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.
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:
- cc: Have research personnel copied on automatic email correspondence from the IRB.
- Access: Allow personnel to view protocol information from their own IDEATE account.
- 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).