Amendments to IBC Applications
Submit an amendment when making changes to experimental protocols, adding new infectious agents, r/sNA molecules, or biological toxins, moving to a new research space, or making other changes that might alter the biosafety risks associated with the protocol. In addition, amendments should be made to report changes to laboratory staff, new sources of funding, and changes or additions of titles.
Most changes to experimental procedures will require full committee review. Changes in funding, personnel, and updating the biosafety cabinet’s certification dates are reviewed administratively. During an administrative review, the IBC Admin verifies training of all personnel to confirm the necessary training has been completed based on the experimental activities proposed. Bloodborne Pathogens training is checked to confirm that the annual training requirement is up to date for work with human cells/samples or human or zoonotic infectious agents. The biosafety cabinet’s certification date is also checked to confirm it is not expired. If there are stipulations required for updating training for existing personnel in the amendment or for an expired biosafety cabinet’s certification date (unrelated to submitted amendment) and the continuing review deadline is soon approaching, the IBC Admin may send email reminders related to these stipulations rather than sending these in eProtocol so that the continuing review is not held up from being submitted.
Please note that an amendment does not replace or fulfill the requirements of a continuing review. If an amendment was recently reviewed and approved prior to the continuing review deadline, a continuing review is still needed even if there are no updates to report. A continuing review and amendment cannot be under review at the same time. If an amendment is pending, it will block the ability to submit a continuing review. Please respond to stipulations on pending amendments in a timely manner to prevent any lapse in submission of continuing reviews.
To request IBC approval for changes in experimental activities:
- Submit an amendment in eProtocol. See the Create Amendments job aid.
- Your submission should include changes in the eProtocol application as well as the inclusion of updated attachments reflecting the requested changes in experimental procedures.
- New experimental procedures should not begin until we have approved the amendment. An approval letter will be sent via email once approved for your records.
To change or add titles to a protocol already approved by the IBC:
- Submit an amendment in eProtocol. See the Create Amendments job aid.
- A title can be added or changed in the "Study Objectives" section.
- Please note that Sponsored Projects Administration (SPA) verifies funding based on the information in the Funding section of the application rather than by the Study Title.
- If this is the only requested change, an approval letter will not be sent unless requested. You may check the status of the amendment in eProtocol to confirm approval.
To add a new funding source to a protocol:
- Submit an amendment in eProtocol. See the Create Amendments job aid.
- A new funding source can be added through the “Funding” section of an amendment. Sponsored Projects Administration (SPA) tracks funding and IBC approval through this section of eProtocol.
- Note: Sometimes when searching for sponsored projects the first/default option results in a message reporting “application server is down.” Instead, use the second option (Search for Proposal(s)/Sponsored Project Award(s) awarded to another Principal Investigator) and enter the PI’s name or User ID to search.
- If this is the only requested change, an approval letter will not be sent unless requested. You may check the status of the amendment in eProtocol to confirm approval.
To change the personnel in an approved IBC protocol:
- Submit an amendment in eProtocol. See the Create Amendments job aid.
- Review the eProtocol Roles section of our website for more details on the various eProtocol actions the different personnel roles can make.
- Ensure new personnel have completed the appropriate online training courses.
- New personnel should not begin work on IBC related activities until the amendment has been approved.
- If this is the only requested change, an approval letter will not be sent unless requested. You may check the status of the amendment in eProtocol to confirm approval.