FWA Federalwide Assurance (FWA)	FWA00007125 (Expires May 5, 2027)
IRB Organization Number (IORG #)	0000027
Misconduct in Science	Filed 10/1990
NRC Broad Scope License	06-01450-47
NRC Plutonium License	SNM-1889
NRC Sealed Sources License	06-01450-48

State of Connecticut Single Audit Report Fiscal 2024

Report of Findings

A Summary Report will be drafted by the IRB Monitor and sent to the PI for his/her review and responses. The report will provide a detailed summary of the audit identifying areas of improvement and recommendations for improvement. The PI and the IRB Monitor will sign the report. A copy of the signed report will be provided to the Director of Research Compliance, the PI, and the IRB Chair. When indicated, the PI will be invited to respond to each indication of non-compliance listed in the summary with a plan of corrective action for each item. This plan will be submitted to the IRB within 2 weeks of the date of the summary.

It is anticipated that in most cases serious violations involving risk of injury to participants will have already been reported to the IRB. However, if an audit demonstrates that a serious violation involving risk of injury to participants has not been reported, it will be reported immediately to the IRB Chair, Director of Research Compliance, and to the Vice President of Research (or his/her designee).

Audit of Informed Consent/Assent Process

Investigators can request an overview of the consent process at any time before or during initiation of a study. During an audit of consent, the IRB Monitor will review:

The timing of recruitment and screening in relation to informed consent.
The appropriateness of the person obtaining consent.
The consent process to meet the needs of vulnerable populations.
Steps to aid participants with barriers to understanding or lack of capacity to consent (language, reading level, etc.)
Steps to see if the participant understands the research purpose, risks, benefits, voluntary participation, withdrawal, confidentiality, costs/compensation, and contacts for questions or injuries.

If you have questions regarding the auditing process or would like to schedule a time to meet with the Post Approval Monitor for an individual or group education session please contact:

Joan Levine, MPH Post Approval Monitor
University of Connecticut
Research Compliance Services
438 Whitney Road Extension, Unit 1246
Storrs, CT 06269-1246
Tel: 860.486.7145
Fax: 860.486.1044
e-mail: joan.levine@uconn.edu