Kuali IRB Module Information

Our new Kuali IRB system is now live!

Taking care to minimize the impact to the research community, this new online IRB system will enhance the user experience. The Kuali Protocols system is designed to be user-friendly and we hope that it will make the process of submitting protocols easier, paving the way for amore expedient review process.

Click here to access the new Kuali IRB system

What are Kuali Protocols?

Kuali Protocols are a cloud based online IRB submission system that will replace our current eProtocol IRB system. The new system will go live April 2, 2021. For important details regarding the timeline and the migration of current, active protocols in eProtocol IRB – see the Differences section below.

Differences between eProtocol and Kuali Protocols

We hope you’re as excited about our new IRB submission system as we are! We want to make you aware of some differences that may affect your procedures and processes. Here are some things to know about the transition

Upon approval a letter will be emailed out to protocol personnel. All study-specific information that may be needed and is not displayed on the Approval Letter, can be found directly in Kuali Protocols, under the “Activity Log” tab of your protocol.

After a closeout report is completed in Kuali Protocols, the protocol cannot be reopened. Please ensure that all research activities, including analysis of identifiable data, is complete before closing a study in Kuali Protocols. Kuali Protocols does not have the “copy protocol” function or the ability to create a Renewal to reopen a closed study. If you wish to resume research activities, you will need to submit a new study.

If you would like more information, please contact: Zac Callahan RICRO Kuali Project Manager

What else do I need to know?

The transition from our current system eProtocol to Kuali Protocols is being closely overseen and should require minimal effort from most study teams.

Essentially, all active, approved studies will be transitioned to Kuali Protocols.

The IRB will migrate all active, approved Expedited, Full Board, and Exempt studies from eProtocol to the new Kuali IRB Protocols module. Studies that did not require review (“Not Human Subjects Research” submissions) will also be transferred, but on a rolling basis or at the researcher’s request.

Researcher access to the eProtocol system will be restricted to view only. CSU will not be able to access any records or data directly through eProtocol after June 30. Please reach out to the IRB office if you have questions.

As described above, all active protocols will be migrated into the new Kuali Protocols IRB system. This includes general information associated with the protocol, personnel, questionnaire responses and attachments that are active in eProtocol IRB.

Pending submissions, including New Protocols, Amendments, and Renewals that are not in an approved status will not be migrated.These items must be approved prior to March 15, 2021 or they will need to be re-created by the researcher in the new Kuali IRB system after April 2, 2021.

IRB submissions will not be accepted from March 19, 2021 through March 31, 2021. This period is necessary to allow final processing of submitted protocols which are pending review in eProtocol by RICRO IRB staff and migration of data from eProtocol to Kuali Protocols.

Beginning March 19, 2021 access to eProtocol IRB will be extremely limited.

The IRB staff will finalize as many “Submitted, pending review” submissions as possible. It is vitally important that you respond as quickly as possible to any requests from the IRB staff. If you do not respond in a timely fashion, it is possible your pending submission will not be approved and will need to be re-created after April 2nd in the new Kuali IRB system. RICRO staff will provide guidance on the status of any proposal that is submitted, pending review and the plan for IRB review prior to the submission freeze or re-creation of the submission after the system cut-over.

Pending submissions, including New Protocols, Amendments, and Renewals that are not in “Submitted, pending review” status will not be migrated.These items must be approved prior to March 15, 2021 or they will need to be re-created by the researcher in the new Kuali IRB system after April 2, 2021.

All protocols migrated from the eProtocol system will have a new protocol number assigned by Kuali, but their original eProtocol protocol number will be entered into a field on the new Kuali protocol, allowing for cross referencing.

The new system will feature an improved and intuitive user-friendly interface and answer-based progressive logic within the form allows for opportunities to avoid confusion and redundancy in the questionnaire.

No, although Microsoft no longer actively supports Internet Explorer, users may experience difficulties accessing Kuali Protocols using Internet Explorer. For the best experience, we recommend using one of the following browsers: Google Chrome, Firefox, MS Edge, or Safari. If you currently use Internet Explorer as your default browser, please contact your IT support professional to ensure you have access to one of the recommended browsers.

More information and training opportunities will be provided as we approach the April 2 go-live date. You can keep up to date by checking this website or via IRB emails. If you have questions or concerns, please email Zac Callahan

Kuali Protocols training opportunities:

Training on Kuali IRB protocols will be conducted remotely due to the pandemic, but a variety of options will be offered. All training sessions will last approximately one hour.