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SOP 04b/V1 Effective Date: 01.01.2013

IRB, TMC

of 8 Expedited Review of Submitted Protocol/Documents

Institutional Review Board, Tata Memorial Centre (IRB, TMC)

Title: Expedited Review of Submitted Protocol/Documents

SOP Code: SOP 04b/V1 Date: 05/09/2012 Pages: 1 to 8


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4b.1 Purpose

The purpose of this SOP is to provide criteria for those research studies which qualify for expedited review by IRB. 4b.2 Scope

This SOP applies to the review and approval of research studies and documents which qualify for expedited review by IRB. 4b.3 Responsibility

It is the responsibility of the Member Secretary to identify (as per section 4b.3) which research studies or documents are eligible for expedited review. 4b.4 Categorization of protocols

The Member Secretary, IRB will screen the study for its completeness and depending on the risk involved in the research study categorise it into three types, viz.

i. Initial review (full board/regular review) ii. Expedited review iii. Exemption from review

An investigator cannot categorize his/her study in to the above three types. This SOP describes expedited review in detail. An investigator may apply for expedited review for the study protocol using Request Form No. AX1-V1/SOP04b/V1 giving appropriate justification. However decision to accept the request will be made by the Member Secretary, IRB. 4b.5 Expedited Review

Expedited review is a procedure through which certain kinds of research proposals may be reviewed and approved by a subcommittee (refer section 4b.6.2) without convening a meeting of the full Board. Proposals involving not more than minimal risk to research participants may be subjected to expedited review. Minimal risk would be defined as one which may be anticipated as harm or discomfort not greater than that encountered in routine daily life activities of the general population or during the performance of routine physical or psychological examinations or tests. However, in some cases like surgery, chemotherapy or radiation therapy, great risk would be inherent in the treatment itself, but this may be within the range of minimal risk for the research participant undergoing these interventions since it would be undertaken as part of current every day life (ICMR 2006)


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An expedited review may be conducted only if the study involves: The study which is previously approved and submitted for-

continuing review where there is no additional risk or

activity is limited to data analysis or health record research (Refer APP9/V1) Anonymous surveys and retrospective chart reviews; Analysis of discarded pathological specimens / stored paraffin blocks without personal

identifiers; Proposals involving previously banked materials and/or tissues as per policies of

respective authorities like – tumour tissue repository; Research activities that involve only procedures listed in one or more of the following

categories: a. Clinical studies of drugs and medical devices only when -

i. Research is on already approved drugs except when, a. Study of drug interaction b. Conducting trial on vulnerable population

OR ii. Adverse Event (AE) or unexpected Adverse Drug Reaction (ADR) of minor

nature is reported Research involving clinical materials (data, documents, records, or specimens) that

have been collected for non-research (clinical) purposes

Study related documents which would be considered for expedited review are as follows but may not restrict to:

i. Minor deviations from originally approved protocol ii. Inclusion or deletion of name/s of co-investigator/s iii. Request for change in PI or hand over of trials or projects iv. Minor amendments in the protocol, CRF, eCRF v. Minor corrections in budget vi. Other administrative revisions like change in the name, address of

sponsor , change in contact details of PI and IRB

Continuing review of research previously approved by the convened IRB (e.g., not originally subject to expedited review) may be eligible for expedited review:

(a) Where (i) the research is permanently closed to the enrolment of new subjects; (ii) all subjects have completed all research-related interventions; and (iii) the research remains active only for long-term follow-up of subjects; or

(b) Where no subjects have been enrolled and no additional risks have been identified; or

(c) Where the remaining research activities are limited to data analysis.

Minor changes in previously approved research during the period covered by the original approval may be eligible for expedited review where: i. the research is permanently closed to the enrolment of new subjects;


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ii. all subjects have completed all research-related interventions The expedited review procedure is not applicable:

1. When the research involves more than minimal risk to the subjects; 2. Where identification of the subjects and/or their responses would reasonably place

them at risk of criminal or civil liability or be damaging to the subjects' financial standing, employability, insurability, reputation, or be stigmatizing, unless reasonable and appropriate protection will be implemented so that risks related to invasion of privacy and breach of confidentiality are no greater than minimal;

3. For studies intended to evaluate the safety and effectiveness of medical devices, including studies of cleared medical devices for new indications.

4b.6 Detailed instructions to the IRB secretariat:

4b.6.1 Receive the submitted documents

Receive the application documents submitted by investigators as described in SOP03/V1 5

4b.6.2 Expedited Review

Member Secretary of IRB will review the documents which qualify for expedited

review (refer section no. 4b.3). After deciding that the study or documents qualify for an expedited review,

Member Secretary informs the Chairperson. If the Chairperson agrees that the study qualifies for the expedited review, a subcommittee comprising of the Member Secretary of the IRB, an external IRB member and one or two IRB members from TMH will be formed. The external member will chair the meeting.

