IBC FAQs | Texas Research (2024)

Access to eProtocol IBC is restricted to current faculty, staff, and students. A University of Texas Electronic ID (UT EID) is required to log on to eProtocol IBC. A UT EID and password provides access to The University of Texas at Austin UT Direct and its services, and identifies authorized users of these services. See the UT EID website for more information.

If you have a UT EID and are unable to log on to eProtocol IBC, your sponsoring Principal Investigator must contact the IBC.

If you are a new faculty member, student, or staff member, your paperwork may not have cycled through the various campus systems yet. If after attempting to log in to eProtocol IBC you are still unable to access the system, contact the IBC.

While you are entering information in eProtocol, the system will often notify you that you have entered information incorrectly or are missing required information. These kinds of messages will appear in red text towards the top of the protocol application page. Sometimes, however, you might attempt to navigate within the system or perform another type of action and you receive a message alerting you to contact the system administrator. If you receive this kind of message, close ALL browser windows and then re-open one window and try logging in again.

To access eProtocol IBC, you will need a computer with an Internet connection. If you are on a Windows machine, use Google Chrome as your browser; if on an Apple machine, use Safari as your browser. You may experience difficulties when using other operating system/browser combinations. The pop-up blocking feature of the browser must be disabled (pop-ups must be allowed) while using eProtocol.

To create a new protocol, log into eProtocol and from the Investigator dashboard page click on the CREATE PROTOCOL button in the upper right-hand corner of the page. You will need to enter basic information (such as Protocol Title, Personnel Information) before the application form is generated and a protocol number assigned. Once a protocol number has been assigned, you may continue to complete the application, or exit the system and return at a later time to complete. Once you have made all of the necessary modifications click on "SUBMIT FORM" located on the left hand column menu. A window will pop-up to confirm you want to submit, click on "YES."

Once logged in to eProtocol, you will have access to see all those (and only those) protocols on which you have been listed in the Personnel Information section.

To create a new protocol from an existing protocol, log into eProtocol and click on the "CLONE PROTOCOL" button in the upper right-hand corner of the Investigator dashboard page. Select the protocol you would like to clone and then click on "CLONE PROTOCOL." Select "YES" to confirm you want to clone the selected protocol. Blue text at the top of your home screen will confirm that your cloned protocol was created. Once created, select the cloned protocol and open in "EDIT" mode to begin editing. You may continue to complete the application, or exit the system and return at a later time to complete.

Note on Cloned Protocols: Make sure to review all of the cloned data and ensure that all of the information is current and correct. Many times overlooked information on the protocol will include expired funding sources, new or old personnel that need modification on the personnel information page, and incorrect locations or safety information.

After completing your protocol application form, you can submit it to IBC by clicking on the "SUBMIT FORM" button in the left-hand menu of the protocol application form as shown below. You will need to have the protocol application open in "EDIT" mode.

Be patient after clicking submit. The application will automatically check to make sure that all parts of the application form are complete. If the application is complete, a small window will open thanking you for submitting your protocol. If the application is not complete, then a window will open indicating the portions of the application that remain to be completed. Navigate to those areas and complete the required information before attempting to submit again. You may also click directly on the link to be taken directly to the section that needs to be completed. NOTE: If you are listed in the "Other Personnel" section of a protocol, you only have read/view access to that protocol.

You will only have access to edit those protocols on which you are listed as either: Principal Investigator, Co-Principal Investigator, Administrative Contact, or Other Submitter. You must have edit access for a particular protocol in order to start an Amendment (revision) or Continuing Review (annual renewal) application for that protocol. NOTE: If you are listed in the "Other Personnel" section of a protocol, you only have read access to that protocol.

A PDF file of your protocol application form can be printed or saved to your computer. Once you have opened your protocol, navigate to the left-hand menu of the protocol application form, click on PRINT VIEW. A window will appear to allow you to customize your file/print out. The Adobe .PDF file will be generated; you may then save it to your computer or print it. Alternatively, you may download a PDF of the protocol by clicking on the version you want to download from the Event History page.

You most likely have pop-up blocking software turned on in your browser. Even if you believe you have allowed pop-ups, there may be additional toolbars, etc. that are blocking your pop-ups. Disable your pop-up blocking software. If you are still having problems, contact the IBC by emailing IBC@austin.utexas.edu.

Your approved protocols appear on your eProtocol home page (the page you see when you first log in) in the section labeled "Approved Protocols."

For more information, see "How can I see certain protocols?".

If the option to Start Continuing Review or Start Amendment is not available:

1. You may not have EDIT access to this protocol. Select "Open in View Mode" and click on the left-hand menu option "Personnel Info". Only those folks listed in the first four roles (PI, Co-PI Admin Contact, Other Submitter) have access to EDIT the protocol and start continuing review applications.
2. A continuing review or amendment may have already been started or is in-process for this protocol. Check on your HOME page, under PROTOCOL EVENT in the AMENDMENT or CONTINUING REVIEW section to see if an application has already been created. If an amendment or continuing review application is already in process, you must wait until the review process for the amendment or continuing review application has been completed before you can begin a new amendment or continuing review application for that protocol. This is a good reason to check your protocol carefully before submitting to the IBC.

IBC comments are used during the official review cycle after the protocol has been accepted for review. Each IBC comment needs to be addressed and the protocol needs to be modified as applicable

No. While you cannot "reactivate" a closed protocol, you may clone the closed protocol and submit for IBC review. Before submission, ensure that all of the information is current and correct.

• Log in to eProtocol IBC with your UT EID and password.
• Click on the blue "DELETE PROTOCOL" button.
• Select the protocol you wish to delete by selecting the checkbox next to the protocol.
• Press the blue "DELETE" button. A pop-up window will appear asking, "Do you want to delete this protocol?" Select "YES".

Please see our eProtocol IBC Information (PDF) for more helpful details on eProtocol.