Electronic Application (eIRB)

How to Submit a New Protocol Using the eIRB System

All applications for review are submitted using the Velos and eIRB Systems.

Note: Access to UT Southwestern Medical Center's internal research systems (eIRB; Velos) requires an active UT Southwestern Login ID.

If you do not have an active UT Southwestern-issued Login ID, then you will need to obtain one. You will need to contact an administrator in the department of your UT Southwestern sponsor to assist you by first completing the Request to Add a New Person (Not Recruited) form in PeopleSoft, followed by an IAR (Institutional Access Request) form through Information Resources. Each form type requires a minimum of 24 work hours to process.  

The eIRB system is designed for online submissions of human subject research protocols, using a web browser. Protocols submitted in eIRB are routed and reviewed electronically. Notification of study approval is sent via email.

Request Access to eResearch

Requesting user access to eResearch requires a valid active UT Southwestern ID, Parkland Health & Hospital System ID, or Children's Medical Center ID. Please click on the link below for instructions on requesting access authorization to eResearch.

Registering the Study in Velos

Velos is a study management tool and is the first step to submitting your Protocol through the eIRB System.

1. From the Login screen, type the following information in the corresponding fields:
User Name
Then click Login

Note: If you have an earlier version of Internet Explorer 6.0, press the Control key while clicking the Login button. An error screen will display. Press Control and click OK again
2. From the Homepage click Manage Protocols from the left navigation toolbar.

Click New
3. The Velos required fields on the Summary page should include:
  • Study Entered By
  • Principal Investigator
  • Long Study Title
  • Objective(s)
  • Org. Affiliated with Study
  • Specialty
  • Phase
  • Research Funding Type
  • Blinding
4. Enter your e-Signature in the e-Signature field (default is “1234”) and click Submit

Changing the Study Status

When a new study is registered in Velos, the study is assigned a default status of “Not Active.” This indicates that the study is still in a draft state. Once you are ready to send the information to eIRB, you must add a new status of “IRB – Submission Initiated” to trigger the transmission of information from Velos to eIRB. Follow these steps to add or edit a study status in Velos.

1. From the Summary page, click the Study Status tab
2. Click Add a New Status
3. Select the Organization, Status Type, IRB
4. Select Study Status of Submission Initiated
5. Select today’s date
6. Enter your e-Signature in the e-Signature field (default is “1234”) and click Submit

Your study has now been sent to eIRB

Completing the eIRB Application

Log into eIRB

  • Type your User Name and Password in the corresponding fields. (These will be the same as your UTSW User Name and Password)
  • Click Login
  • In the right top corner, click My Home
  • In the My Home workspace, click the Studies Tab
  • Click on the Study Name

If you have several studies you can enter study search criteria such as: Study No., Name, or State, and press Go.

Study Activities you can perform will display on the left.

Click Edit Study to complete the Smart Form to submit your study.
(While completing your Smart Form, you will be asked to upload any forms associated with this study. [i.e, consents, protocol, HIPAA forms, questionnaires, etc.])

After you have completed the Smart Form, you will then be able to Submit your study to the IRB for approval.

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