What is the Institutional Review Board (IRB) and why does it exist?
Why does JMU have an IRB?
What are the responsibilities of the IRB?
What authority does the IRB have?
What is the difference between Full Board review, Expedited review, and Exempt review?
What determines whether a study is Exempt, Expedited, or goes to the Full Board?
Do I need IRB approval before submitting a grant application?
Do I need to submit an application for Exempt research?
How long does the human subjects review process take?
Must investigators obtain training in the protection of human subjects?
What is the difference between anonymous and confidential research?
What should I do when my research involves participants with limited English?
What is a signed site letter of permission and how do I know if I need one?
Where can I find more information about the IRB process?
If I am conducting my research and not collecting identifying information, but I am planning to publish my results, does this qualify for Exemption?
What is the Institutional Review Board (IRB) and why does it exist?
The institutional review board or IRB is an independent, administrative body established to protect the rights and welfare of human research subjects recruited to participate in research activities conducted under the auspices of the institution.
Why does JMU have an IRB?
As a recipient of federal funds for research, JMU is required to have an IRB that meets federal requirements to review research protocols involving human subjects and to evaluate both risk and protection against risk for those subjects.
As well, JMU is required to register with the Federal Office of Human Research Protections (OHRP) through a process called Federal Wide Assurance. In this Assurance, JMU is given the option to designate whether the University and the IRB will follow federal regulations for only federally funded research or for all research.
What are the responsibilites of the IRB?
In accordance with Title 45 of the Code of Federal Regulations, Part 46.111, in order to approve research, the IRB must determine that all of the following requirements are satisfied:
1. Risks to subjects are minimized.
(a) By using procedures which are consistent with sound research design and which do not unnecessarily expose subjects to risk, and
(b) Whenever appropriate, by using procedures already being performed on the subjects for diagnostic or treatment purposes.
2. Risks to subjects are reasonable in relation to anticipated benefits, if any, to subjects, and the importance of the knowledge that may reasonably be expected to result. In evaluating risks and benefits, the IRB should consider only those risks and benefits that may result from the research (as distinguished froms risks and research). The IRB should not consider long-range effects of applying knowledge gained in the research (for example, the possible effects of the research on public policy) as among those research risks that fall withint the purview of its responsiblity.
3. Selection of subjects is equitable. In making this assessment the IRB should take into account the purposes of the research and the setting in which the research will be conducted and should be particularly cognizant of the special problems of research involving vunerable populations, such as children, prisoners, pregnant women, mentally disabled persons and econimically or educationally disadvantaged persons.
4. Informed consent will be sought from each prospective subject or the subject's legally authorized representative, in accordance with, and to the extent required by 46.116.
5. Informed consent will be appropriately documented, in accordance with, and to the extent required by 46.116.
6. When appropriate, the research plan makes adequate provision for monitoring the data collected to ensure the safety of the subjects.
7. When appropriate, there are adequate provisions to protect the privacy of subjects and to the maintain the confidentiality of data.
8. When some or all of the subjects are likely to be vulnerable to coercion or undue influence, such as children, prisoners, pregnant women, mentally disabled persons, and econimicaly or educationally disadvantaged persons, additional safeguards have been included in the study to protect the rights and welfare of these subjects.
It is the function of the IRB to: (1) determine and certify that all projects reviewed by the IRB conform to University policies and procedures and the regulations and policies set forth under the Common Rule regarding the health, welfare, safety, rights, and privledges of human subects; and (2) assist the investigator in complying with federal and state regulations.
What authority does the IRB have?
The IRB has the authority to suspend, place restrictions, or terminate the approval of research activities that fall within its jurisdiction that are not being conducted in accordance with IRB requirements or that have been associated with unexpected adverse events. The IRB has the authority to observe or have a third party observe the consent process and the research if the IRB determines it to be indicated.
The IRB jurisdiction extends to all research (funded and not funded) involving human subjects conducted at James Madison University, as well as research conducted elsewhere by JMU faculty, staff, and students.
The IRB makes its independent determination whether to approve or disapprove a protocol based upon whether or not human subjects are adequately protected.
Research that has been reviewed and approved by the IRB may be subject to review and disapproval by officials of the institution. However, those officials may NOT approve research if iit has been disapproved by the IRB.
If the IRB chair, member, or staff person feels that the IRB has been unduly influenced by any party, corrective action will be taken to prevent additional occurences.
What is the difference between Full Board review, Expedited review, and Exempt review?
Review procedures for Expedited review and Full review are similar in several ways:
- The review criteria are the same.
- Both types of review are documented communication process between investigators and reviewers.
- Expediting reviewers and the full IRB can request modifications to submissions and can approve protocols, continuing reviews, and amendements to approved protocols.
- Expediting reviewers and the IRB will specify when a protocol must be reviewed again. By regulation it must be within twelve months, but shorter reivew periods may be required.
A key difference between the two processes is that expedited reviewers cannot disapprove a protocol. They must refer protocols they cannot approve to the full IRB. All IRB members must be advised about protocols, continuing reviews, and amendments approved through expedited review procedures. Any member of the IRB may request that such approvals be reconsidered by the full IRB.
Exempt research does not have to be reviwed by the IRB at all. Instead, the determination of exempt is made by the Office of Sponsored Programs Administration (OSPA) or the chair of the IRB and the only review of the study is by OSPA or the IRB chair.
What determines whether a study is Exempt, Expedited, or goes to the Full Board?
Research may be eligible for exemption from the federal regulations if all the activities associated with the research fall into one or more of six categories. Of the six categories, three are frequently used by social and behavioral scientists. They are:
1. Some research conducted in established or commonly accepted educational settings, involving normal educational practices.
