Presented by NC TraCS Institute UNC Office of Clinical Trials UNC Network of Clinical Research Professionals
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1 ORIENTATION FOR NEW CLINICAL RESEARCH COORDINATORS Presented by NC TraCS Institute UNC Office of Clinical Trials UNC Network of Clinical Research Professionals
2 Overall Agenda for Orientation Module 1: Introduction to Clinical Research, Education, and IRB Module 2: Informed Consent, Documentation and GCP, and Essential Documents Module 3: Contracting, Billing Coverage Analysis, ClinicalTrials.gov, Budgets and Accounting, Study Start-up Module 4: COI, Privacy/HIPAA, Recruitment, and IDS / Device Policy Module 5: NIH Public Access Policy, From CDA to Study Close Out
3 NIH COMPLIANCE POLICIES & YOU Mary White, MS, MSHI, AHIP, EMT-B TraCS Knowledge Management Librarian NC TraCS & Health Sciences Library
4 Your Funding? NIH Funded?
5 Research UNC: Federal!
6 3 Take Home Points! 1. Want NIH Funding? NIH Funded? Could be in jeopardy if you aren t in compliance with NIH Policies (Biosketch & Public Access). 2. As a Clinical Research Professional, You Can Help! 3. Wait, what? Contact the UNC Health Sciences Library & NC TraCS!
7 NIH Biosketch: What & Why? Why is it important: Biosketches are included in NIH & AHRQ research grant, pre & postdoctoral fellowship applications $$$! Why now? New Policy! Effective 5/25/2015! Goal: Explain contributions to science, allow for alternative references, full bibliography, automated CV How: MyNCBI (MyBibliography) & SciENcv
8 Courtesy: David Carroll, NC TraCS
9 Courtesy: David Carroll, NC TraCS
10 NIH Public Access Policy The Director of the National Institutes of Health shall require that all investigators funded by the NIH submit or have submitted for them to the National Library of Medicine s PubMed Central an electronic version of their final, peer-reviewed manuscripts upon acceptance for publication, to be made publicly available no later than 12 months after the official date of publication: Provided, That the NIH shall implement the public access policy in a manner consistent with copyright law. Division G, Title II, Section 218 of PL Implemented by NIH Public Access Policy (11 Jan 2008) Enacted as law by Omnibus Appropriations Act of
11 NIH Public Access Policy Basics Who: it affects NIH funding (investigators, grants, contracts, etc) FY 2008 or later What: it covers Peer-reviewed journal articles Accepted for publication on or after April 7 th, 2008
12 NIH Public Access Policy Basics When: to submit Submit upon acceptance for publication Publically available within 12 months of publication Retroactive submission if not in compliance Where: to submit PubMed Central (PMC) via My NCBI PubMed Central PubMed Why: do this? Advance science and improve human health Access for public and researchers Consequences for non-compliance
13 Why: Changes in Policy Compliance As of July 1, 2013: NIH will delay processing of an award if publications arising from it are not in compliance with the NIH public access policy.
14 How: to Comply
15 How: to Comply 1. Preparing a Manuscript: Copyright? Make sure copyright agreement allows you to submit manuscript to PubMed Central 2. Accepted for Publication: Submit Paper Find out what submission method to use 4 methods, journal may do some or all of the work 3. Reporting to NIH: Cite PMCIDs In all progress reports, grant renewals, new grant applications, etc. PMCID is used to show compliance
16 How: Can YOU Be Involved? Be a Delegate! 1. Preparing a Manuscript: Copyright? 2. Accepted for Publication: Submit Paper Find out what submission method to use 4 methods (A, B, C, D) Journal may do some or all of the work Method C: Author/Investigator/ Delegate may start the process In all methods: Author/Investigator must approve submission and PMC-formatted manuscript (final steps) 3. Reporting to NIH: Cite PMCIDs
17 How: to manage compliance for Biosketch & Public Access Policies As of July 1, 2013: Investigators must use My NCBI to enter publications into progress reports for the Public Access Compliance.
18 How: to manage compliance for Biosketch & Public Access Policies What is My NCBI? My NCBI is a personalized account that allows you to manage your publications and track compliance era Commons to be linked to author/investigator s My NCBI account Author/investigator adds you as a delegate in My NCBI
19
20 Managing Compliance: Delegates What is a delegate? Person granted access to My Bibliography in My NCBI What can a delegate do? Modify My Bibliography Monitor compliance Connect publications to grants/awards Submit article via NIHMS with MyNCBI login info (Method C, task 1) 20
21 Where To Get Help Health Sciences Library guides: The NIH Public Access Policy and You ( NIH Biosketch ( Ask-a-Librarian Classes! at HSL & NC TraCS Individual / Group Consults
22 3 Take Home Points! 1. Want NIH Funding? NIH Funded? Could be in jeopardy if you aren t in compliance with NIH Policies (Biosketch & Public Access). 2. As a Clinical Research Professional, You Can Help! 3. Wait, what? Contact the UNC Health Sciences Library & NC TraCS!
