{"id":230,"date":"2014-08-13T14:40:30","date_gmt":"2014-08-13T19:40:30","guid":{"rendered":"https:\/\/uwm.edu\/irb\/?page_id=230"},"modified":"2019-09-18T10:38:51","modified_gmt":"2019-09-18T15:38:51","slug":"irbmanager-faqs","status":"publish","type":"page","link":"https:\/\/uwm.edu\/irb\/irbmanager\/irbmanager-faqs\/","title":{"rendered":"I-Manager FAQs"},"content":{"rendered":"<p>If you do not find the answer to your question here, feel free to contact the IRB at irbinfo@uwm.edu or 229-7455 \/ 229-3173 \/ 229-3182. If you would like to see the answers to these questions with screen shots please <a href=\"https:\/\/panthers.sharepoint.com\/sites\/USA\/_layouts\/15\/guestaccess.aspx?guestaccesstoken=TsGCGgJAatVi%2bDy4RDsXk9ERPhHKqcMYqSc7cZSXhgc%3d&amp;docid=0332a376b14084be9ba7b86622f375ecd&amp;rev=1\">click here<\/a>.<\/p>\n<p><strong>1. How do I obtain a user name and log in?<\/strong><\/p>\n<p><strong>2. What if I forgot my password?<\/strong><\/p>\n<p><strong>3. How do I change my password?<\/strong><\/p>\n<p><strong>4. How do I update my user information?<\/strong><\/p>\n<p><strong>5. How do I initiate a new study?<\/strong><\/p>\n<p><strong>6. How do I submit an amendment, continuing review, or reportable event for a study that exists in I-Manager?<\/strong><\/p>\n<p><strong>7. Can a student (or coordinator or other) complete xforms?<\/strong><\/p>\n<p><strong>8. How does the PI sign off on a form submitted by a SPI or another?<\/strong><\/p>\n<p><strong>9. How will I know the status of my submission?<\/strong><\/p>\n<p><strong>10. I submitted a study, but cannot see it listed on my Home page.<\/strong><\/p>\n<p><strong>11. How do I submit revisions that have been requested by the IRB?<\/strong><\/p>\n<p><strong>12. How will I know when my study is approved?<\/strong><\/p>\n<p><strong>13. How can I add other investigators, research assistants, etc. to my study?<\/strong><\/p>\n<p><strong>14. I submitted my continuing review but I continue to receive reminders about the upcoming expiration. Do I need to do anything?<\/strong><\/p>\n<p><strong>15. How do I find attachments for studies that have been approved or that are under review by the IRB?<\/strong><\/p>\n<p><strong>16. Can I share an xForm with others during the writing\/editing process so they can review and edit the xForm?<\/strong><\/p>\n<p>&nbsp;<\/p>\n<p><strong>1. How do I obtain a user name and log in?<br \/>\n<\/strong><\/p>\n<ul>\n<li>51ÁÔÆæ faculty, staff and students with an ePanther ID: <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_to_obtain_a_user_name_and_log_in.mp4\" target=\"_blank\" rel=\"noopener noreferrer\">(link to video demonstration)<\/a><\/li>\n<\/ul>\n<p style=\"text-align: left;padding-left: 30px\">\u00a0 a. log into I-Manager (<a href=\"https:\/\/uwm.my.irbmanager.com\/Login.aspx?clientid=uwm\">https:\/\/uwm.my.irbmanager.com<\/a>) using your ePanther ID and password by selecting the 1Login link in the center of the I-Manager login page. An I-Manager account will automatically be created.<\/p>\n<ul>\n<li>Non-51ÁÔÆæ personnel (without an ePanther ID) <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/Non_51ÁÔÆæ_Personnel.mp4\" target=\"_blank\" rel=\"noopener noreferrer\">(link to video demonstration)<\/a><\/li>\n<\/ul>\n<p style=\"text-align: left;padding-left: 30px\">a. Complete the I-Manager login and password request form on the IRB website.The IRB will email you your log in and a temporary password.<br \/>\nb. Go to: <a href=\"https:\/\/uwm.my.irbmanager.com\/Login.aspx?clientid=uwm\">https:\/\/uwm.my.irbmanager.com<\/a><br \/>\nc. Click on the login link at the bottom of the login box to use an I-Manager issued login.<br \/>\nd. Enter your User Name and Password as provided by the IRB. Enter the client as \u201cuwm\u201d. If you check the \u201cRemember Client\u201d box, \u201cuwm\u201d will be automatically entered each time you enter the I-Manager site from this computer.