IBC Create and Submit a New, First Time Submission

Important note: If your activity requires approval from one, or more of the committees (IBC, IACUC, SCRO), you only need to create one submission ‘package’, containing  the specific applications required for each committee, a single registration form, and the required (awarded or pending) grant  information . Follow directions below to submit the one package to all committees you need to. You can use this multiple submission process if you want to get your current IBC, IACUC, and SCRO committee approvals in sync.

1. Choose ‘Create New Project’ (on the left), and fill out all required and non-required initial fields, including Keywords (include whatever you like, but be sure to include which committee(s) this study will be reviewed by; IACUC and/or IBC and/or SCRO).  Hit ‘continue’ and now you are in the ‘Designer’ where you can build your submission for the committee(s).

2. Share your project with:

  • IBC and SCRO only: your co-investigators, including non-SBU collaborators (you can allow input, or access to your materials for free)—these individuals can assist you in constructing your submission, and will need to e-sign before the study can be approved.
  • The PI’s department chair—will need to review and e-sign the submission before it is sent in for review.
  • If the project involves a grant or contract, please give read –only access to your Sponsored Programs Administrator and/or Coordinator. If you need help in determining who these individuals are for your department, contact the Office of Sponsored Programs at 632-9949 or 632-4402

​3. Add the specific committee application(s) you need:

  • IBC (‘Application for Approval of Activities Involving Recombinant or Synthetic Nucleic Acid Molecules’) and/or
  • SCRO (‘Application for Approval of Stem Cells/Stem Cell Lines in Research’) and/or
  • IACUC (‘Full Application for Approval for the Use of Vertebrate Animals in Research and Educational Activities’), or (‘Application for Use of Animals for Non-Invasive Observational Field Studies’)

These applications are located in their respective “Libraries” within the IRBNet Designer (see the dropdown option to 'Select a Library' in Step 1 to choose which committee’s documents you need.)

4. Review the Designer Library to see if other forms are required for the specific committee

5. Upload active/pending grants that support the activity

  • This is done by clicking the 'Add New Document' button in the Designer and uploading the file from your computer (via the top, shaded box

6. Complete the registration form*

  • This is done by clicking the ‘Add New Document’ button in the Designer, and ‘add’ the online wizard document called ‘Registration Form for IBC, IACUC or SCRO’ (lower, shaded box). Follow guided directions to complete this, in which you will be asked questions about your proposed use of animals, rDNA, and stem cells, as applicable. 

7. Obtain necessary electronic signatures for your package

  • IMPORTANT: Before required individuals sign an IRBNet package, it is required that the last section of the committee application be reviewed for details on what their e-signatures certify. 
  • Once you are done uploading all your documents and have given access (shared) your submission with all relevant individuals, be sure to sign your project (click the button ‘Sign this Package’ on the left side margin of your screen), and make sure your department chair (with whom you shared the project) also electronically signs your project. The chair should only sign when your documents are finalized for submission, i.e., just before you are ready to submit to the IBC/IACUC/SCRO, so that adequate view of the project can be conducted. 
  • Before you submit the project to the committee(s), you must obtain electronic signatures from the PI and the PI’s department chair. Projects that are submitted without these 2 signatures will not be processed until this is done.
  • Before an approval will be issued by the IBC or SCRO committees, all co-investigator e-signatures will need to be present in IRBNet. Signatures can be added to a project even if the individual in question has ‘read-only’ access, and even if the project is in ‘locked’ status.

8. Submit your project to the applicable committee(s)

  • When all documents are uploaded, and PI and Chair signatures are obtained, hit the ‘Submit this Project’ button on the left. You will be able to submit the one package to one or all committees.
  • To send your package to the IBC, choose Stony Brook University IBC Office as the organization.  You will then need to identify the submission type. Choose ‘New Project’
  • To send your package to the IACUC, hit the Submit the Project button again, this time choosing Stony Brook University IACUC Office as the organization.  You will then need to identify the submission type. Choose ‘New Project’
  • To send your package to the SCRO, hit the Submit the Project button again, this time choosing Stony Brook University SCRO Office as the organization.  You will then need to identify the submission type. Choose ‘New Project’

 

 

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