IDEATE TIPS and FREQUENTLY ASKED QUESTIONS

These IDEATE Tips and FAQs are meant to facilitate submissions and avoid glitches with your application(s). In addition to the below, CUNY Central has provided a set of IDEATE Help documents to assist researchers navigate the system. However, these documents are proprietary and are password-protected.
Please request the password from the GSPHHP HRPP Coordinator.

IDEATE TIPS

Access level If a PI wishes to change a research personnel’s access level they can do so from the LiveList via the Personnel Tab. (Only the PI has this capability)

Select the check-box to grant research personnel access to the following:

  1. cc: Have research personnel copied on automatic email correspondence from the IRB.
  2. Access: Allow personnel to view protocol information from their own IDEATE account.
  3. Signature Authority: Facilitate the completion of the application by “re-assigning” the protocol to other members of the research team and “submit” the protocol on your behalf.

Browser – Ensure that you are using Firefox, as this is the required browser to avoid glitches and/or error messages.

Back-up Protocol Data It is highly suggested researchers continuously back-up their IRB protocol information. This can be completed by “printing” their protocol applications as a pdf file and saving the file on their computer or back-up drive.

Characters (@,$,%,^,*) These characters should not be used within the IRB application or in the document title or file name uploaded in the Attachments tab.

CITI certificate(s) – Ideate’s drop-down menu, in the Attachments tab, does not include ‘CITI Certificate’ as a document type; as such please use the first option, ‘Imported from IRBNet’.

Communications Tab Approval/Determination letters relevant to the research project can be found under this tab. This is located in the LiveList screen.

CUNY Institutional Email Address CUNY researchers are required to use their CUNY email address for communications related to research in which CUNY is engaged and when registering with online services, databases, cloud services, etc. for CUNY research-related purposes. [Section 3; CUNY Internet or Mobile Technology Based Human Subject Research]

CUNY Personnel All CUNY research personnel must first log into IDEATE in order to activate their User Profile. Not doing so will cause delays when trying to add personnel to applications. Furthermore, all invitations must be ‘Accepted’ by CUNY research personnel in order to ‘submit’ successfully.

Cutting and Pasting Should only be done from a word pad document (plain text) and not from a word document. Word pad can be found under “Accessories” in your list of computer programs.

Editing Applications Be sure that you are making edits and/or adding attachments from the task in the To-Do-List, rather than from the LiveList. The LiveList accepts changes but they will not save into your application that is currently “In development”.

Enrollment Number Errors– If you are submitting a Continuing Review or Final Report and notice that the enrollment numbers are incorrect or have changed based on previous submissions, please contact the The GSPHHP HRPP Coordinator as there must be an administrative update completed before submission.

Expired protocols If a PI has not responded to HRPP/IRB requests for additional information or modifications, or has not submitted a continuing review or a final report application after 90 days, the HRPP/IRB will close the study. [Section 3.1; CUNY Study Closure Policy]

External Sites The default list does not include all the added sites. As such, please use the ‘Search’ feature to locate your external site. If it cannot be found, please email the The GSPHHP HRPP Coordinator to request addition(s).

Faculty Advisor Faculty Advisors are responsible for monitoring student and postdoctoral researchers’ progress and ethical conduct, as well as ensure the research is being conducted in compliance with applicable laws, regulations and CUNY policies [CUNY Faculty Advisor Responsibilities Policy]. Students have the option to reassign their applications to their faculty advisors for final review prior to submission. Students must give their Faculty Advisors Signatory Access, in the Personnel tab, to successfully reassign the protocol. Please note that only one person can make edits to the application at any given time.

Funding Sources The default list does not include all the added sources. As such, please use the ‘Search’ feature to locate your funding source. If it cannot be found, please email the The GSPHHP HRPP Coordinator to request addition(s).

Personnel Access- If a PI wishes to change the access level of existing research personnel, this can be done directly from the LiveList via Personnel tab. (Please note, only the PI has this capability.)