Review may be made either by circulation of comments, email, telephone discussion or meeting.

If a consensus cannot be reached or if the subcommittee decides that the proposal should be reviewed in a full board meeting, the Chairperson of the subcommittee will revert the study or the documents back to the IRB for a full board review

The IRB Secretary will track all research approved by expedited review and will inform at the next convened full board meeting

The Expedited Review process should ordinarily be completed in no more than 7 working days after it has been accepted and categorised for Expedited review by the Member Secretary of the IRB

The minutes of the expedited review subcommittee meeting should be ratified in the next regular IRB full board meeting. A vote on expedited reviews is not required but the IRB has the prerogative to discuss, rescind or amend the decisions of the subcommittee.


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4b.6.3 Communication between the IRB and the investigator

The decision of the IRB subcommittee will be communicated to the Principal Investigator after the minutes of the subcommittee are finalized. The communication should clearly state that the decision is subject to ratification by the IRB full board. In case the full board is in disagreement with the decision of the subcommittee, amended letter will be sent to the PI.

If the project is approved / disapproved or requires resubmission after certain modifications, this will be informed to the Principal Investigator in writing. The reasons for disapproval of a project will be specified in the letter sent to the Principal Investigator.

References

1. ICMR Ethical Guidelines for Biomedical research on Human Participants, ICMR (2006) - http://www.icmr.nic.in/ethical_guidelines.pdf (last accessed 9th June 2009)

2. International Conference on Harmonization, Guidance on Good Clinical Practice

(ICH GCP) 1996- http://www.ich.org/LOB/media/MEDIA482.pdf (last accessed 14th September 2008)

3. WHO Operational Guidelines for Ethical Review Committee that Review

Biomedical Research (Geneva 2000) - www.who.int/tdr/publications/publications/ (last accessed 14th September 2008)

Glossary Document: Document may be of any forms, e.g., paper, electronic mail (e-mail), faxes, audio or video tape, etc. Expedited review/meeting: An expedited review is an accelerated review for minor changes to the approved protocol, research proposal with minimal risk, and documents of minor nature.


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Annexure 1

AX1-V1/SOP04b/V1 Expedited Review Application Form

TMC Project No. :____________(To be filled by IRB Secretariat)

1. Principal Investigator’s Name:_________________________________

2. Department/DMG:____________________________________________

3. Title of Project:__________________________________________

4. Names of study team members: ___________________________________________________________________________________

5. Brief description of the project: ___________________________________________________________________________________________________________________________________ __________________________________________________________________

6. State reasons why expedited review from IRB is requested? (Tick applicable) The study which is previously approved and submitted for- continuing review where there is no additional risk

or activity is limited to data analysis or health record research (Refer APP9/V1) Anonymous survey / retrospective chart review; Analysis of discarded pathological specimens / stored paraffin blocks without personal

identifiers; Proposal involving previously banked materials and/or tissues as per policies of respective

authorities like – tumour tissue repository; Research involving clinical materials (data, documents, records, or specimens) that have been

collected for non-research (clinical) purposes

Study related documents such as: i. Minor deviations from originally approved protocol ii. Inclusion or deletion of name/s of co-investigator/s iii. Request for change in PI or hand over of trials or projects iv. Minor amendments in the protocol, CRF, eCRF v. Minor corrections in budget vi. Other administrative revisions like change in the name, address of sponsor , change in

contact details of PI and IRB


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Minor changes in previously approved research during the period covered by the original approval and

i. the research is permanently closed to the enrolment of new subjects; ii. all subjects have completed all research-related interventions

Are children included in the study? Does the research involve vulnerable population? Does the study involve more than minimal risk?

Any other reasons: _________________________________________________________

Principal Investigator’s signature: ___________ Date ___________ Recommendations by the IRB Member Secretary:

� Consider for expedited review

� Can not be consider for expedited review, Reasons--------------------------------------------------------

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Signature of the Member Secretary: ________________ Date _______________ Final Decision: � Expedited Review

� For Full Board Meeting


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Flow Chart

Research studies

Initial Review

Expedited Review

Receive and verify

Subcommittee minutes ratified in full board

meeting

Decision is communicated to the PI

IRB Secretary Determine protocols for expedited review

Expedited review process- Subcommittee meeting

Research studies

Initial Review

Expedited Review

Receive and verify

Subcommittee minutes ratified in full board

meeting

Decision is communicated to the PI

IRB Secretary determines protocols for expedited review

Expedited review process- Subcommittee meeting

Exemption from Review

Formatted: Centered