How to Apply
   

Institutional Review Board Links


How to get help
We encourage you to attend our training workshops on submitting an application to the IRB. We are also available to provide assistance via phone, Teams or email.



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IRB Application Information

General Information

The IRB office has transitioned to a web-based application system called IRBManager.  For all new projects seeking IRB review, please submit an application using IRBManager (link available below). Amendment applications (i.e., any request to make changes to an already approved project), annual progress reports, and annual continuing review requests should also be submitted in IRBManager. A user guide with instructions for accessing and navigating IRBManager is located below. Contact the IRB office via email at IRB@ph.lacounty.gov with any questions.

The following figures illustrate the IRB review and application processes:

Figure 1. Overview of the IRB Review 
										Process   Figure 2. Overview of the IRBManager 
										Application Process
Figure 1. Overview of the IRB Review Process Figure 2. Overview of the IRBManager Application Process

Unanticipated/Adverse Events: If you would like to report an unanticipated/adverse event (i.e., any deviation from the approved protocol), please submit an Unanticipated/adverse event form in IRBManager. Refer to Section 12 of the user manual (below) for assistance completing this form.

Not Human Subjects Research Determinations: Please consult with the IRB office before submitting a Not Human Subjects Research application.

Please review the information below before you submit an IRB application. Project activities CANNOT begin until an official approval letter from the IRB has been obtained.

When you are ready to submit your application, click the following link to access the IRBManager login page:

IRBManager

If you encounter any technical difficulties while using IRBManager, please contact the IRB via email and we will respond to your inquiry within 3 business days. 

Refer to the following User Guide for instructions on how to access and use IRBManager:

New Applications

Review the checklist below to make sure you have all the items necessary to submit a complete IRB application.

When an application is first submitted, IRB staff will screen it for completeness. This stage, known as Office Screening, is an administrative check that is done before the IRB review can begin. If IRB staff identify any items that need revision, the application will be returned to the applicant. The application and/or project materials should be revised accordingly, and the application should be re-submitted. IRB staff will screen the application again to verify that revisions are adequate and the application is complete before the IRB review can officially begin. Please refer to Figures 1 and 2, above, for more details about the IRB application process.

From the time a complete application is received by the IRB, review of exempt projects takes on average 2-3 weeks and review of expedited projects take on average 2-4 weeks

Projects requiring Full Board review typically require at least 2 months to receive IRB approval. Applications for Full Board projects should be submitted at least 4 weeks before the date of the following IRB meeting to ensure inclusion in the meeting agenda.

Please make sure you have obtained ROB approval (for DHS projects) or RATE review (see survey policy below) prior to submitting your application. Please allow up to two weeks to obtain ROB/RATE approval. Refer to the application checklist above for instructions on how to comply with ROB/RATE approval requirements. 

DPH RATE Survey Policy:

Per DPH Policy 117, any projects that intend to collect data from or about any DPH staff members, facilities, patients, and/or clients using surveys or questionnaires must have the surveys/questionnaires reviewed by the Office of Health Assessment and Epidemiology (OHAE) Rapid Assessment, Training and Evaluation (RATE) team.

  • The IRB facilitates compliance with this department-wide policy. To comply, please submit your study protocol (must follow the protocol template) and any survey(s) to irb@ph.lacounty.gov. The IRB office will forward your email to the RATE team to request the review. If you are unsure whether your project requires RATE review, please contact the IRB. 

  • Once the review is complete, the RATE team will provide their feedback via email. Study documents should be revised to address the RATE team's feedback, as necessary, and they should be uploaded to your electronic application in IRBManager (do not send revised documents to the IRB via email).

  • Note: The RATE review process should be completed prior to the submission of your IRB application. The RATE team reviews projects in the order that they are received so please keep that in mind as you are developing your project timeline and allow approximately 2 weeks (sometimes longer) for RATE review.

NEW! Translation Services Available

The DPH Center for Health Equity’s Language Justice Unit is now offering written translation services available to DPH staff involved with DPH-related projects. If you would like more information about the languages that are offered and the process for submitting written translation requests, please visit the following page: http://intranet.ph.lacounty.gov/ph/hitsystem.htm 

After Approval

IMPORTANT: An annual progress report is due for both exempt and expedited projects even if they do not have an expiration date. Any project that does not submit an annual progress report at least 1 day before the due date (listed on the most recent approval letter) will be closed and a new application will need to be submitted in order to continue. Please contact the IRB office if you anticipate any challenges in meeting any due dates.

Continuing Review: A request for continuing review must be approved for all full board projects and any projects that are given an expiration date by the IRB (expiration date is noted on the approval letter). If directed in the approval letter to apply for continuing review, please submit a continuing review application in IRBManager.

Amendments: Please submit an amendment request in IRBManager PRIOR to implementing any modifications to any previously approved materials including the protocol, data collection instruments, or personnel.

Review the checklist below to make sure you have all the items necessary to submit a complete amendment application.

pdf icon Checklist for Amendment Applications

  • If you are not able to locate your study in the IRBManager system, please contact the IRB office at irb@ph.lacounty.gov.
  • Note: amendments may not be submitted with annual continuing review requests.
 
What projects does the IRB review?

The IRB reviews any DPH-related research project that involves the collection or analysis of data from or about human subjects.

Research projects may include…

  • Clinical trials

  • Focus groups

  • Data abstraction from medical records

  • Surveys

Though IRB procedures allow exemption for some data collection projects that are classified as routine public health activity rather than research, the IRB must make the determination that a project is exempt.

 
Public Health has made reasonable efforts to provide accurate translation. However, no computerized translation is perfect and is not intended to replace traditional translation methods. If questions arise concerning the accuracy of the information, please refer to the English edition of the website, which is the official version.
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