From: Julie George <Julie.George@qc.cuny.edu> Date: Monday, March 28, 2022 at 3:05 PM To: Daniel Weinstein <Daniel.Weinstein@qc.cuny.edu> Subject: For QC Community Conducting Work with Human Subjects: URGENT information on IRB at CUNY Hi Dan: Would you mind terribly forwarding this to the QC faculty in all of our Schools/Colleges, as well as to anyone else in the chain that should be aware? It’s a reminder to PIs that they need to migrate their projects from the IDEATE system to the IRBManager system. Word has it that we’re soon to lose IDEATE access, which will hamper many of our PIs if they’ve not completed their migration already. Best, Julie Colleagues: I am writing to you in my role as interim HRPP Manager for Queens College, as our Compliance Manager has left and we are in the process of hiring his replacement. For those who do not know me, I’m Julie George, a faculty member in political science. I’ve been associated with IRB work at CUNY for the last eleven years. As you might know, the CUNY IRB world is in a moment of transition -- we are migrating from the IDEATE management system to the IRB Manager management system for maintaining our human subjects research structure. We in CUNY IRB/HRPP offices know that switching any tech system is a pain and a strain on your workload and your resources. I am sorry that we are needing to transition, but CUNY IT can no longer support the IDEATE system. Since Fall 2021, we have been asking PIs to start their new projects in the IRB Manager system and also requesting PIs with projects in IDEATE to assist in bringing them over into the IRBManager system. My predecessor in the HRPP office, Michael Brown, sent some emails to this effect last semester. I am writing now to urge you all to please start (and complete!) your process as soon as possible, if you have not already done so. It is easiest to do this process with access and reference to IDEATE. This email comes to you urgently because our future ability to access IDEATE is uncertain. If you are a faculty member with an approved project in IDEATE, we need your help with the migration process. (If you have already completed the process, feel free to disregard this email). If you have students that are doing human subjects research, please let them know that they need to do this process. They may not be aware of this and may not be privy to may emails. For those who have started accessing the IRB Manager system – please take a moment to migrate your project over from IDEATE if you have not done so. If you haven’t started with IRB Manager, please familiarize yourself with the system. I’ve included some detailed direction to get you started below. Depending on where you are in your IRBManager knowledge, you may or may not require all of the information below. Important: IDEATE is only available on CUNY servers. If you are coming to a CUNY campus, I recommend you making the time to do the migration process while you are on campus. To migrate your materials over, you need to bring them over EXACTLY as they have already been approved in IDEATE by the IRB. It’s easiest to do this by copy/pasting from one system to the other. You’ll also need your attachments from IDEATE (typically these are consent documents and survey/interview instruments, but can be more depending on the project). If you are unable to come to a CUNY campus and are only working remotely, please email me and let me know. (Julie.George@qc.cuny.edu<mailto:Julie.George@qc.cuny.edu>) Some Starting Instructions for Those New to the IRB Manager System: 1. To access IRB Manager (the new system), you will need to navigate to the CUNY access page in a web browser: https://cuny.my.irbmanager.com/Login.aspx<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcuny.my.irbmanager.com%2FLogin.aspx&data=04%7C01%7CJames.Lowry%40qc.cuny.edu%7Cfbde8d11658e44e0310008da12898841%7C6f60f0b35f064e099715989dba8cc7d8%7C0%7C0%7C637842679163838042%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=TB3XbswFWounanvNgYKVPO5Wkki3euzpApFuPS01b%2FU%3D&reserved=0> 2. You will use your CUNY First information to login to the system, so you’ll want to have that username/password on-hand. 3. When you first get in, navigate over to your Dashboard. If your system opens in a page that is not your dashboard, you will see a link to “View Dashboard” in the upper left hand side of the page, under the CUNY logo. 4. Once you are in the Dashboard, you will see a number of tabs on the screen (they are designed to look like tabs on file folders). Choose the “Projects” tab. Once there, first do a kind of audit. Make sure that ALL your protocols are there. If you are a faculty PI and are supervising students, I advise you to check to insure that all your students’ protocols are there. If something is missing or looks wrong, please email me: Julie.George@qc.cuny.edu<mailto:Julie.George@qc.cuny.edu> 5. If you find your project in the IRB Manager system, click on its number (it’s a link), and this will take you to an interface that details certain aspects about the project. At the bottom of the screen, you’ll see a link called “Protocol Form.” If you click on that, it will probably take you over to a form that has not been populated with information. In order to fully migrate your project from IDEATE to IRB Manager, you need to Amend that form to populate it with the details of your research protocol. 6. There is a specific (and non-intuitive) path to submit an amendment to do the migration. There are instructions for this in the PI Manual (which is under the “Notices” column in the Dashboard, as well as a link to a 3 minute video on how to do the migration here: https://www.screencast.com/t/a0ZFOikNd<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.screencast.com%2Ft%2Fa0ZFOikNd&data=04%7C01%7CJames.Lowry%40qc.cuny.edu%7Cfbde8d11658e44e0310008da12898841%7C6f60f0b35f064e099715989dba8cc7d8%7C0%7C0%7C637842679163838042%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=vNWzNo2yJ0bXh6W9F93tb0BB4xXfiyGTiS9x2rxTXrg%3D&reserved=0> . You can also find the link to this video in the “Notices” column – you’ll need to scroll down a bit to find the Questions section. It’s called “How do I transfer from IDEATE Application to IRBManager?”. 7. In the Notices section, you’ll see other things you’ll need to manage (you need to link your CITI Certificates to the system, for example). There are many resources and instructions and guidelines there. I’m focusing on the migration part in this email, because I want to ensure that we get everything over before we lose IDEATE access. Please feel free to contact me if you have any questions or problems. I’m on campus on Mondays and Wednesdays, but am working remotely or from the GC on other days. Email is best. Best, Julie George -- Julie A. George Associate Professor of Political Science Queens College and the Graduate Center, CUNY CUNY IRB #2 Chairperson/Temporary HRPP Manager for Queens College 65-30 Kissena Blvd. Flushing, NY 11367 (718) 997-5402