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IRB Application, Forms, and Submission System

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Introduction 

The Cayuse Institutional Review Board (Cayuse IRB) is an online human subject research application management system used to electronically prepare, submit, and route research studies for IRB approval. All information is stored in the cloud and can be accessed securely from any location, making it simple for researchers/investigators to upload, edit, and submit human subjects research studies. Users receive electronic notifications whenever an action is required on their part, allowing the study to proceed smoothly through each step of the review process from study creation to final approval.

Instructions - Once your student information is entered into the system it takes 24 to 48 hours to be updated in the system before you can access the IRB application through the MyCoyote system.  You need to include your CSUSB faculty advisor's name as the Co-PI in the application.

Student User Access: Before contacting the Research Compliance Officer, Mr. Michael Gillespie, please try and login to the application system first. If you have access problems after first attempting to login please email Michael Gillespie at mgillesp@csusb.edu and include your student ID (Coyote ID number), your first and last name, your CSUSB student email address, and the name of the department for your degree to get access to the Cayuse IRB system. Once your information is entered into the system it takes 24 to 48 hours for the Cayuse IRB system to update before you can access the IRB application.

Faculty User Access: CSUSB faculty have access to the system but CSUSB students' do not have access and must be entered into the system. If you are unable to access the system (login) please email Mr. Michael Gillespie at mgillesp@csusb.edu and include your faculty ID (coyote/employee ID number), your CSUSB email address, and your department in order add you to the Cayuse IRB system. Once your information is entered into the system it takes 24 to 48 hours for the Cayuse IRB system to update before you can access the IRB application.

Cayuse IRB User Support: If you are having difficulties accessing the system you may need to contact Cayuse User Support by sending Cayuse an email at support@cayuse.com.  You may also contact Cayuse User Support directly at 1-503-297-2108 ext. 1 or 1-877-689-3661 to assist you with Cayuse IRB access issues. Their website address is https://support.cayuse.com

Cayuse IRB Login:

  • Please make sure you select the following:
    • Cayuse IRB (Human Studies Compliance)

Instructions for new application, modification (protocol change), renewal (continuation) and closure (close study):

  • Creating a new application
    • Select New Submission (blue button right-hand corner).
    • Enter the title for your study then select the blue check-mark in the box - (please note the title cannot be changed once it has been entered).
    • Select New Study (blue button right-hand corner). Select the option Initial which appears as a drop-down menu when you select the New Study button.
    • Then select Edit to have access to the application (the Edit button is grey and should appear toward the middle of your screen).
    • Complete the IRB application.
    • Complete the submission (the Complete submission notification will appear at the bottom of the screen below section 12 of the application). You may need to scroll down depending on the size of your screen).
    • You will be asked to Certify the submission. The Certify text appears in the middle of the screen which is blue and underlined.
    • Any Co-PI's (Co-Principal Investigators) you have listed in the investigator's section the IRB application will also need to certify the IRB application submission.

 

  • Submitting a Modification (protocol change/amendment) to a previously approved study
    • Enter the Cayuse IRB system through the IRB website under the application, forms and submission system webpage.
    • Select Cayuse IRB.
    • Select My Studies.
    • Select the study you wish to submit your modification (protocol change/amendment)
    • Select New Submission (blue button).
    • A drop down will appear with the option to submit a Modification.
    • Select Modification which gives you access to the form.
    • Select Edit.
    • Complete the form and submit for IRB review.
      • Note the modification must be approved by the IRB before you can implement the change to the study.

 

  • Submitting a Renewal (protocol renewal/continuation) to a previously approved study
    • Enter the Cayuse IRB system through the IRB website under the application, forms and submission system webpage.
    • Select Cayuse IRB.
    • Select My Studies.
    • Select the study you wish to submit your renewal (protocol renewal/continuing review).
    • Select New Submission (blue button).
    • A drop down will appear with the option to submit a Renewal.
    • Select Renewal which gives you access to the form.
    • Select Edit.
    • Complete the form and submit for IRB review.
      • Note the renewal must be approved by the IRB before you can continue with the study.

 

  • Submitting a Study Closure (protocol closure) to a previously approved study
    • Enter the Cayuse IRB system through the IRB website under the application, forms and submission system webpage.
    • Select Cayuse IRB.
    • Select My Studies.
    • Select the study you wish to close (protocol closure).
    • Select New Submission (blue button).
    • A drop down will appear with the option to Close the study.
    • Select Close (study closure) which gives you access to the form.
    • Select Edit.
    • Complete the form and submit for IRB review.
      • `You will receive a letter/memo to your email the study has been closed.

Students and faculty in the School of Social Work and Department of Psychology are required to submit human subjects research applications through the Cayuse IRB System. Your application will be forwarded to the appropriately designated reviewer(s) in your School/Department. IRB applications that require full board review will be forwarded to the main IRB Committee for review and assigned a primary reviewer. All CSUSB colleges, schools, departments, institutes, and centers are required to submit any research involving human subjects to the IRB for review through the Cayuse IRB application system. The review categories include administrative (exempt) review, expedited review, and full board review. See the user support instructions below.

  • Please note the main IRB committee does not meet during the summer to review full board review applications as IRB full board committee members are not available during the summer.

External Investigators do NOT have access to the Cayuse IRB Online Submission system and must complete either the External Investigator Agreement or Cooperative Research Agreement forms below.

IRB Application Template and Cayuse IRB User Guide/Instructions

User Access Issues: The most common user access issue is when a student has both a student email (studentid@coyote.csusb.edu) and CSUSB staff email (studentname@csusb.edu). When you attempt to log-in the system will give you an error message. Please send me the error message by using the print screen (PrtScn) function and send that to mgillesp@csusb.edu to assist you with the Cayuse IRB access issue. If the problem persists you would need to contact Cayuse User Support at https://support.cayuse.com or support@cayuse.com. Please noted you will need to Sign Up to submit a request to Cayuse.  You may also contact Cayuse User Support directly at 1-503-297-2108 ext. 1 or 1-877-689-3661 to assist you with Cayuse IRB access problem.

Please note the hard copy application is a template you can fill out for a classroom assignment or for pre-filling out the form and then cutting in pasting the information into the Cayuse IRB System.  Faculty, students, staff, and administrators must use the IRB Cayuse submission system - Hard Copies of IRB Application will not be accepted.