Printing The application can printed with the updated revisions by the PI directly from the application.

Reminders Reminders are sent to PIs 90, 60, and 30 days before protocols expire informing PIs to submit for study renewal or closure. These emails are sent to the PIs’ email address identified in their User Profile.

Saving Feature Protocol data will automatically be saved as you continue to work through the application. However, you can also manually click on the yellow “Save” button at the top right-hand corner of the application to ensure that the information is saved.

Stamp appears upside-down and backwards Take the original file and save it as an image (like a JPG) and then open the image with Adobe and convert it to a PDF.

Status of Submission– From the project’s LiveList, you can see if it has been submitted successfully, or whether another team member still has it in their To-Do-List by clicking into the Lifecycle Event Manager. If the ‘Status’ says, “In development”- it is still with you. (Note, IDEATE does not update this when it has been sent for an IRB review. It will say that is still with the HRPP Coordinator.)

To-Do-List Notifications/Communications– The notifications and/or communications received in your To-Do-List can be deleted to avoid a cluttered list. To do so, please click into them and select the ‘Delete’ option, rather than ‘Close’ to permanently remove them. Doing so will not affect your project(s).

Frequently Asked Questions

IDEATE is CUNY’s IRB-submission software. Log into the IDEATE website using your CUNY Portal username and password to create an application for IRB review. Only CUNY-affiliated researchers with CUNY Portal accounts can access IDEATE.

CUNY Portal credentials (same credentials as Blackboard), please reset your CUNY portal log-in and password. Once you have reset your CUNY portal credentials, please try to log into IDEATE again. After completing this, if you continue to experience difficulty logging into the system, please contact The GSPHHP HRPP Coordinator.

Please ensure that your IDEATE User Profile information is correct by clicking on the Manage button at the top of the LiveList screen. If you encounter incorrect information, please contact the The GSPHHP HRPP Coordinator.

To create a new application in the Ideate system, please click on the “Create new” link at the top of the LiveList screen.

Only CUNY-affiliated researchers with CUNY Portal accounts can access IDEATE and be added to a protocol.  Have your research personnel log into the IDEATE system at least once in order to activate their User Profile. They should use their CUNY Portal credentials to log in (same credentials as Blackboard). Once they have logged in, their name will be added to the system and you will be able to add them to the protocol. Please ask them to review their User Profile to ensure that all their information is correct before adding them to your application.

1) Ensure that all Study Personnel are added in the Research Personnel page. Any personnel added in the Other Personnel section of the Personnel tab will not receive an invitation to confirm participation.

2) When you add someone to the Personnel tab, they will automatically receive an invitation to join the protocol. If that person cannot find the invitation on their To-Do-List, please provide your Faculty advisor or Study Personnel with the protocol number and request that they scroll carefully through their To-Do-List.  Note that the most recent notifications will appear at the bottom of the list.  Depending on how many protocols are in that person’s list, they may not see yours at first glance.

All non-CUNY affiliated Research Personnel should be added in the Research Sites tab as External Sites. If you are adding a non-CUNY affiliated Research member to the protocol and they are not affiliated to any institution, please contact the The GSPHHP HRPP Coordinator.

Other Personnel would not receive an invitation to be on a project because they are not granted or require the same level of access in IDEATE as Research Personnel.

1) Faculty Advisors are responsible for monitoring student and postdoctoral researchers’ progress and ethical conduct, as well as ensure the research is being conducted in compliance with applicable laws, regulations and CUNY policies. Please ensure to give your Faculty Advisor all three access levels in the Research Personnel page (i.e., cc; Access; and Signatory Authority).

2) After granting your Faculty Advisor all three access levels, if your Faculty Advisor is unable to view your protocol from their account, you have the option to reassign the application to them for final review prior to submission.  Once your Faculty Advisor has reviewed the protocol, you could reassign it back to yourself for final submission.

