Human Subjects in Research

Kuali Coeus Frequently Asked Questions

1. Help! I can’t log into the website.
Are you in the right place?
Be sure you are logging into KC using this link: https://myorca.utoledo.edu
Have you requested access to the KC system?
If not, please do so now by emailing Jamie.vannatta@utoledo.edu or sarah.jasinkowski@utoledo.edu. You will need to provide the following:
Full Name
Rocket Number
UTAD (Do not send password)
Relationship to UT (Faculty, Staff, Undergraduate Student, Graduate Student, etc.)
Department you are doing research in or for
Are you entering your correct UTAD user name and password?
You will use the same credentials to log into KC that you use to access all other UT resources.


2. I can't find my protocol application.

If you are unable to find your protocol, please be sure you are not making one of the 4 most common mistakes.
Are you searching the correct "version" of KC?
Make sure you are not searching in the training site. This is the link to the live version of KC: https://myorca.utoledo.edu
Are you searching in the correct box?
Find the box called "IRB Protocols" on the KC home page then within the box find the "Lists" heading. Click the "Search Protocols" link under the "Lists" heading.

 KC FAQ Screenshot 1

Once you have clicked the “Search Protocols” link, the following screen will be displayed.

KC FAQ Screenshot 2

Are you using the correct search term?

KC FAQ Screenshot 3

KC FAQ Screenshot 4

KC FAQ Screenshot 5

To search for your protocol, type your protocol number in the box that corresponds with “Protocol #:” in this format: *######*. The protocol number must appear in this format in order to return your protocol in the search results. For any search you do in KC, it is extremely important that you use the * wildcard search character both before and after your search terms even if you are searching using criteria other than protocol number.  Once you have entered your search terms, scroll down and click the Search button at the bottom of the page.

Did you scroll down far enough to find the listing of results for your search?

KC returns the results of your search at the very bottom of the page so it is necessary to scroll down to see them.

KC FAQ Screenshot 6

If you have tried the steps above and are still unable to find your protocol, you may not have the correct permissions in the system. Please contact Jamie Van Natta Jamie.vannatta@utoledo.edu 419-383-6651 or Sarah Langlois sarah.jasinkowski@utoledo.edu 419-383-5302 in order to have correct permissions added.

3. Who needs to sign off on my protocol application?

For all Social, Behavioral and Educational applications, only the PI signature is required.  If the submitting researcher is the PI then no signatures are required.

For all Biomedical Exempt or Expedited applications, only the PI signature is required.  This also includes Not Human Subjects Research, Other IRB Review, Retrospective Chart Review, and Work Preparatory to Research applications.

For all NEW Biomedical Convened applications, two signatures are still required, the PI and the PI’s Chair.  If the PI is the Chair, then the signature requirements are PI and College Dean. 

Convened renewals or amendments only require the PI or Advisor signature.

For all Biomedical applications, if the submitting researcher is the PI then the PI’s signature is not required, but the Chair or Dean’s signature is still required for all Convened initial applications.


4. I’m a PI or Chair or Dean, where do I go to approve or disapprove (sign-off) the protocol application?

Log in to KC and search for the protocol. Be sure to use * character before and after your search criteria. Click the “Edit” link or the “view” link in the far left column of the results. Navigate to the Protocol Actions Tab. At the bottom of the page, you will see a row of buttons including buttons to approve or disapprove the protocol. Click on the appropriate button. For complete instructions click here.

5. Why can't I find someone to add to my study?

It is possible that person you are trying to add is not yet in the KC system. If you are unable to find the person after searching, please send us the following information in order to get the person added:
Full Name
Rocket Number
UTAD (Do not send password)
Relationship to UT (Faculty, Staff, Undergraduate Student, Graduate Student, etc.)
Department you are doing research in or for


6. What do I do when I can't find one of my performance sites?


If you are not able to find one of your performance sites in the system, we may need to add it to KC. Please navigate to this page: https://www.utoledo.edu/research/RC/HumanSubs/KC_welcome.html and click the link at the bottom called “Request a New Performance Site”. You will need to fill out this form and then attach it to your protocol on the notes and attachments page.


7. What do I do when I can't find my funding source?

If you are not able to find your funding source listed in the system, we may need to add it to KC. We will need to following information from you in order to add the funding source:
               Name of the sponsoring organization
               Address
               Contact person full name (If there is one)
               Contact phone and or email address (If there is one)
Send this information to us at: Jamie.vannatta@utoledo.edu or sarah.jasinkowski@utoledo.edu


8. Why can't I edit certain fields or upload any attachments to my Renewal or Amendment?

If you cannot edit a needed section of the application, then you did not check the correct box during Renewal or Amendment creation. If you discover that you need to change a section that you did not originally select, you can return to Protocol Actions -> Update Amendment Sections and check a new section.

Navigate to the Protocol Actions tab and then click the show button on the Request an Action folder.
Click the show button on the Modify Amendment Sections section.
Select or deselect the checkboxes that reflect what you intend to amend in the "Amend" field.
Update the Summary field to reflect the additional changes.
Click the Update button to complete the action and include or exclude the previously selected portions of the protocol document. You are then able to make changes to the selected portions only.


9. Who do I call if I have a question or issue with the KC system?

If you have any questions or issues associated with the KC system, please send us an email or call us.
Jamie Van Natta: Jamie.vannatta@utoledo.edu
Phone: 419-383-6651
or
Sarah Langlois: sarah.jasinkowski@utoledo.edu
Phone: 419-383-5302.
We are more than happy to assist you.

 
10. Who do I call or email if I have a question about my application, attachments or requirements?

If you have a question about an application please contact the specific board that will be reviewing your protocol.
For Biomedical IRB questions, please email IRB.Biomed@utoledo.edu
Phone: 419.383.6796
For SBE IRB questions, please email IRB.SBE@utoledo.edu
Phone: 419.530.6167
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Last Updated: 7/18/16