DePaul University Research Services > Research Protections > Institutional Review Board (IRB) > IRB Protocol Portal

DePaul University eProtocol Online Electronic Protocol Submission System

The eProtocol system for the IRB becomes live on June 1, 2020.

The Research Protections section of the Office of Research Services uses The DePaul eProtocol system for electronic protocol submission and review.  All new initial protocol submissions related to IRB protocols must be submitted using eProtocol beginning June 1, 2020. The system is web-based and can be accessible by internet.

At this time, only new protocols, which are being reviewed and approved under the revised regulations which became effective January 21, 2019, can be submitted through the online portal. ORS/IRB will make a decision regarding older protocols on a protocol per protocol basis as to whether it makes sense to re-submit them in the online system. We need to gradually move older protocols into the system so that we are not overloaded.

The best browsers to use for accessing eProtocol are Mozilla Firefox, Safari, and Chrome.

Important Note: Once logged into eProtocol DO NOT use the 'back button" or “back arrow" in the browser. If you do so, you will be signed or logged out of the program and will then need to re-log in. You need to use the navigation tools within eProtocol to navigate between pages.

Other Important Tips:

  • Your user session will automatically time out after 60 minutes
  • If you have more than one role (i.e., investigator and IRB member), you need to be sure you select the correct role before you begin working in the system. To help you manage the work within eProtocol, you will have two different dashboards, one for investigator and one for IRB member.
  • The program has a built in auto save function as you move from page to page using the 'Next' button, but you can also manually save data you have entered on some of the pages.
  • As a Principal Investigator, you can look at your protocol in the system in either edit mode (can make changes to the document) or view mode (cannot make changes). Depending upon the role of other people listed on your protocol, they may only be able to view a document, but not edit it.
  • Your research team members can have different roles assigned within the system: Principal Investigator, Faculty Sponsor, Co-Investigator, Key Research Personnel, or Other Personnel.  The Faculty Sponsor, Co-investigator, and Key Research Personnel are usually DePaul affiliated persons and will have edit access to the protocol. People listed in the Other Personnel section are usually external to DePaul and do not have edit access to the protocol or the system. You can assign people external to DePaul to the Co-investigator and Key research Personnel roles, but they will need a guest of DePaul account requested through ORS to access the system and to be allowed to be added in these sections and to make then editors.
  • The system has a page level check for completeness and an application check for completeness step at the end before submitting for review.
  • Once you submit the form (either initial, amendment, continuing review, or final report), you will not be able to go back into the form and edit.
  • You will only be able to submit one type of submission at a time. For example, you cannot submit an continuing review and an amendment at the same time. However, the continuing review process has been altered online to allow you to make any proposed changes as part of the continuing review process without submitting an amendment form. You make the changes directly into the application form, section by section. The only form that may be submitted at the same time as another submission, or while another submissions is being processed, is the Reportable Event Prompt Reporting Form.
  • If you want to submit a protocol that is very similar to another protocol, you may clone the original protocol versus entering all the information from scratch.
  • You do not have to submit the form, if you do not have time to complete it in one sitting. You may save your information and return to the form to complete it at a later date.

 

To access eProtocol click here: https://researchcompliance.depaul.edu/

 To request a person external to DePaul to have access to the eProtocol system (see the FAQ below), complete this form and send to ORP@depaul.edu: Friend of DePaul form -FINAL.pdf

What is eProtocol?

eProtocol is a web-based Research Administration and compliance software system for the submission, review and approval process for IBC, IRB, and IACUC protocols. It will be initiated in phases, with the IBC being the first board to utilize the system, the IRB being the second board, and the IACUC being the third board.

 

How do I access and log into eProtocol?

DePaul faculty, staff, and students will use their DePaul assigned user ID and Campus Connect password to log into eProtocol. For example, John Smith may have been assigned Jsmith22 by DePaul and would have created his own password to log into Campus Connect.  To log in for the first time, you would click on the link above (https://researchcompliance.depaul.edu/) and then enter your DePaul user ID and Password in the appropriate box.  You will see a popup that asks you to allow pop ups for this program. You need to enable pop ups. When you do this, you will be signed or logged out of the program and will need to log in again.  Now, you should be ready to work.  If you utilize more than one computer, you will need to go through the process of enabling pop ups on each computer.

 

If you are not a DePaul faculty member, student, or staff member, but require access to the system, you need to contact Susan Loess-Perez at sloesspe@depaul.edu or (312) 362- 7593 to obtain a guest/friend of DePaul account. These types of accounts must be renewed annually.

 

How do I learn how to use eProtocol?

We will have user guides for Principal Investigators, IRB members, and ORS staff that should guide you through the protocol submission process. The ORS staff is also available to assist you with using the online system.

This is a link to a page where the user guides are posted. The user guides are behind DePaul authentication. This means you need to have a DePaul user ID and password to have access to these guides.

https://offices.depaul.edu/research-services/research-protections/irb/irb-eprotocol-user-guide/Pages/default.aspx

What if I just want to know the content of the form before actually creating it online in eProtocol?

After initiation of the online eProtocol system paper versions of the form will still be available for a period of time to allow for IRB protocols that remain on paper. Detailed instruction documents will remain available for the forms on the Forms and Templates section of the IRB webpage.

Why doesn't my CITI training automatically download into the eProtocol system when I am added to a protocol?

The eProtocol system interfaces with the CITI training records using your DePaul user ID (the one you use to log into Campus Connect or which is identified in the Outlook email registry in the last column, for example jsmith1). ORS did not initially request this information for CITI accounts, but made this update to the registration process in CITI since mid-2019 as we built the eProtocol system. Therefore, if you created your CITI account some time ago, you need to log into CITI and add the DePaul user ID to your institutional profile. You do this by logging into your CITI account. Then you pull down the menu list in the right hand corner by your name and select Profiles. On the resulting screen, scroll down to institutional profile. Click on the "Edit Profile" button for DePaul University. Then, in the resulting screen scroll down to the field for "DePaul User ID" and add your user ID (not your ID number). Then, scroll down to the end of the page and select "Submit". Older accounts would be blank in this field or may have an actual ID number in that field, which will not work for allowing auto down loads of the CITI training. If you need assistance with this process, please contact a member of the ORS-Research Protections staff.