<br \/>\ne. Upon initial log in, you will be required to change your password.<\/p>\n<p><strong>2. What if I forgot my password?<\/strong><\/p>\n<ul>\n<li>51ÁÔÆæ faculty, staff and students with an ePanther ID:<\/li>\n<\/ul>\n<p>Contact 51ÁÔÆæ UITS if you have issues with your ePanther ID or password.<\/p>\n<ul>\n<li>Non-51ÁÔÆæ personnel (without an ePanther ID):<\/li>\n<\/ul>\n<p>If you have an account but forget your password, select the \u201cForgot Password?\u201d option from the log in page. Enter your full email address and uwm as the client ID. You will receive an email with a temporary password. Upon initial login with the reset password, you will be required to change it. Please note: you only have 3 incorrect entries before your account will be locked out and you will need to request a new password.<\/p>\n<p><strong>3. How do I change my password (for non ePanther ID Users only)?<\/strong><\/p>\n<ul>\n<li>Upon initial log in, you will be required to change your password by entering your current password, your new password and confirming the new password.Select update for the change to be effective.<\/li>\n<\/ul>\n<ul>\n<li>To change your password at another time, select \u201c51ÁÔÆæ\u2019s Settings\u201d from the upper right menu.<\/li>\n<\/ul>\n<ul>\n<li>Click on \u201cChange my password\u201d to revise your current password<\/li>\n<\/ul>\n<ul>\n<li>You will then need to enter your old (current) password, a new password, and a confirmation of the new password. Press update for the change to be effective.If you press the back key, home key, or any other button that takes you out of this screen prior to clicking on \u201cupdate,\u201d your password change will not be recognized by the system.<\/li>\n<\/ul>\n<p><strong>4. How do I update my user information?<\/strong><\/p>\n<p>(click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_do_I_update_my_user_information.mp4\">here<\/a> for a short video demonstrating how to update your user information)<\/p>\n<p style=\"padding-left: 30px\">1.Clicking on 51ÁÔÆæ\u2019s Settings in the upper right menu will direct you to another menu where you can view and edit any personal account or user specific settings.<\/p>\n<p style=\"padding-left: 60px\">a. Click on \u201cChange my password\u201d to revise your current password.See question 3 for details.<\/p>\n<p style=\"padding-left: 60px\">b. Click on \u201cUser Settings\u201d to make a change to your first name, last name, phone number or email address.Enter the new information in the appropriate section(s) and press update for the change to be effective.<\/p>\n<p style=\"padding-left: 60px\">c. Click on \u201cAddress Information\u201d to make a change to your address or add a secondary address.<\/p>\n<p style=\"padding-left: 90px\">i. To make a change to your address press the \u201chand pointing to the paper\u201dSee Figure 4.6<\/p>\n<p style=\"padding-left: 90px\">ii. To delete the address information press the \u201cx\u201d button on the line displaying the address.<\/p>\n<p style=\"padding-left: 90px\">iii. To add a secondary or new address click on \u201cadd address\u201d under the actions section in the left menu.<\/p>\n<p><strong>5. How do I initiate a new study?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_do_I_initiate_a_new_study.mp4\">here<\/a> for a short video demonstrating how to initiate a new study submission)<\/p>\n<ol>\n<li>Return to your HOME page.<\/li>\n<li>In the left menu, under the heading \u201cActions,\u201d select \u201cStart xForm.\u201d<\/li>\n<li>After selecting \u201cStart xForm\u201d from the left menu to initiate a new submission, you may print a copy of the form by selecting the printer icon or you may enter the xForm by selecting \u201cNew Study Form\u201d in blue font.While completing the xForm, follow the instructions provided.<\/li>\n<li>Items to consider when completing the xForm:<\/li>\n<\/ol>\n<p style=\"padding-left: 60px\">a. The PI and Student PI must have an I-Manager account.