Cayuse Human Ethics Transition – What to Know

• New streamlined process. Cayuse Human Ethics (HE) has replaced our current email-based IRB submissions with an intuitive online platform and is available now for your submissions
• For all human subjects researchers: Faculty, staff, and students conducting research with human participants will use this system to submit protocols for IRB review; no more email chains or lost attachments
• Ready to get started? Students can request system access now using the Cayuse HE Individual Account Request Form, while faculty accounts have been set up automatically
• Questions about your research? Lasi McGhee, the UCA Research Compliance Officer, at researchcompliance@uca.edu, is is here to help you navigate protocols and project requirements

Why is UCA transitioning to Cayuse Human Ethics?

• Streamlined research workflow. The new system eliminates the cumbersome PDF+Email process, allowing you to submit and track your IRB applications entirely online with real-time status updates
• Reduced administrative burden. Direct integration with CITI training (Spring 2026) means no more manually uploading training certificates; the system will automatically verify your compliance status
• Seamless grant management. Integration with Cayuse Sponsored Projects (Late Fall 2025) will connect your IRB approvals directly to your grant applications and awards, reducing duplicate data entry and ensuring compliance requirements are met before funding deadlines
• Faster approval process. The intelligent questionnaire system guides you through only the questions relevant to your specific research, reducing errors and back-and-forth communications that can delay approval
• Enhanced research support. The comprehensive system ensures all compliance requirements are addressed upfront, helping you avoid delays or modifications to your research protocols later in the process

Implementation Timeline

What Should I Do Now?

• Update your CITI Training. All researchers must complete the “Research Investigators (Students, faculty, staff)” course for every level of review. If you work with external funding or conduct research beyond human ethics, additional courses may be required. 
• Prepare required documents. Gather consent forms, letters of permission from external facilities, recruitment material, surveys, interview protocols, and other data collection materials in advance.
• Plan your submission timing. While the system saves automatically, we recommend having all materials ready before starting your application.

Training Opportunities

• The Research Compliance Office is hosting both virtual drop-in sessions via Zoom and in-person training sessions. We’ll provide an overview of the Cayuse Human Ethics (HE) system, answer your questions, and help you transition existing approved studies to the new platform. These interactive sessions are designed for Q&A, so bring your questions!
• Need something more tailored? We’re happy to bring targeted training directly to your department, lab, or research team. Just reach out and we’ll schedule a session focused on your unit’s specific needs.

Current Study Migration Timeline

What happens to my already-approved protocol?

Full Board Review Studies – ✅ Automatically Migrated to Cayuse HE

• A shell of your approved study is already uploaded in Cayuse HE

• Next steps – Submit any future modifications, renewals, or closures through Cayuse HE

Expedited Review Studies – ⛔ Not Migrated to Cayuse HE

• Continue your current activities without interruption using your original approval

• No changes needed? Complete your study by the original end date and submit Final Report (PDF) to RCO by email. Remember to download the PDF before completing!

• Need to make changes? Submit a new application in Cayuse HE. Continue current activities while under review, but wait for approval before implementing changes

Exempt Review Studies – ⛔ Not Migrated to Cayuse HE

• Continue your current activities without interruption using your original approval

• No changes needed? Complete your study by the original end date and submit Final Report (PDF) to RCO by email. Remember to download the PDF before completing!

• Need to make changes? Submit a new application in Cayuse HE. Continue current activities while under review, but wait for approval before implementing changes

Deferred Studies (External IRB) – ⛔ Not Migrated to Cayuse HE

• Continue under the external IRB’s approval

• External IRB approves changes? Submit a new application in Cayuse HE with updated documents

• No changes needed? If applicable, complete by original expiration date (no reminders will be sent)

• Want to continue beyond expiration? Submit a new external collaboration application in Cayuse HE

Submitting a New Protocol – Walkthrough

New Submissions – Cayuse HE Strongly Recommended

• We highly encourage using Cayuse HE at this time, but the RCO can accept legacy PDF+Email submissions if needed
• Timeline impact: Legacy submissions require manual entry into Cayuse HE, which may add 1-2 weeks to your review process
• Critical deadline: For full board reviews, remember the September 17th deadline for the October meeting

Important Exceptions:

• Students only: Must use Cayuse HE for all submissions; legacy submissions (PDF+Email) will not be accepted
• Exempt applications (All Researchers): Must use Cayuse HE as of August 25th; legacy submissions (PDF+Email) will not be accepted

Modification Requests Through September 17th

• Legacy modification forms accepted until September 17th
• After September 17th: Submit modifications as new studies in Cayuse HE (see Migration Timeline section above)
• For Cayuse HE submissions: Add “(Legacy IRB #00-000)” to your title and include both IRB numbers on documents. Include an attachment that includes description, reasoning, and location of modifications
• Your timeline will vary based on scope of changes

Key Distinctions:

• Exempt/Expedited studies: Use legacy modification form (until Sept 17th)
• Full Board studies: Already in Cayuse – use existing shell for modifications

Continuing Reviews – Full Board Studies Only

• Your approved full board applications from the last 3 years are already in Cayuse HE as shells
• Process: Copy/paste existing information into shell in Cayuse HE- no new content needed
• Submit timing: One month before expiration date
• Important limitation: Modifications cannot be bundled with continuing reviews – submit separately and mind full board deadlines

Final Reports – Legacy Forms Accepted Indefinitely

• If a final report is your only remaining submission, use the legacy submission process (PDF+Email); no further Cayuse HE action required

Legacy Submission Timeline (PDF+Email)

*Students are required to submit through Cayuse HE (no legacy (PDF+Email) submissions accepted). Remember, students request system access using the Cayuse HE Individual Account Request Form.