Updates

Research Updates

We want to provide you with a brief overview of the travel petition process for CUNY employees (faculty and staff) and CUNY students. Please review the form and the links below:

CUNY’s travel during pandemic page: https://www1.cuny.edu/sites/global/health-and-safety-abroad/travel-during-the-pandemic-domestic-and-international/

Copy of CUNY’s current waiver form: https://www1.cuny.edu/sites/global/wp-content/uploads/sites/11/media-assets/Petition-for-Domestic-or-Intl-Travel-under-COVID-19-.pdf

Step 1: The petitioner forwards a completed waiver form to their applicable Responsible Executive Officer (REO)* for review and approval. The form must be signed and dated by the REO. *For QC, REO is the Provost.

Step 2: The petitioner forwards the completed waiver form signed by the REO to the applicable CUNY Administrator for review. This information is referenced in the link above (travel during the pandemic …)

Step 3: After the Administrator review is complete, it is scheduled for review and final approval by the review committee.

Step 4: The review committee either approves or denies the requests. The petitioner and the REO are notified of the committee’s decision.

Items to note:

1. This process is applicable for CUNY employees (faculty/staff) and CUNY students for all travel outside New York State, including day trips.
2. Petitions require a two tier approval process. The first tier is campus level (REO) and the second is CUNY’s Central Office. The latter may require approvals by other individuals before committee review.
3. Petitioners must allocate sufficient time in advance of their trips to ensure timely approvals.
4. Petitions submitted to CUNY Administrators must be signed and dated by the REO.
5. The current version of the waiver form requests the traveler’s vaccination status. It is subject to confirmation by the campus. If the information is not provided, CUNY Central Office review will not take place.
6. The review committee meets weekly.
7. If a REO refuses to sign the waiver form, the petitioner must address the REO’s concerns. Central Office will not overrule a REO’s decision.
8. The waiver form is subject to change. Please advise CUNY employees and students to use the most current version of the waiver form. A link to the form is provided above.

 To process travel advances or travel reimbursement for trips outside of New York State, Research Foundation needs a copy of the REO approved waiver form and CUNY Central Office approval as well. The same applies for travel arrangements paid with RFCUNY p-cards (purchasing cards).

As you are aware, we are transitioning human subjects research projects from Ideate to IRBManager. Below is important information and reminders regarding this transition.

***IMPORTANT FIRST THREE STEPS AFTER LOGGING IN TO IRBMANAGER***

1. Missing protocols (if applicable)

If you, as a PI, have logged into IRBManager using CUNYFirst and do not see your protocols, please contact your campus HRPP Coordinator. You can find the HRPP Coordinator list below.

ONLY COMPLETE STEPS 2 AND 3 AFTER STEP 1 HAS BEEN RESOLVED

2. DO NOT use “Settings” to update your campus email address. To update your campus email address, click Update My Email Address or access the xForm under “Start xForm” from your Dashboard (ONLY if you logged into IRBManager with your CUNYFirst credentials).

3. CITI Certifications – 2 Options provided below (CITI Certification expiration dates are now linked to end user’s profiles. CITI Certifications no longer get uploaded to IRB applications.)

(A) The process for confirming and/or changing your preferred email address in CITI is as follows (this process applies to ALL research personnel on a protocol (if applicable):

1. Log in to CITI at https://www.citiprogram.org/
2. In the upper right corner under your name and ID, click the down arrow.
3. Select “Profiles”.
4. Under “Member Profiles”, click “Edit Profile”.
5. Scroll down to Your preferred email address.
6. Confirm that this is your current CUNY email address, or revise if needed.

(B) Click Update CITI Alternate Email Address. You can also access this form under Start xForm from your dashboard. This form is for adding the alternate email address under which you have taken CITI training and wish to continue using.

Research Personnel

The manual process of adding Research personnel to migrated protocols has begun. Approved research personnel can ONLY be added to active approved protocols in IRBManager ONLY if they are listed in the system.

• If there is a sense of urgency to have your research personnel added to your migrated protocol(s), please contact HRPP@cuny.edu. In the email include the protocol number(s) and the name(s) of your research personnel.

Transferring IDEATE active approved protocols into IRBManager:

Migrated active approved protocols MUST be populated in IRBManager including the protocol attachments. CITI Certifications should ONLY be attached for research personnel who are not affiliated with CUNY/RFCUNY.

THE IDEATE AND THE IRBMANAGER PROTOCOL(S) MUST MATCH. ANY slight change to the protocol(s) REQUIRES the submission of the amendment for HRPP/IRB review and approval.

1. Please view the video at CUNY’s IRB Manager page on Creating Amendments OR follow the instructions in the CUNY IRBManager Manual at Section 13.
2. Copy for Amendment: Use to request changes to existing migrated active approved protocol(s) AND/OR to transfer active approved protocol(s) information including attachments from IDEATE.