<\/p>\n<p style=\"padding-left: 60px\">b. Questions are asked in a variety of formats: short answer, check boxes, drop down menus, etc.<\/p>\n<p style=\"padding-left: 60px\">c. Section notes provide details and helpful information about questions.<\/p>\n<p style=\"padding-left: 60px\">d. Add a note allows the researcher to enter any special circumstances or notes you want the IRB reviewer to be aware of.<\/p>\n<p style=\"padding-left: 60px\">e. Options at the bottom of screen enable one to move through the xform.<\/p>\n<p style=\"padding-left: 60px\">f. At end of the xForm, attach any additional documents required for IRB review.You will find links to the current protocol form and consent templates on the attachment page.<\/p>\n<p style=\"padding-left: 60px\">g. After submitting a form, a message stating your form has been submitted will appear.If the screen states your form has been saved, the form was not properly submitted.Open the form to try again.<\/p>\n<p><strong>6. How do I submit an amendment, continuing review, or reportable event for a study?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_do_I_submit_an_amendment_continuing_review_or.mp4\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a> for a short video demonstration of the steps below)<\/p>\n<p style=\"padding-left: 30px\">\u00a0 1. Return to your home page by clicking on the \u201cHome\u201d icon.<\/p>\n<p style=\"padding-left: 30px\">\u00a0 2. At the bottom center of the page, select the study number of the\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 protocol needing a continuing review, amendment or reportable event.<\/p>\n<p style=\"padding-left: 30px\">\u00a0 3. From within the study\u2019s protocol page, select \u201cStart xForm\u201d from the left menu.<\/p>\n<p style=\"padding-left: 30px\">\u00a0\u00a0 4. After selecting \u201cStart xForm,\u201d you may print a copy of a form by selecting the printer icon to the left or you may enter an xForm by selecting the appropriate form in blue font.<\/p>\n<p><strong>7. Can a student (or other study team member) complete xforms?<\/strong><\/p>\n<p>Yes, a student PI or other contact may create and complete the xForms, as described in previous questions. However, the PI will need to review and approve the submission before the study will come to the IRB for review.<\/p>\n<p><strong>8. How does the PI sign off on a form submitted by a SPI or other study team member?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/Can_a_student_or_coordinator_or_other_complete_x.mp4\">here<\/a> for a short video demonstrating the sign off process)<\/p>\n<ul>\n<li>When the SPI (or other) submits the form, the PI will receive an email with a link to the xform. The IRB will not receive the submission until after the PI signs off.<\/li>\n<li>If the PI no longer has the email with the link follow these instructions:\n<ol>\n<li>Log into I-Manager.<\/li>\n<li>In the center of the Home page, select the option that reads,&#8221; There are # xForms awaiting your attention.&#8221;<\/li>\n<li>Any xforms awaiting PI signature should be listed.<\/li>\n<li>Click on the appropriate form.<\/li>\n<\/ol>\n<\/li>\n<\/ul>\n<ul>\n<li>After reviewing the xForm and attachments, The PI can save the review for later, print a copy, accept the study and submit to the IRB by entering his\/her I-Manager password in the \u201cSubmit\u201d box, or send the xForm back to the student PI for revisions \/ corrections by completing the \u201cReject\u201d box.After PI enters his\/her password, do not press \u201cEnter.\u201d The appropriate action box must be clicked on or the form will not be submitted to the IRB.<\/li>\n<\/ul>\n<ul>\n<li>After submitting a form, a message stating your form has been submitted will appear.If the screen states your form has been saved, the form was not properly submitted.Open the form to try again.