2. Some research involving educational tests (cognitive, diagnostic, aptitude acheivement), survey procedures, interview procedures, or observation of public behavior. (NOTE: This category does not apply to research involving children.)
3. Some research involving the collection or study of existing data (collected prior to the research for purposes other than the research) if the data are publicly available or recorded by the investigator in such a manner that the subjects cannot be identified.
While these studies do not require review in accordance with the federal regulations, some procedure is necessary to make the determination that they are eligible for exemption. Institutional procedures vary, but the common element is that the institution, not the investigator must make the determination.
To be eligible for Expedited review research must meet two criteria:
1. Post no more than minimal risk to subjects.
"No more than minimal risk" means that "the probability and magnitude of harm or discomfort anticipated in the research are not greater in and of themselves than those ordinarily encountered in daily life or during the performance of routine physical or psychological examinations or tests."
2. All of the activities associated with the research fall into one or more of the expedited categories specified in the regulations.
Eligible activities are similar to those for Exempt research (some suveys, interviews, and data analysis) with the addition of some minor or non-invasive medical procedures, such as blood pressure readings, weight measurements, MRI use in research and blood draws.
Studies sent to the Full Board for review typically involve potentially vulnerable populations and/or studies that involve sensitive topics including, but not limited to, illegal behaviors, drug use, alcohol use, or other dangerous behaviors and trauma.
In addition, JMU requires all human subject research involving External Funding to be reviewed by the Full Board at a convened meeting.
Do I need IRB approval before submitting a grant application?
No - if you do not have a fully developed human subjects' protocol, you can still apply for a grant. However, sponsoring agencies and JMU require that in order to proceed with the research, the investigator MUST obtain full board IRB approval prior to enrolling human subject participants in the study.
Do I need to submit an application for Exempt research?
Yes - the JMU human subjects' policy requires the Office of Sponsored Programs Administration (OSPA) to make the initial determination that a protocol is exempt or nonexempt. JMU faculty, staff, and students may not conduct exempt research until they receive exempt notification from OSPA.
How long does the human subjects review process take?
If your research is found to be exempt and informed consent revisions are not required, you should receive an exempt notification letter within 7-10 days after your completed application is received. If your research is found to be non-exempt and qualifies for an expedited review, your research will be reviewed within approximately 7-10 days of receiving your complete application. If your research is found to be non-exempt and does not qualify for an expedited review, your research will be reviewed by the full board. The IRB meets twice a month, with the exception of holiday months. You should receive a response within three days after the IRB has reviewed your research.
Must investigators obtain training in the protection of human subjects?
The HHS regulations for the protection of human subjects (45 CFR part 46) do not require investigators to obtain training in the protection of human subjects in research. However, an institution holding an OHRP-approved Federal Wide Assurance (FWA) is responsible for ensuring that its investigators conducting HHS-conducted or supported human subjects research understand and act in accordance with the requirements of the HHS regulations for the protection of human subjects.
Therefore, as stated in the Terms of the FWA, OHRP strongly recommends that institutions and their designated IRBs establish training and oversight mechanisms (appropriate to the nature and volume of their research) to ensure that investigators maintain continuing knowledge of, and comply with, the following:
- Relevant ethical principles
- Relevant federal regulations
- Written IRB procedures
- OHRP guidance
- Other applicable guidance
- State and local laws; and
- Institutional policies for the protection of human subjects
Furthermore, OHRP recommends that investigators complete appropriate institutional educational training before conducting research on human subjects.
In some cases, other federal requirements regarding training for investigators must be met, such as the National Institute of Health's (NIH) requirement for the training of key personnel in NIH-sponsored or conducted human subjects research.
What is the difference between anonymous and confidential research?
Anonymous research is when the researcher has no way of knowing who the participant is. Anonymous research typically requires a cover letter to gain the participant's permission to participate in the study. An example of anonymous research would be an online survey where no identifying information (e-mail address, name, etc.) is collected.
Confidential research is when the researcher may be able to connect a participant's answers with their individual identity. A consent form is usually required for confidential research. An example of confidential research would be a survey conducted during a face to face interview with the participant.
What should I do when my research involves participants with limited English?
If you are planning to study a group of human subjects with limited English skills it is your job as the researcher to be responsible for ensuring the participants truly comprehend the purpose of the study, and what will be required for their participation. If the research subject's native language is not English, please provide assurance in your protocol (not the consent form) that they will only interview subjects with good English speaking/reading/writing skills. Otherwise, the consent form must be translated. Please remember, consent forms must be written at an eighth grade reading level as well as the research subject's native language.
What is a signed site letter of permission and how do I know if I need one?
A "signed" site letter of permission is required for conducting research at a site other than JMU. Researchers must receive written permission from the site coordinator of the business, institution, or agency they wish to conduct research at. If researchers want to send completely anonymous surveys to an organization and have provided self-addressed stamp envelopes advance permission will not be required.
Please also note, if the research is being conducted at an agency where only the senior member of the staff will be interviewed, then a signed site letter of permission is not necessary. In that case, the person being interviewed would only need to sign a consent form. If your research is being conducted at another Educational institution it will require approval from the IRB of JMU as from the IRB at the institution where the study was peformed.
Where can I find more information about the IRB review process?
For more information on the IRB process please visit the following websites:
IRB Human Research Questions (external link to OHRP)
IRB Requently Asked Questions (external link to NIH)
For help filling out your human research review request form, please reference our IRB Protocol Template.
If I am conducting research and not collecting identifying information, but I am planning to publish my results, does this qualify for Exemption?
No - If the researcher plans to publish, present publicly, or otherwise share the results of his/her research (for example, as a state, regional, or national conference) that expands the generalized body of knowledge, the protocol is NOT eligible for exemption.
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Last Modified June 27, 2008