University of Vermont

Research Protections Office - RPO

InfoEd Quick Guide

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Introduction

InfoEd is UVM’s electronic submissions and review system for IRB, IACUC and IBC. As of July 1, 2017, all IRB submissions are required to be submitted through InfoEd. We are excited to make InfoEd available to IACUC researchers for electronic submissions. All IACUC submissions will be required to be submitted through InfoEd by December 1, 2017. The following resources can be used for both IRB and IACUC submissions at this time.

  • A UVM NetID and password is required. This is not the same as any hospital credentials or the College of Medicine.
  • Proper security access must be given to allow add/edit access. If you find that you cannot do what you need to do in InfoEd, please contact the RPO office.

Best Practice: The best practice is to have all uploads/documents ready before logging into InfoEd to submit them electronically to the Research Protections Office.

How to Prepare Documents


The required documents for each submission type, naming convention and category.
Submission Required Documents Naming Convention Document Category
Initial Submission Vet Review (required)  Vet Review 09-18-17   Vet Review
Vet Tracked Protocol (required) Vet Tracked Protocol 09-18-17 Vet Tracked Protocol
Protocol (required)  Protocol 09-18-17 Protocol Final Version
Grant (required if external funding) Grant 09-18-17  Grant
Just In Time (if applicable) JIT 09-18-17 Just In Time
Any Other Documents [name] 09-18-17  Supporting Documents
Amendment Amendment Form (required) Amendment 09-18-17 Amendment
Updated Protocol- changes highlighted (required) Protocol 09-18-17 Protocol
Any Other Documents [name] 09-18-17 Supporting Documents
Continuing Review Continuing Review Form (required)  Continuing Review 2017  Continuing Review
Current Protocol (required if triennial year) Protocol [date of version] Protocol
Clarification Response Include all revised documents REVISED [document name] 09-18-17 Choose appropriate category for document type
Key Personnel Key Personnel Form (required) Key Personnel 09-18-17 Personnel Update

How to Submit a Protocol Request to the RPO Office

How to Submit a New Protocol (Video requires UVM login)

Initial Application (Written Instructions)

  1. Click on the “IRB” or "IACUC" tab depending on the committee you would like to submit to and select “Create New”. create new
  2. First pop-up, simply click CONTINUE. continue
  3. Next pop-up, enter the title and hit CONTINUE. continue2
  4. Next pop-up will pre-populate the PI name. select pi
  5. A mandatory eform must be completed to submit your request to RPO. eform
  6. Click the eform, and to add each personnel, click on the plus sign. Once all personnel have been added, click "Save & Complete" on the top right of the page. eform2
  7. Click on "Upload Document" to upload each document (Word or PDF) that are pertinent to this new protocol submission. upload
  8. A popup screen will appear each time to specify the name, file location and category prior to upload. Upload each document by filling out only the required fields and clicking UPLOAD. upload2
  9. When naming the document ALWAYS include today's date at end of the document name (format should be mm-dd-yy). Click the "Choose File" button to locate a Word or PDF document you wish to upload. Then select a relevant category from the drop down menu and click UPLOAD. (Note: Questionnaires, or surveys, can be uploaded as one document. Otherwise, documents should be uploaded separately.) upload_example
  10. Once all documents are uploaded and the eform is complete – submit your request to RPO by clicking the SUBMIT BUTTON and follow all prompts. submitOnce submitted successfully, the submission status will change from “New Submission” to something else (ex: In Route, RPO Processing…) and you are DONE! NOTE: The submission is now in “lock down” and is no longer editable. Any changes to this submission need to be addressed with the RPO office at 802-656-5040 or rpo@uvm.edu. If the submission status remains “New Submission”, it is technically on your desk and is still editable.  