<\/li>\n<\/ul>\n<ul>\n<li>If the PI requests changes, the student PI will receive an email listing the changes with a link to the xForm.After making the corrections the student PI will re-submit the xForm and the PI will receive another email requesting PI approval.<\/li>\n<\/ul>\n<p><strong>9. How will I know the status of my submission?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_will_I_know_the_satus_of_my_submission.mp4\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a> to watch a video demonstration of the steps below)<\/p>\n<ol>\n<li>Select the study of interest from your Home page by selecting the IRB number in blue font.<\/li>\n<li>Then select the event (new submission, amendment, continuing review, etc.) of interest.<\/li>\n<li>The steps for IRB review will then be listed with dates for expected or completed steps.<\/li>\n<\/ol>\n<p><strong>10. I submitted a study, but cannot see it listed on my Home page.<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/I_submitted_a_study_but_cannot_see_it_listed_on_my.mp4\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a> for a video demonstration of the response below)<\/p>\n<p>The study must be submitted by the PI of the study.After the IRB accepts the study into the system, you will receive an email stating this and then the study can be accessed from your Home page.<\/p>\n<p>If you cannot find your study on your Home page, the PI may not have signed off on it yet or the IRB may not have completed its initial review to accept it into the system.To find the status of your xform, click on \u201cYou have # xForms being processed at a later stage.\u201dHere you should find the xform and see what stage it is in.<\/p>\n\n<table id=\"tablepress-5\" class=\"tablepress tablepress-id-5\">\n<thead>\n<tr class=\"row-1\">\n\t<th class=\"column-1\">Stage<\/th><th class=\"column-2\">What it Means<\/th><th class=\"column-3\">Who has access to the form for edits?<\/th>\n<\/tr>\n<\/thead>\n<tbody class=\"row-striping row-hover\">\n<tr class=\"row-2\">\n\t<td class=\"column-1\">New Study Data Entry<\/td><td class=\"column-2\">Study is in progress and has NOT been submitted yet<\/td><td class=\"column-3\">Form Creator<\/td>\n<\/tr>\n<tr class=\"row-3\">\n\t<td class=\"column-1\">New Study Data Entry (2nd time, 3rd time, etc)<\/td><td class=\"column-2\">Study has been sent back to the creator for revisions.<\/td><td class=\"column-3\">Form Creator<\/td>\n<\/tr>\n<tr class=\"row-4\">\n\t<td class=\"column-1\">Awaiting PI Signature<\/td><td class=\"column-2\">Study has been submitted by form creator but has not been submitted by the PI.  The IRB cannot review it at this stage.<\/td><td class=\"column-3\">PI<\/td>\n<\/tr>\n<tr class=\"row-5\">\n\t<td class=\"column-1\">Submitted, Awaiting IRB Office Review<\/td><td class=\"column-2\">The form has been submitted but has not been accepted into the system by the IRB yet. Length of time at this stage is dependent on current IRB office workload, but typically within 5 business days.<\/td><td class=\"column-3\">IRB<\/td>\n<\/tr>\n<tr class=\"row-6\">\n\t<td class=\"column-1\">Being Reviewed by IRB<\/td><td class=\"column-2\">The form has been accepted by the IRB and is in the review process.  The study also has a number generated at this stage and it will be listed on the Home page.<\/td><td class=\"column-3\">IRB<\/td>\n<\/tr>\n<tr class=\"row-7\">\n\t<td class=\"column-1\">Complete<\/td><td class=\"column-2\">The review is complete and the event is approved.<\/td><td class=\"column-3\">Form Creator<\/td>\n<\/tr>\n<tr class=\"row-8\">\n\t<td class=\"column-1\">Error<\/td><td class=\"column-2\">Please contact the IRB if this is listed.<\/td><td class=\"column-3\">IRB<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<!-- #tablepress-5 from cache -->\n<p><strong>11. How do I submit revisions that have been requested by the IRB?