eIRB Basics

Taylor Bates, MD, Capt, USAF, MC
Daniel J. Cognetti, MD, CPT, USA, MC

Gaining Access 

Gaining access to eIRB consists of several steps and typically takes 5-10 business days. After approval an email will be sent to the email address associated with your account request. There are two options for requesting new user accounts.

  1. Using your CAC to register by going to https://eirb.csd.disa.mil
    1. Click the button under “Authenticate your DoD CAC, VA PIV, or ECA certificate” (Figure 1)
    2. Register your CAC by completing the required fields
    3. Verify your official .mil email address is entered
    4. Verify the site where you plan to conduct research
    5. Select “request account
    6. Your account request will be approved or denied by your local site administrator
    7. eIRB will contact the requestor for Cyber Security training certificate                                           
      1. A Biomedical CITI training certificate may also be requested (www.citiprogram.org)

  2. Initiate a new user account through the DHA Global Service Center via email ([email protected]) or phone 800-600-9332
    1. Be prepared to provide information located on your CAC

Figure 1 https://eirb.csd.disa.mil

Starting a Protocol

  1. Log into eIRB with your CAC on the eIRB website (Figure 1): https://eirb.csd.disa.mil

  2. Select “Add a New Protocol” on the home screen (Figure 2)

 Figure 2 eIRB Home Screen

      3. Follow the prompts to begin a new protocol

      4. Ensure you have uploaded all necessary supplemental documents (“s-forms”; i.e., Conflict of Interest, Key Study Personnel, etc.

    1. Available on the eIRB website and through your institution
    2. Required documents vary depending on the type of study and study requirements, check with your local IRB office when clarification is needed
    3. A Curriculum Vitae from each investigator is required
    4. A Biomedical CITI training certificate from each investigator is required when interacting with subjects or patient data (www.citiprogram.org)
    5. Documents are uploaded at the end of the protocol submission process
    6. See A Researcher’s Guide to Navigating the Approval Process for more information

Protocol Processing

  1. The IRB typically reviews protocols once a month. Knowing your institution’s submission deadline for each period can help avoid delays.

  2. Your protocol may be returned after an initial review for corrections (i.e., formatting) prior to an official IRB review

  3. Corrections and/or clarification may be requested after an official IRB review is conducted
    1. An email notification will be sent to inform you that the document has been returned
    2. Log into the eIRB website and open your protocol submission to view requested submission corrections and/or clarification
    3. See the eIRB Submission Corrections Guide for further details

  4. Routinely check the eIRB website for updates regarding your submissions. Investigators are not always notified of protocol acceptance.

Tips and Tricks

  1. Use a Word Doc template to write your protocol then copy and paste each section into the eIRB
    1. Allows easier exchanging and editing when multiple investigators are involved
    2. No CAC access required
    3. Allows use of a citation manager (i.e., EndNote, Zotero)
    4. Downloadable templates are available on the eIRB website

  2. Email or call the IRB office with questions or to schedule a meeting with a member of the IRB if you have trouble writing a protocol, addressing stipulations or have not received correspondence on a protocol for an extended period of time

  3. Statisticians are usually available through the GME office at training institutions and are helpful when writing the statistical analysis section

  4. Images and illustrations can be referenced within the protocol and uploaded during the submission process
    1. These can help the IRB members (mostly non-orthopaedic specialties) better understand your study

  5. eIRB forms and templates are available on the eIRB website (https://eirb.csd.disa.mil)