Submitting Recruitment Material For Review

Submitting Recruitment Material For Review

OVERVIEW

This Quickguide provides instructions to Study Chairs for submitting Recruitment Materials for review.  Recruitment materials may include, but are not limited to, the following:

  • Brochures
  • Posters or Flyers
  • Videos

BEFORE YOU BEGIN

  • Cancer Therapy and Evaluation Program (CTEP) studies: The Study Chair emails recruitment materials and a completed CIRB Amendment Review Application to the relevant CIRB inbox.
  • Division of Cancer Prevention (DCP) studies: the materials must be submitted to the DCP Protocol Information Office (PIO) for an Approval On Hold (AOH).  After receiving the AOH Letter, the CIRB emails the Study Chair the CIRB Amendment Review Application.  Alternatively, you may download a copy of the CIRB Amendment Review Application.
  • Recruitment Videos: Submission of draft materials and/or scripts for videos to the CIRB for approval prior to initiating video production is required since changes stipulated by the CIRB could be costly to make after production.  A final version of the video must be submitted to the CIRB for review and approval by using the CIRB Participant Recruitment Materials Video Submission Form.

 

Steps

STUDY CHAIR SUBMITS APPLICATION

The Study Chair emails the CIRB Amendment Review Application to the CIRB along with all draft recruitment materials to be reviewed.  Complete submission includes: CIRB Amendment Review Application and draft recruitment material.

Steps

CIRB REVIEWS SUBMISSION

The CIRB Operations Office determines if the material qualifies for expedited review or if it requires full board review. Expedited reviews are sent to the CIRB Chair and full board reviews are reviewed at a convened meeting.

Steps

CIRB SENDS STUDY CHAIR AN OUTCOME LETTER

The CIRB emails the Study Chair an outcome letter summarizing the board’s determination.  Possible outcomes are: Approval, Approved Pending Modifications or Tabled.

Steps

STUDY CHAIR RESPONDS TO CIRB

If required, the Study Chair responds to the CIRB’s requests for study modifications by submitting the necessary revised documents within 14 days of the letter date. 

Steps

CIRB REVIEWS STUDY CHAIR’S RESPONSE

The CIRB reviews the Study Chair’s response either by expedited review or convened CIRB review. If convened CIRB review is required, the submission will be reviewed at the next CIRB meeting and an approval will be issued, or additional modifications will be required. If additional modifications are required, the process repeats at step 3.

Steps

CIRB ISSUES APPROVAL

The CIRB issues an Approval Letter to the Study Chair within two days of the determination. 

Steps

SUBMISSION OF FINAL VIDEO

After the CIRB has approved draft video materials and the final video is produced it must be submitted to the CIRB for approval via submission of the CIRB Participant Recruitment Materials Video Submission Form. This form which contains a link to the video location (e.g., Group website)  will be posted on the CTSU web site and can be accessed as needed.

The final video receives a review by the CIRB and the CIRB emails the Study Chair an outcome letter summarizing the board’s determination.  Possible outcomes are: Approval, Approved Pending Modifications or Tabled. 

 

Posted: February 28, 2020