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_do_I_submit_revisions_that_have_been_requested.mp4\">here <\/a>for a short video demonstrating how to submit revisions via x-form)<strong><br \/>\n<\/strong><\/p>\n<ol>\n<li>If revisions are requested by the IRB, ONLY the person that created the xform will receive an email with the link to the xform.However, an email with an attached letter describing these revisions will also be sent to the PI, if the study was submitted by a SPI or other.<\/li>\n<li>If the email with the link to the study is not available, follow these instructions to access the xform:<\/li>\n<\/ol>\n<p style=\"padding-left: 60px\">a. In the center of the page is an option that reads, &#8220;There are #xForms awaiting your attention.&#8221; Click on that.<\/p>\n<p style=\"padding-left: 60px\">b. Any xforms awaiting your completion should be listed.<\/p>\n<p style=\"padding-left: 60px\">c. Click on the appropriate form.<\/p>\n<p style=\"padding-left: 30px\">3. To complete the revisions:<\/p>\n<p style=\"padding-left: 60px\">a. Highlight, bold, or underline each revision in the appropriate document.<\/p>\n<p style=\"padding-left: 60px\">b. Re-attach each revised document to the original study x-form.<\/p>\n<p style=\"padding-left: 60px\">c. In addition, attach a cover memo to the x-form that explains how each requested revision has been addressed.<\/p>\n<p style=\"padding-left: 60px\">d. Resubmit the x-form to the IRB for review.If you are not the PI, the PI will receive an email notification that sign off for the study is required before the revisions are submitted to the IRB. When you have fulfilled the requested revisions, you will be notified by email about the status of your protocol.<\/p>\n<p><strong>12. How will I know when my study is approved?<\/strong><\/p>\n<p>Primary contacts for a study will receive an email notification once a study has been approved. In addition, you may view study status by following the steps in question 9 above. Approval letters can be found as attachments in the study event page.<\/p>\n<p><strong>13. How can I add other investigators, research assistants, etc. to my study?<\/strong><\/p>\n<p style=\"padding-left: 30px\">(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_can_I_add_other_investigators_research_assista.mp4\">here<\/a> for a video demonstrating how to add others to your study in I-Manager)<\/p>\n<ol>\n<li>At the bottom center of your HOME page, select the study number of the protocol of interest.<\/li>\n<li>Select the \u201cAdd Protocol Site \u2013 Contact\u201d option from the left menu.<\/li>\n<li>You can then add the name of the contact by typing the first or last name into the text box.Followed by the \u201cEnter\u201d key.<\/li>\n<\/ol>\n<p style=\"padding-left: 60px\">If multiple I-Manager users have the same first or last name, a drop down list will appear for the correct contact to be added.<\/p>\n<p style=\"padding-left: 60px\">Please note entering a single letter (followed by the \u201cEnter\u201d key) will create a drop down list of I-Manager users with a first or last name beginning with that letter.<\/p>\n<p style=\"padding-left: 60px\">You may also enter a series of letters in the middle of a name by adding the percent symbol before and after the letters. (%and%)<\/p>\n<p style=\"padding-left: 60px\">If the name of your contact is not found, this means they do not yet have an I-Manager account. They will first need to log into I-Manager with their Panther ID and an account will automatically be created.<\/p>\n<p style=\"padding-left: 30px\">4. You will then assign a role to the contact. Co-Investigators, Coordinators, and Faculty Advisors will be copied on all IRB notifications about study expirations, but Research Assistants, Consultants and CC recipients will not receive those notifications.<\/p>\n<p style=\"padding-left: 30px\">5. Select the green check mark to complete the contact addition.<\/p>\n<p style=\"padding-left: 30px\">6. The contact will now have access to the study through the I-Manager system.