Delegating Submission Permissions to Protocol Staff Members

This flexible option for programs to allow protocol submission delegation to protocol personnel brings efficiencies to the protocol drafting, amendment, and renewal processes. For institutions that do not allow submission delegation to protocol staff, this feature can be disabled. Please reach out to the Support team for assistance with this.

This feature will allow the IACUC/IBC Office role to enable researchers staff members listed on protocols to submit the following types of documents on behalf of the PI (protocol owner):

• New protocols
• Amended protocols
• Protocols that have been revised in review
• Continuing (annual) reviews
• De Novo (3 year) renewals 

This feature was released to customers in Q4 2024.

What is covered in this article:

Skip ahead by clicking on the desired link.

• Specifications
• PI Delegate Permissions Workflow
• Sample In-App Images
• Step-by-step guide: Animal Oversight
• Step-by-step guide: Hazard Safety

Specifications

1. Checkbox on the Protocol Personnel page labeled,  "This person has been authorized to submit on behalf of the protocol owner"
2. Checkbox will appear and be editable for IACUC/IBC Office role only. 
3. IACUC/IBC Office roles can edit protocol versions in draft status.
4. Checkbox will display for researchers in the protocol, but cannot be edited by users in the researcher staff members role.
5. Protocol PI and any PI delegate with checkbox checked will have submission permissions for that protocol.
6. PI submission delegation only needs to be made once per protocol (although it can be changed during an Amendment if needed by the IACUC/IBC role). 
7. Authorized PI delegate staff (as approved by the IACUC/IBC via checking the custom checkbox described in item 1 above) may submit new protocols, amended protocols, protocols that have been revised in review, continuing reviews and de novo (3 year) renewals on behalf of the PI (protocol owner).
   1. “PI delegate staff” are any researcher staff members that have been assigned to the PI group in Site Management.

PI Delegate Permissions Workflow

• Protocol PI sends a request to the IACUC/IBC Office to grant submission permissions to a protocol staff member.
• The IACUC/IBC office will review the request. After a request is approved by the IACUC/IBC office to authorize submission delegation, IACUC/IBC Office role will go into the draft protocol or amendment and mark the checkbox to flag the appropriate personnel as authorized to submit the protocol. 

Sample In-App Images

The sample screenshots below shows the checkbox for submission delegation on the Personnel page.

Animal Oversight
 
Hazard Safety
 

Step-by-Step Guides

Animal Oversight

1. After the Animal Oversight administrator has approved the request to add a submission delegate to a protocol or amendment draft, the following actions can be taken to document the approval and update the protocol.
2. Administrators in the IACUC Office role will click the appropriate alert, either "Draft Protocols" or "Draft Amendments". 
   
   
    
3. Click on the protocol number hyperlink to open the draft. 
   
    
4. Click "Personnel" to open the Personnel Page in the protocol form. 
   
    
5. If the submission delegate is not currently on the protocol, click "Add Personnel" to create a new record. 
   
   
    
6. In the submission delegate's record, check the box that says "This person has been authorized to submit on behalf of the protocol owner." 
   
   
    
7. Click on "Save changes." 
   
   

Hazard Safety

1. After the Hazard Safety administrator has approved the request to add a submission delegate to a protocol or amendment draft, the following actions can be taken to document the approval and update the protocol. 
   
   
    
2. Administrators in the IBC Office role will click the appropriate alert, either "Draft Protocols" or "Draft Amendments". 
   
   
    
3. Click on the protocol number hyperlink to open the draft. 
   
   
    
4. Click on "Personnel" to open the Personnel Page in the protocol form. 
   
   
    
5. If the submission delegate is not currently on the protocol, click "Add Personnel" to create a new record. If the delegate is listed on the protocol, click to select the delegate's name and click "Edit Personnel." 
   
   
    
6. In the submission delegate's record, check the box that says "This person has been authorized to submit on behalf of the protocol owner." Then click on "Save Changes".