To maintain an approval you must first navigate to the specific existing protocol on which you want to submit one of the following:

  • Continuing Review
  • Amendment
  • Key Personnel
  • Safety
  • Non-Compliance
  • Closure (IACUC)
  1. If you are a delegate (not the PI), click the icon next to “Show List” and select the appropriate PI. The list of all of their protocols will appear. delegate search
  2. If you are the PI, click “Show List”. It will list out all of the protocols on which you are listed as the PI. show list
  3. For anyone (PIs or delegates) – Click “Search For”. Enter any criteria to filter the search for the protocol in question. search for
  4. No matter which way you choose to search, once the appropriate protocol appears, click the yellow folder to open the protocol. open protocol
  5. On the "Submissions" screen click the drop down in the upper right corner and select the type of submission to be sent to the RPO. On the next screen you will be able to upload each document related to this submission type. Note: Each type of submission requires different uploads and may, or may not, have eforms (electronic forms) assigned to be completed. submissions
  6. Click on "Upload Document" to upload each document (Word or PDF) that are pertinent to this new protocol submission. upload
  7. A popup screen will appear each time to specify the name, file location and category prior to upload. Upload each document by filling out only the required fields and clicking UPLOAD. upload2
  8. When naming the document ALWAYS include today's date at end of the document name (format should be mm-dd-yy). Click the "Choose File" button to locate a Word or PDF document you wish to upload. Then select a relevant category from the drop down menu and click UPLOAD. (Note: Questionnaires, or surveys, can be uploaded as one document. Otherwise, documents should be uploaded separately.) upload_example
  9. Once all documents are uploaded and the eform is complete – submit your request to RPO by clicking the SUBMIT BUTTON and follow all prompts. submitOnce submitted successfully, the submission status will change from “New Submission” to something else (ex: In Route, RPO Processing…) and you are DONE! NOTE: The submission is now in “lock down” and is no longer editable. Any changes to this submission need to be addressed with the RPO office at 802-656-5040 or rpo@uvm.edu. If the submission status remains “New Submission”, it is technically on your desk and is still editable.  

When modifications have been requested, a clarification memo will be sent to the PI and contacts. When this memo is received – it is a “trigger” to the PI/Contact to generate a written response and upload it into the InfoEd system.

  1. Log into InfoEd and navigate to the applicable protocol number as outlined in the clarification memo.
  2. Open the protocol and spot the red underlined “Respond to RPO Request”. response
  3. In the pop-up, click the drop down, select “Response”, save and close. create_response
  4. The subsequent new RESPONSE submission will automatically pull in all the documents from the “parent” submission on record (Note: Parent submission is the original request prior to any clarifications). Simply click the "Upload Document" button and upload your response. Do not forget to append the upload date to the name of the response document !
  5. Click the Submit button and follow the prompts.

Frequently Asked Questions

  • A UVM NetID is needed to log into InfoEd to view or submit protocol materials. All UVM employees are issued a UVM NetID upon hire but there are many UVMMC (non-UVM) research key personnel who do not have a UVM NetID. A UVM NetID can be issued to UVMMC personnel for the purposes of access to the InfoEd system through a special process. If you do not have a UVM Net ID, complete and submit the Request for UVM Net ID for Required Training form in order to gain access to InfoEd.

  • We track approximately 2800 people through our training program of which 900 are UVMMC. During a recent audit, we found that many UVMMC people appear to be inactive and some UVMMC key personnel, after having been assigned a UVM NetID, neglected to follow through with their training and were never added to a protocol. To keep our database clean, we are placing a limit of 30 days after UVM NetID assignment to allow time for people to complete their training and be added to a protocol. We will also be deactivating UVM NetIDs for any persons who appear to be inactive. A UVM NetID can always be reactivated if necessary.

  • As with any password, you must reset the password that is associated with your UVM NetID on an annual basis. UVM does send a notice of impending expiration, however, this notice goes to a uvm.edu address which most of you are probably not checking. To avoid password expiration should have your new UVM email forwarded to your preferred email address. For more information about email forwarding, visit the TECHTE@M site.

  • If you experience problems with logging into InfoEd, it is likely that your password has expired. Please go to uvm.edu/account for directions on how to reset your password. If you are still experiencing problems, contact rpo@uvm.edu or call 656-5040.
  • Yes. InfoEd provides a feature for assigning Delegates. Delegating responsibility to a protocol contact to submit protocol materials on the behalf of a PI through InfoEd requires that the PI understand the delegation functionality.

