Studies that have closed or expired within <1 year of eIRB launch will be available in eIRB for you to reopen, as needed. If the study has been closed or expired for more than 1 year as of the eIRB launch date, it will not be available in eIRB. In this latter case, you would need to resubmit the study for IRB review, which is also current IRB policy.
eIRB FAQs
Q&A
Go to the eIRB menu and click on Search IRB Protocols. In the Filter Search panel, ensure that you check the box next to "Include Inactive." This will include protocols that are expired or that were previously closed. If you are looking for a specific protocol, you can enter the protocol number directly within the Go to Protocol panel in the Protocol # or Title field. When the protocol pops up, click on it, and it will take you directly to that protocol.
When a protocol is in an expired or completed state, the protocol is locked to further edits. Click Request in the Request to Reopen blue box at the top of the application. After you have done this, you must create a submission to the IRB.
- If the protocol was completed, please submit an amendment to the IRB explaining why you are reopening the protocol.
- If the protocol is expired, please submit a continuing review application.
- If the protocol is relying on an external IRB and expired, please submit an annual check-in form.
HSERA will be accessible in a view-only format for one-year post-launch. You will be able to download documents as well. It is strongly encouraged that you obtain what you need during this one year period. After one year, the data will be archived, and access to HSERA will cease. IRB staff will have access to the archival data in cases where data or documents are needed for audits or inspections, etc. However, the data may not be in HSERA format. You can reach out to the IRB office if you need something retrieved.
They will be migrated, but show up as inactive in eIRB. You should remove them before or after migration for accurate record keeping.
You may continue to use your legacy protocol number in study documents and cover letters. The system allows you to search by either the legacy or the new eIRB protocol number.
The IRB will reach out to teams managing sIRB studies and work with them to add relying study sites to eIRB before or at eIRB launch. The IRB will assist with any issues as well as relying site access to the system. Teams managing sIRB studies should also notify their relying sites of the new system launch and prepare them for the transition from paper forms to e-forms and eIRB access. After launch, research teams and relying sites should promptly review applications for completeness and site accuracy. For protocols requiring continuing review, ensure relying site accounts are set up before the review expiration date.
Email IRBCITISupport@lists.upenn.edu for support.
Please check the following:
- Scroll the top of the application in eIRB. Ensure there is not a yellow box indicating someone else is viewing the protocol.
- Confirm you have edit access in the edit access column of the research team panel. If you cannot see this, try zooming out OR click the + button next to your role to expand to show other columns. If you do not have edit access, someone else on the protocol with edit access should give you edit access.
- Check to see if the protocol has been approved? If so, the protocol will be locked, and you need to request an amendment in order to unlock it. Look for the Amendment blue button at the top of the application.
The launch approach impacts all studies on the same day (exact date is TBD, but sometime in early February 2026).
The IRB is shifting to a number format that uses a combination of year and count. For example, the first submission created in eIRB in 2026 would be 26-0000, followed by 26-0001.