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IRB Protocol Overview
Researchers may use the "Protocol Template" below to type out and draft their protocol submission. Final versions of the protocols must be submitted via SPARCS.
How are protocols submitted?
All protocols are managed in the SPARCS portal. You can view "user guides" on William & Mary's SPARCS webpage to learn about how to submit a protocol.
The normal processing time for a protocol that does not require a convened meeting is approximately three to four weeks from the time of submission. A notice of approval will be sent electronically to the PI(s) of record.
Note to researchers: Protocols submitted after 4 PM on Fridays (or the last business day of the week) will be reviewed the following week by the IRB Analysts. The IRB Analysts make efforts to review submitted protocols within 1 week of them being received. IRB Reviewers may take longer to review your protocols due to other obligations as W&M faculty.
video: HOW TO SUBMIT A PROTOCOL IN SPARCS
Required Documents for Protocol Submissions
Before submitting your protocol, be sure to have the following documents prepared to submit along with your protocol.
Click on the topics below to learn more information. (Note: Some may not apply to all research protocols.)
- Consent Documents
- IRB Authorization Agreement (IAAs)
- Certificates of Translation
- NTE Faculty Letter of Support: NTE Faculty may submit protocols to IRB with the inclusion of a letter of support from his/her Department/Program chair.
Active protocols must be maintained even if data collection has ended and the data is identifiable. If the participant cannot be linked in any way to the data, the protocol may be submitted for closure.
You may submit a "renewal" of your protocol in the SPARCS system. If you are renewing a protocol that only exists in the "compliance.wm.edu" system, you must submit a "new study" and then follow the instructions for submitting an "initial submission."
In the protocol, you can include that this is an extension of a previously approved project; the explanation can be included in "Supplemental Comments and Attachments" section. A PDF attachment of your original protocol can be included for reference.
William & Mary IRB and its subcommittees
William & Mary has three (3) subcommittees in addition to the "main" IRB. These subcommittees are StudentIRB, PsychIRB, and the EdIRB. More information about the subcommittees can be found in the table below and on the IRB Committee page:
| Role | Description |
|---|---|
| Chair of IRB | Reviews all protocols that don't fall under one of the subcommittees. This includes protocols with international research or recruitment. |
| Chair of StudentIRB | Reviews all exempt undergraduate student protocols |
| Chair of PsychIRB | Reviews all exempt protocols that relate to psychological science courses |
| Chair of EdIRB | Reviews all protocols from School of Ed. or education-related protocols |
Board Review Type
All protocols involving human subjects must be submitted to the IRB at William & Mary for exemption or approval. William & Mary institutional policy does not permit self-exemption.
| Board Type | Description | Length of Approval | Number of Reviewers |
|---|---|---|---|
| Exempt | Research that has minimal to no risk to the participants and falls under one of the HHS categories | Yearly "check-in" but no expiration date | Chair of IRB or subcommittee |
| Expedited | Research that no more than minimal to the participants and falls under one of the HHS categories (45 CFR 46.110) | 1 year | Chair of IRB or subcommittee + 1 subject-matter expert (SME) |
| Full board | Research that involves more than minimal risk or involves vulnerable populations | 1 year | Voted on at convened meeting with a quorum of voting members (>50%) + 1 nonscientist |
If the project is to continue beyond the expiration date, please select the "renew" function and carefully review the data that transfers to the new protocol. All deviations from the original approved protocol must be modified in the new protocol submission. Resubmitted protocols will be reviewed again
For questions, please email researchcompliance@wm.edu.