Texas Tech University

Submission Process

Cayuse IRB is the online system Texas Tech researchers will use for submitting their IRBs. All faculty can automatically login to Cayuse IRB by using their eraider and password through the HRPP website. TTU staff and students must request user access through the HRPP website.

Using branch logic, researchers will answer questions related to their study and skip irrelevant ones. For example, checking a box may prompt additional questions specific to that subject matter. Some questions are required, and some questions are not. As you complete each section, please provide answers to questions that are relevant to your study. Adequately answering questions will provide information to the IRB Reviewer to understand the study and facilitate the review process.

When you first create a study, you create the initial submission outlining the purpose of that study. In addition to this initial submission, there are five other types of submissions that IRB Users may submit during the course of your research. Here are directions for getting started. Quick Start for Cayuse IRB

The available submission types include:

Submission Types

  • Initial - This is the first submission that you create when you enter a new study in the system. The initial submission describes the research you intend to do and the methodology you intend to use. The initial submission must be approved before any research can begin.
  • Modification - If you wish to change any of the details of the study after it has been approved, you must submit a modification which must be approved before you can proceed with the changes.
    • Provide a summary of your proposed changes or additions.
    • Make the changes to the appropriate section(s) and field(s).
    • Attach any revised documents that are relevant to your requested changes. Such as, revised surveys, additional recruitment messages, explanations of a different subject population.
  • Renewal - When a study is nearing its expiration date, you must submit a renewal request in order to continue with the research. The renewal will need to be approved before you can continue with the study.
    • Researchers must attach all consent forms to the submission with the updated expiration date.
  • Incident - You must submit an incident report to inform the HRPP of any adverse incidents, as required by your institution.
    • Incident reports may be submitted at any time after a study has been approved, including after it has been closed.
    • More than one incident report may be created for a given study, as needed.
  • Withdrawal - A withdrawal submission notifies the HRPP that you no longer wish to submit your initial submission and want to withdraw the study.
    • Withdrawn studies are marked as finalized and can no longer be modified. You may create a withdrawal submission at any point once an initial submission has been created, until it has been approved.
    • If the initial submission has been approved, you must create a closure submission in order to close the study if you no longer wish to conduct the research. The Archive tab lists studies that have been withdrawn.
  • Closure - A closure submission indicates that the research is complete and will not be continuing.
    • Closed studies are marked as finalized and can no longer be modified. The Archive tab lists studies that have been closed.
  • Legacy - Used for studies imported from previous systems. The legacy submission replaces the initial submission for imported studies. Once the legacy submission is finalized, you can create additional submissions such as modifications, renewals, etc.

There are two additional submission types that are only available to IRB Analysts and Admins:

  • Admin Closure - Allows a study to be administratively closed when needed, for example when the PI leaves the institution or chooses to let a study expire. The Archive tab lists studies that have been withdrawn.
  • Admin Withdrawal - Allows a study to be administratively withdrawn when needed, for example when the PI leaves the institution. The Archive tab lists studies that have been withdrawn.

IRBs are assigned to reviewers every Monday based on the order the HRPP office receives the submission from the researcher. The reviewer then has 10 business days to complete each review. Most reviews will require two-to-three exchanges of revisions.  TTU IRB faculty reviewers will NOT conduct reviews when faculty are off-duty (Winter Break, May and Fall Intersessions). If a review is needed during this time period contact the HRPP Manager.

In Cayuse IRB, the status of your study can be found under the Submissions icon on the left side menu. You can also click on the specific submission for more details.

Status Definitions

  • In-Draft: The submission has not been completed and is still being edited by the research team.
  • Awaiting Certification: The submission is awaiting PI review and certification.
  • Pre-Review: The submission is with the HRPP office for pre-screening.
  • Under Review: The submission has been sent to the IRB Reviewer.
  • Approved: The study has been reviewed and approved by the IRB.
  • Closed: The study has been completed and closed.
  • Expired: The study has not been renewed and the research procedures must stop.

IRBs reviewed and not returned with revisions will be administratively withdrawn after 90 days. IRBs created in the previous calendar year and not submitted for review will be administratively withdrawn in June of every year.

Researchers work with the IRB to reach an agreement on the best ways to protect human subjects while conducting research. In cases where the investigator and IRB reach an impasse, a decision by the IRB to not approve a project is final. Federal regulations specifically prohibit the university from approving a project that the IRB has disapproved.