Hutch IRB Go-Live: What is it and what does it mean for you? [11-2-2022]

Dear Colleagues,

The Hutch IRB project is the implementation of an end-to-end, web-based, electronic IRB system.  The Hutch IRB system will be essential to modernize our tools, systems, and processes to improve transparency, keep our data secure, and leverage technology improvements. The launch is planned for early 2023.  

What does this mean for you?

After the launch, all IRB submissions will be submitted through Hutch IRB.  You will be provided training and resources in the weeks prior to the launch. 

Right now, we are focusing on studies with Continuing Reviews due in the first quarter of 2023.  To assist with the transition period, we are requesting that study teams turn in their Continuing Reviews two weeks early. Currently, the due dates are 45 days in advance of expiration.  For expirations in quarter one, we ask teams to turn the CR in 60 days in advance of the expiration of IRB approval.

Examples:

Your Continuing Review reminder email will provide the correct updated due date if this applies to you. If you have already received your reminder email, please refer to the due date listed there.

This earlier submission timeline will help ensure the IRB can review Continuing Reviews prior to the launch, to help avoid any expirations of IRB approval.

Important things to note:

• The IRB will begin reviewing Continuing Reviews based on date submitted to our office, rather than holding and reviewing in the 30 days before expiration. 
• This means all IRB expiration dates will now be based on date of IRB re-approval, and studies will no longer have fixed anniversary dates.

What’s next?

• Items submitted before the launch of Hutch IRB will continue to be received and returned via email as usual.
• Prior to the launch, there will be a brief black-out period on submissions, with notification well in advance.
• When existing study records are migrated into Hutch IRB, your first submission for that study will require uploading current documents into Hutch IRB to complete the record.
• IRB forms and policies will be updated as well.
• We will have additional communication soon about all of the above, including IRO’s plans for migrating studies into Hutch IRB, in-flight submissions, and timing.

The current paper-based IRB process is inefficient, and this move to electronic record-keeping will improve the IRB function. We look forward to your partnership as we work through this transition.

There will be more communications including timeline, resources and more in the coming weeks.

Questions? Please reach out or submit questions to IRO@fredhutch.org.