To add an engaged or collaborating site to your application within IDEATE, please email the The GSPHHP HRPP Coordinator and list all the engaged sites that need to be added into the system. Once the sites have been entered into the system, you will be able to add them to the Research Sites page.

A request must be sent to the The GSPHHP HRPP Coordinator in order to add the funding source not currently listed in the list (Funding tab).

To edit your IRB application, please click on the study located under your To-Do List on the left hand side of the screen. Please ensure that you are not making the corrections through the LiveList, as edits made to the LiveList will not save.

Documents with special characters in the file name will not upload correctly in IDEATE. If there are any symbols in the document name (e.g. &, -, #, @, +, etc.), please rename the document and try uploading it again. It is strongly recommended that only Word or PDF format documents be uploaded to IDEATE.

CUNY is currently working with the CITI website on transferring over CITI certificates. Until the transfer has been completed, please ensure you update your IDEATE User Profile with your CITI username. Additionally, please attach your CITI certificate in the “Attachments” page within your submissions. Please ensure that you are attaching your CUNY Human Subjects Research (HSR) CITI certificate (social and behavioral training).

To get the study transferred over into the Ideate system, please ensure that you and all research personnel associated with the study have logged into the IDEATE system. Once you have logged in, please contact the The GSPHHP HRPP Coordinator.

If your study is close to expiring, please submit the Continuing review first prior to submitting the Amendment Request. Both submissions would be reviewed at the same time.

IDEATE is currently notifying PIs of the following:

1) Expiring projects

2) Outstanding Tasks in your “To Do List” (studies over 30 days)

3) Letters sent to PI (i.e., decision letters and HSR Research/Not-Research Determinations)

The best way to stay up-to-date with your currently active studies is by checking your To-Do-List regularly within IDEATE to ensure you are notified of any requests for revisions or other matters that require immediate action. Furthermore, please check your IDEATE User Profile and verify that the email address listed in your profile is an active CUNY institutional email address that you check regularly. All IDEATE notifications will be sent to that email.

1) Click on the Home button at the top of the screen to return to the LiveList.

2) Once you see the LiveList screen, click on the protocol number of the study you want to print.

3) Let the Lifecycle Event Manager load and then click “view” under Details of the most recent Amendment Request submission of the protocol. (Note: If you would like to print the most recent Continuing Review, then click on the most recent Continuing Review submission).

4) A new window will load with the application. Please click on the blue “print” button at the top-right hand corner of the screen.

5) A pdf file will appear or upload to your Downloads file. You will be able to print the pdf file.

First, ensure that you are accessing the protocol from the To-Do-List, rather than the LiveList.  Once this is confirmed, check to see if your advisor and all other research personnel have accepted the invitation to join the protocol by viewing the Current Research Personnel tab. Please note that all members of protocol personnel, including faculty advisors, who are engaged in research, should be listed on the Current Research Personnel tab. If you see the word “Pending” next to someone’s name, it means that they have not yet confirmed their participation.  Please ask them to log-in to IDEATE and click on the invitation to join the protocol from the To-Do-List on the left-hand side of the screen. They must “accept” the invitation and answer the Conflict of Interest questions.

The IRB application will not submit the protocol for HRPP/IRB review until you have answered all text fields and uploaded all required documents.  Return to the tabs marked with red asterisks to identify which fields are incomplete. If you are unable to identify what the issue is, please email the The GSPHHP HRPP Coordinator with a screenshot of the page identified by the red asterisk.

You will know that the protocol was successfully submitted when you are automatically taken to the LiveList screen. Please check to see if the protocol is still on your To-Do-List.  If it is, it means that it was not successfully submitted. Please try again to submit.

1) Continuously click on the yellow “Save” button on the top left-hand corner of the IRB application.

2) Periodically “print” the protocol by clicking on the top right-hand corner of the IRB application. The protocol will save as a pdf file.

3) Take screenshots of the application and paste them into a word doc.