23 FROM CDA TO STUDY CLOSURE Christine Nelson, Director, Office of Clinical Trials Val Buchholz, Office of Clinical Trials
24 Objectives Review the steps for successful clinical trial implementation beginning with first sponsor contact through study closure
25 So it begins Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
26 Site Survey Site information form Site Qualification form Site Feasibility form Sponsors and CROs track turn around times
27 Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
28 CDA CDA must be submitted via CRMS Cannot be signed by PI Quick turn around Not every CDA results in receiving a protocol Sponsors and CROs track turn around times
29 Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
30 CRMS Protocol final or draft? May just send protocol until you are selected as a site May send someone out to do site qualification visit Draft ICF Draft CTA Draft Budget Investigator brochure Pharmacy manual Lab manual
31 Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
32 Feasibility Conduct a preliminary feasibility assessment Read the draft ICF Read the protocol Potential enrollment Study schedule (practical, reasonable) Study duration Non-routine care items Imaging Pharmacy Lab/specimens Resources (study coordinator, data manager, 24/7) Adequate staffing Training requirements Special vendor requirements
33 Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
34 Budget Billing Coverage Analysis Spreadsheet from CRMS Deemed and Qualified Epic Billing calendar Funding source (federal or industry) Consistent approach Ensure start up fees are sufficient and invoiced Standardized fees Screen fails Monitoring visits Monthly invoicing IDS CTRC
35 Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
36 CTA Submit CTA to OCT via CRMS Complete review request form (RRF) Contract manager assigned Only the assigned contract manager negotiates the CTA Open communication with your contract manager The CTA can be negotiated while you negotiate your budget Once budget has been finalized with sponsor we can execute the CTA
37 Sponsor Sends Site Information Questionnaire/ Protocol Synopsis Site Provides Sponsor with Information Sponsor Accepts Site Confidentiality Disclosure Agreement (CDA) Sent to Site CDA Submitted to Office of Clinical Trials (OCT) via CRMS (Clinical Trials Management System) Feasibility Assessment Sponsor Sends Protocol; Budget; Clinical Trial Agreement (CTA); and draft ICF OCT negotiates terms and executes CDA with sponsor Conflict of Interest eforms Completed IRB Submission Local IRB or Central Receipt of IRB Approval Documents including ICF Review Protocol for Uncommon procedures or requirements Complete Billing Coverage Analysis in CRMS IDS Submission CTRC Application Hospital Services Negotiate Final Budget With Sponsor Complete CTA Submission via CTRMS CTA/ Budget/ICF Finalized
38 IRB Submit when you are sure the PI wants to participate UNC local IRB or Central IRB ICF and contract must be consistent in respect to subject injury, stipends and what has been promised for free to the subjects
39 CTA Executed Study Information is pushed to EPIC via CRMS Account Number Assigned Conflict of Interest eform completed eipf completed in Ramses CTA Executed CTA/ICF checked for Consistency Site Initiation Visit Billing Calendar Built in Epic Prepare for/enroll Subjects Enrollment Complete Study Closure
40 CTA and IRB IRB Approval ICF and CTA must be consistent OCT will check If inconsistent the ICF will need to be revised
41 CTA Executed Study Information is pushed to EPIC via CRMS Account Number Assigned Conflict of Interest eform completed eipf completed in Ramses CTA Executed CTA/ICF checked for Consistency Site Initiation Visit Billing Calendar Built in Epic Prepare for/enroll Subjects Enrollment Complete Study Closure
42 Ramses eipf Internal budget Need an account Set up by OCT COI Individual Institutional
43 Study Start Up When can I enroll! Its been months and I am already tired
44 Study Start Up More to do! SIV Study supplies CRMS Epic IDS Subject binders Source documents Logs Study visit checklist
45 CTA Executed Study Information is pushed to EPIC via CRMS Account Number Assigned Conflict of Interest eform completed eipf completed in Ramses CTA Executed CTA/ICF checked for Consistency Site Initiation Visit Billing Calendar Built in Epic Prepare for/enroll Subjects Enrollment Complete Study Closure
46 Study Conduct Enroll your first subject Inclusion/exclusion criteria ICF Documentation of the informed consent process Complete screening Randomize IVRS CRMS Epic HIPAA form - HIM
47 Ongoing conduct of study Study visit checklists Case report forms Epic Billing review Investigational product accountability SAE/AE reporting Monitor Access Annual IRB renewal Amendments Modifications Deviations
48 Audits FDA or Sponsor Who do you call? Hint its not Ghost Busters!
49 Close-out All study subjects complete Data lock IRB closure Pack up the records Pat yourself on the back
50 Questions
51 Friday, Feb 13, 2015 IRB Tips and Updates Please if you have any questions or recommendations
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