<\/p>\n<p style=\"padding-left: 30px\">7. The contact may complete amendment, continuing review, and reportable event xForms for the designated study.However, the PI will need to review and approve the forms before it is submitted to the IRB for review through the system.<\/p>\n<p><strong>14.\u00a0 I submitted my continuing review but I continue to receive reminders about the upcoming expiration.Do I need to do anything?<\/strong><\/p>\n<p>No, you do not need to do anything.The reminders will continue to be sent until the IRB office has accepted the form into the system.<\/p>\n<p>Final approval is completed as close to the expiration date as possible. Follow #9 or #10 above to check the status of your submission.<\/p>\n<p><strong>15. How do I find attachments for studies that have been approved or that are under review by the IRB?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/How_do_i_find_attachments_for_studies_that_have_be.mp4\" target=\"_blank\" rel=\"noopener noreferrer\">here <\/a>for a video demonstrating the response below)<\/p>\n<p>On your I-Manager home page, find the list of studies on the bottom half of the page. Click on the study of interest.Once in the study home page, find the event associated with the documents you are looking for (New Study Submission, Amendment Submission, etc.) and click the even name. On the next screen, the event home page, there will be a menu of \u201cActions\u201d on the left side of the screen. Find \u201cAttachments\u201d and click on that to bring you to a page that will list all of the documents associated with that event and study.<\/p>\n<p><strong>16. Can I share an xForm with others during the writing\/editing process so they can review and edit the xform?<\/strong><\/p>\n<p>(Click <a href=\"https:\/\/uwm.edu\/irb\/wp-content\/uploads\/sites\/127\/2016\/12\/Can_I_share_an_xform_with_others_during_the_writin.mp4\">here<\/a> for a short video demonstrating how to add a collaborator to the x-form)<\/p>\n<p>Yes. The &#8220;Collaborators&#8221; function allows a person other than the author of the form to edit, manage, and\/or submit an xform.<\/p>\n<ol>\n<li>At the top of each page of the xForm, select \u201cCollaborators.\u201d<\/li>\n<li>A new box will open:<\/li>\n<\/ol>\n<p style=\"padding-left: 60px\">a. Enter the email of the person you wish to share access to the form with.<\/p>\n<p style=\"padding-left: 60px\">b. Select the type of access you want the person to have:<\/p>\n<p style=\"padding-left: 90px\">i. Edit \u2013 This will allow the person to edit the form.<\/p>\n<p style=\"padding-left: 90px\">ii. Edit and Manage \u2013This will allow the person to edit the form AND invite new collaborators.<\/p>\n<p style=\"padding-left: 90px\">iii. Edit, manage and submit \u2013 This will allow the person to edit the form AND invite new collaborators AND submit the study.<\/p>\n<p style=\"padding-left: 60px\">c. You may add text to the \u201cNote for Collaborator\u201d box and this information will be included in the automatic email that notifies the collaborator that they have access to the form.<\/p>\n<p style=\"padding-left: 60px\">d. Select the \u201cAdd\u201d Box.<\/p>\n<p style=\"padding-left: 60px\">e. The collaborator will automatically be sent an email notify them that they have access to the form. The email will include a link to the form or the collaborator can find the form in the \u201cxForms awaiting your attention\u201d section of their I-Manager Home page.<\/p>\n<p style=\"padding-left: 60px\">f. The list of current collaborators will be listed at the bottom of the box.<\/p>\n<p style=\"padding-left: 30px\">3. You may view, add or remove collaborators at any time by selecting the \u201cCollaborators\u201d link at the top of each page of the xForm<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you do not find the answer to your question here, feel free to contact the IRB at irbinfo@uwm.edu or 229-7455 \/ 229-3173 \/ 229-3182. 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