It`s Just a Little Change
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Transcript It`s Just a Little Change
IT’S JUST A LITTLE CHANGE;
OH AND IT’S TIME TO RENEW!
HOW TO SUBMIT AMENDMENTS AND RENEWALS
Human Investigation Committee
Human Research Protection Program
Yale University
Federal
regulations and Yale University policy require
continuous approval of a research study
When
the study’s approval period has expired, all
research activity must stop unless the HIC finds that it
is in the best interest of individual subjects to
continue
Always
use the most recent Request for Renewal
form (Form5R), which can be found here:
http://www.yale.edu/hrpp/formstemplates/biomedical.html
Submit
Form5R in addition to all supporting
documents (HIC application, consent forms, etc) 2
months prior to the lapse date
HOW MANY COPIES FOR PAPER SUBMISSION?
General
rule is 2 x Form5R and 2 x documents
that need to be revalidated (protocol, consent
forms) and 1 x sponsor documents
Once approved, recruitment materials, ROI
forms and HIPAA RAF forms do not need to be
submitted for renewal
Refer to ‘HOW MANY COPIES’ document on the
HRPP website
WHAT ABOUT ELECTRONIC SUBMISSIONS?
Check Quick Guides on Coeus website
Submit only e-Form5R if other protocol documents are
approved electronically and live in Coeus
Once electronic, protocols stay electronic
TIPS FOR SUCCESSFUL RENEWAL
Fill out the entire form
Do not copy and paste from previous year e.g. ‘Progress
of the study to date’ question
Make sure the enrollment numbers are correct
If subject enrollment has not progressed, explain why
WHEN IS AN AMENDMENT NECESSARY?
Any change to a protocol, consent form, or advertisement
If it’s a change, it’s an amendment
EXPEDITED AMENDMENTS
An
Expedited Amendment is:
A proposed change in research related activities that does not
materially affect an assessment of the risks and benefits of the
study or does not substantially change the specific aims or
design of the study
An
expedited amendment can be reviewed by a
regulatory reviewer in the office
Examples:
An increase or decrease in number of subjects targeted for enrollment
Change in the amount of subject payment
Grammatical changes/changes to sentences
Addition of recruitment materials
Change in Study Personnel
Minor clarifications of previously disclosed information
Other minor changes that do not affect the risk level
FULL COMMITTEE AMENDMENTS
A Full Committee Amendment is:
A proposed change in research-related activities that does materially affect
the assessment of the risks and benefits of the study or substantially
change the specific aims or design of the study
Full Committee amendments are reviewed at a Committee
meeting
Examples:
Broadening the range of inclusion criteria
Alterations in the dosage or route of administration of study drug
Extending substantially the duration of exposure to the test material or
intervention
The addition of serious unexpected adverse events or other significant
risks to the Informed Consent Document
CHANGE IN STUDY PERSONNEL
Make
sure that the person to be added has HIPAA and
current HSPT training and COI disclosure on file
Do
not submit protocol at the time of personnel
amendment
Electronic
personnel amendments do not require
amendment forms in Attachments
Remember
that personnel may not participate in study
activities without required training
CHANGE IN PRINCIPAL INVESTIGATOR
A
change in Principal Investigator requires a form called
Amendment to Change Principal Investigator
The form requires signatures of the outgoing and incoming PI AND
Department Chair
All documents must be updated to reflect the change in PI (e.g.
Protocol application, consent form, HIPAA RAF)
Responsibility
to subjects:
Active participants in a study must be notified that there is a change in
PI
Notification must be documented
What to include in the Amendment Request
Form
Who
requested change: sponsor vs. PI
What documents are affected
The number of subjects that are enrolled and number
of subjects that are still receiving study intervention
Whether the change affects risk to subjects
Description of changes with RATIONALE behind them
Page numbers and sections of the protocol/consent
forms/other documents where changes have occurred
The
changes should be itemized in the form (one form
for multiple changes)
Supporting
documentation should be provided e.g.
sponsor letter referencing the change, the IND report
Changes
function
need to be indicated by using Track Change
How many copies for paper submission?
2 x amendment request forms
1 x documents with track changes
2 x clean documents that need HIC signature/stamp
1 x supporting documentation e.g. sponsor protocols, other
Committees’ approvals, etc.
What about electronic submissions?
Check
Quick Guides on Coeus website
The
general rule is to submit amendment request
form and any supporting documentation as NEW
documents in Attachments
Documents
that are affected by the amendment
need to be saved on top of the previously approved
versions via AMEND button
NO
changes can be implemented until reviewed and
approved by the HIC
EXCEPTION:
An Investigator may make a modification to
research activities to avoid an immediate hazard to the
participant but must report this to the HIC within 10
working days
WHEN CAN AMENDMENTS BE SUBMITTED?
Amendments
have to be submitted and approved
before changes are implemented
Amendments can be submitted with reapproval
requests if happening at the same time (Renewal and
Amendment in Coeus)
Amendments should be combined when possible
Note that if there is a pending amendment, you
cannot submit another amendment.
We can’t approve an amendment request if the
protocol is not in approved status
CANCER CENTER AMENDMENTS
Cancer
Center amendments cannot be accepted
without a PRC letter (either administrative memo of noneed for review or approval letter). Personnel
amendments no longer need PRC approval EXCEPT for
change of PI
It
is necessary to thoroughly fill out the appropriate PRC
amendment request form, and provide the rationale
CONSENT ADDENDA
Consent addenda may be necessary to inform currently enrolled
subjects of new information, risks, or other changes that may
affect their decision to participate in the study
WHO TO CALL/EMAIL WITH QUESTIONS?
You can email us at [email protected] or [email protected]
You can call us at 785-4688
All inquiries are triaged to correct regulatory teams
QUESTIONS?
Thank you!