IRB Kuali FAQs

• What is Kuali?

  Kuali is an established, cloud-based suite of software/applications of compliance modules, housed within one database and utilized by many research universities. The implementation of Kuali will enable the campus to standardize processes for research proposals, funding, administration, and documentation across various departments. Specifically, the use of Kuali’s Protocols application will enable researchers to submit, modify, track, etc. protocols for the Institutional Animal Care and Use Committee (IACUC) and Institutional Review Board (IRB) within one system. 

• When will Kuali Protocols be available for IRB human subjects research submissions?

  The Kuali Protocols system will be live starting July 24, 2023. Researchers should use the Kuali Protocols system for all new study submissions following the go-live date. 

  
  The implementation of the new Kuali IRB system will require a transition period from our current IRB review and approval processes. This will include a migration of currently approved studies as well as pending applications into Kuali. Please refer to the following transition timeline:

  • July 10: Researchers should submit any new submissions (new applications, amendment requests, continuing renewals) using the current Word/PDF forms to the IRB office no later than July 10, 2023. After July 10, 2023, there will be a pause on new IRB submissions until July 24, 2023. 
    • Please note: This pause does not apply to submission of reportable events (e.g., non-compliance, protocol deviations, unanticipated problems). The UCR IRB requires that these events are reported to the IRB within 10 working days of discovery.
  • July 11-23: IRB office will be migrating current active and pending applications into the Kuali system. Please note: For IRB applications where researchers have not responded to the IRB’s review comments after 6 months, these studies will not be migrated.
  • July 24: Kuali IRB protocols will be live. Any new submissions/requests should be submitted using the Kuali protocols.
• Will the Kuali IRB Protocol form be exactly the same or similar to the current IRB application form?

  No. The transition from a paper form to an online form has enabled the creation of a smart form. That is, researchers will be posed with required questions; however, subsequent questions will only appear if needed based on responses.

• I currently have active IRB studies through the existing system (paper forms). What will happen to my current studies?

  All currently approved IRB applications will remain active. 

  Active studies will be migrated into the Kuali Protocols system in a limited format. An active record with general information about the study, its history (i.e., amendments) and status will be created in Kuali. Additionally, copies of the approved application, amendments and continuing renewals will be uploaded and attached to the record. 

  Please note: Migrated studies will remain in the limited format unless an amendment request is initiated. Once an amendment is initiated, the researcher will be prompted to complete the current Kuali form in order to provide complete study information. 

  Researchers with migrated studies will not be required to complete the full Kuali form for personnel only changes, funding only changes, or continuing reviews with no changes. 

• How do I access Kuali Research Protocols?

    The Kuali Research Protocols system can be accessed through the following: 

  • Direct link: https://ucr.kuali.co/
  • Via the UCR IRB Forms webpage: https://research.ucr.edu/resources/forms/ori#institutional_review_board 

  The login for Kuali Protocols uses the standard UCR Single-Sign-On system.

  • Have your UCR NetID and password ready
  • Choose an authentication method (push notification or passcode)

  
• Will training be available for researchers to learn about the Kuali system?

  Assistance

  Please visit research.ucr.edu/kuali-research to view a schedule of upcoming training sessions. 

  Additionally, training resources for Kuali Protocols can be found in Kuali’s Knowledge Base - Protocols.

  IRB staff currently host IRB Assistance Office Hours twice a month. These sessions are provided to assist researchers who have general questions or need assistance in navigating the IRB review process including the new Kuali Protocols system. 

  Please note: These sessions are not 1-on-1 meetings. IRB Office Hours are intended to be a forum-like atmosphere where researchers can ask questions on a first come, first served basis.

  Office hours will not be held on UCR holidays and may be canceled due to unexpected absences.

  For the IRB Office Hour Schedule, please visit research.ucr.edu/orc/irb-office-hours

   

  Consultations

  Researchers with more complex questions specific to the Kuali platform are encouraged to contact the IRB office to schedule a consultation. The IRB staff are available to meet 1-on-1 to provide dedicated time to discuss research questions. To request a consult, please contact irb@ucr.edu.

• I am a UCR student researcher. Will I be able to access and submit IRB protocols through Kuali Protocols?

  Yes. Similar to our current process, non-faculty lead researchers (e.g., students, trainees, postdocs, etc.) will be able to access Kuali and complete the protocol form. As with our current process, these lead researchers will be required to list a UCR faculty advisor / sponsor who meets the required UCR PI-eligibility requirements.

  However, once the lead researcher completes the Kuali form, they will not be able to officially submit the protocol for IRB review. The lead researcher will be able to notify the listed faculty advisor / sponsor through the system. The faculty advisor/sponsor will be able to access the protocol for review and will have the ability to edit the form. When ready, the faculty advisor/sponsor can formally submit the protocol for IRB as the “Submit” function will be available to them. 

  Important Note: While the lead researcher may have notified their advisor/sponsor to review and submit their protocol, the protocol form will still be accessible and editable by the lead researcher. Any changes made by the lead researcher while the protocol is in the advisor’s queue will not be discernible (tracked). If any changes are made while the protocol is in this status, researchers should communicate these changes with their advisors. 

• Will other individuals on the research team (key personnel, administrative contact, etc.) have the ability to prepare the IRB protocol and route to the PI for official IRB submission?

  Yes. Study Personnel or an Administrative contact can prepare the protocol in the same manner as described for a student researcher (see previous FAQ). Individuals who begin preparing the protocol within the system will automatically be designated with ‘Full Access’ permission. Individuals with Full Access permission are able to view, modify and respond to the IRB’s comments during the review process. However, the initial submission must be completed by the listed Principal Investigator / Faculty Advisor.

IACUC Kuali FAQs

• I currently have an IACUC protocol in paper form. When should I transfer the data to Kuali?

  You can start your submission in Kuali now. The IACUC Office has created shell protocols that you can access and complete the Kuali application. Another option is to wait for your three-year renewal and submit it in Kuali. Be advised that if you need to submit an amendment to your approved paper AUP, the amendment will need to be submitted in Kuali since the IACUC is no longer reviewing paper AUPs. It is highly recommended that you start transferring your information from the paper form to Kuali as soon as possible.

COI Kuali FAQs

• How do I complete a COI disclosure in Kuali?

  How do I complete a COI disclosure in Kuali?

  To complete the submission of a disclosure:

  • Log into: Kuali Research COI Dashboard
  • Click the blue ‘update disclosure’ button in the upper right corner.
  • Use the navigation buttons (next, save, etc.) in the left sidebar to navigate through the sections and answer the questions.
  • Your disclosure will be complete when you click the ‘submit’ button that will appear in the left sidebar on the last page.

   

SPA Kuali FAQs

• Proposal & Award Management Information Systems (PAMIS)

  Visit, the PAMIS page, for more information.