  • PIs may request delegation to create/view/edit/submit protocol materials only to a person currently listed on one of their protocols as a contact. The contact role has historically been the person that handled paper submissions, however with electronic submission in the InfoEd system, contacts will be given additional access that they may not currently have. The follow is a list of things you need to know prior to delegating responsibility to the protocol contact.

    • To allow the contact the ability to submit on the PI’s behalf, the contact must be given system security access that is identical to that of the PI. This means the ability to create/view/edit/submit protocol materials. This person must be trained by RPO staff prior to this activity.

    • Delegation is specific to the PI’s body of work, it is not specific to a protocol. Therefore, any contact you delegate will be able to create/view/edit/submit protocol materials for any of your protocols, regardless if they are listed as contacts on all of the protocols or just one protocol. Access cannot be restricted to specific protocols.

    • If the PI has two or more different contacts across their menu of protocols, the PI may want to request they all be delegated this responsibility. However, the PI will need to manage which contact is responsible for which protocol submissions. We recommend that the only time a submission comes from someone other than the protocol contact is when they are covering for someone’s vacation.

    • Contacts given this access cannot sign protocol forms on behalf of the PI. All uploaded forms must have the PI’s signature.

    • Given that the delegation functionality provides for such a high level of access, the listed delegated contact person must always be current. To avoid potential problems, the PI needs to notify RPO as soon as possible of any staff turnover that affects the delegation. You must have an internal process to ensure that the delegated contact person is the appropriate person at all times.

    • Please complete the Delegation Request Form, and send to rpo@uvm.edu. RPO staff will set this delegation for you upon receipt of this request. If you have further questions, contact 656-5040.

    • RPO staff are working on a process where you as the PI can set your own delegates. We will send a notice when this option is available.

UVM uses protocol statuses to indicate where each protocol is in the protocol life cycle.
Status Definition
New Submission In Route PI has sent a protocol submission to the electronic routing system. When “In Route”, the submission package (uploaded documents) is in lockdown and cannot be changed.
In Revision by PI The submission has been returned to the PI to make revisions. PI is able to make needed changes and resubmit the request to the RPO.
RPO Processing The submission package has been received by RPO and data entry has begun.
RPO Received Data Entry has been completed for the Initial Application.
Post Submission Statuses Pending Committee Review Protocol has been assigned to an IRB reviewer.
Refer to Full Convened Meeting Protocol submission has been given an agenda date.
Refer to Designated (IACUC) Protocol submission has been assigned to committee members for designated review.
Modifications Received Pending final IRB review and sign off.
Modifications Required The protocol requires changes to the submission. A letter will be going out to the PI/Contact notifying them of the details related to the required modifications.
Approved The submission request has been approved. (i.e. Amendments, Continuing Reviews and Initial Applications)
Reviewed The submission has been processed by the RPO. (i.e. Key Personnel, Safety)
Continuing Review Received The RPO has received a Continuing Review Submission.
Closed/Completed Research project has been completed. No more work can be done on this protocol.
  • If you can’t find the protocol you are looking for:
    • You may not be a delegate for the PI of the protocol. Check with RPO.
    • Click “Clear All” before searching so that unwanted search criteria are cleared.
    • Try searching by PI to see all existing records.
  • If you can’t submit your documents:
    • Make sure you have completed any mandatory eforms.
    • Check that you are not in “View Mode”. Someone else may be logged in to the protocol or you could be logged in twice. This occurs when you use the “X” button to close the protocol (instead of “Done”) and then open the protocol again. On the home screen, click the padlock icon next to the protocol to see who is in it. This is where you can log yourself out if needed.
  • If an eform is not working, make sure you are using a compatible web browser (not Internet Explorer).

Forms




If you have any questions, contact the Research Protections Office:
(802)656-5040
www.uvm.edu/rpo

Last modified September 14 2017 02:37 PM

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