Protocol Renewal Reminders

The purpose of Renewal Reminders is to remind the researcher to renewal their protocols because the protocol expiration date is approaching. The Batch Correspondence functionality for protocol renewal reminders depends on the following three components within the Kuali Coeus application

Ø Protocol Expiration Date and Current Date

Ø Days prior to protocol expiration and Final action setup for Protocol Renewal Reminders within Maintenance/Compliance –IRB/Batch Correspondence

Ø Date range setup for Protocol Renewal Reminders within Committee/Actions/Batch Correspondence

 The system stops sending protocol renewal reminders once the researcher has submitting the renewal protocol.

Institutions typically set up reminders to go out to researchers 30-60 days in advance prior to their protocol expiry.

1.  The Kuali Coeus application determines the days prior to expiration when reminder letters or actions need to be taken based on the setup within Maintenance/Compliance –IRB/Batch Correspondence/Protocol Renewal Reminders.

Note – Out of the box, KC provides a set up such that a reminder letter would go out 60 and 15 days prior to expiration. Once the protocol expiration date is reached, the system would take the final action (such as Closed) on the protocol.

 

 

2.  The protocols that are to be selected for sending renewal reminders are based on the date range provided within the Committee/Actions/Batch Correspondence and the protocol expiration date.

 

 

A typical use case for the IRB office might be to run Batch Correspondence for Renewal Reminder every month. In such a scenario, the following actions would take place

§ User with administrative privileges uses the “View Active” action to open the IRB Committee application and go to the Batch Correspondence tab

§ User selects the Batch Type = Protocol Renewal Reminders and enters a date range within Protocol Expiration / Committee Action, within which they want to check for any protocol expiration

§ User clicks on submit to run the Batch Correspondence program.

§ The system checks for any protocols that have an expiration date within the date range specified by the user and selects these protocols as possible candidates for Batch Correspondence renewal reminders or the final action.

§ The system finds the difference in days between the protocol expiration date and the current date.

§ This difference in days is compared against the “Days prior protocol expiration” value in Maintenance/Compliance –IRB/Batch Correspondence/Protocol Renewal Reminders to decide whether to send a renewal reminder or to perform final action on the protocol

 

For e.g. If the set up within Maintenance/Compliance –IRB/Batch Correspondence/Protocol Renewal Reminders is the following:

         

The system will subtract the current date from the expiration date to determine the number of days prior to

          protocol expiration. This result is then compared against 60, 15 and 0 (days specified in the Days Prior

               to Protocol Expiration column)

 

If result less than/equal to 60 and greater than 15, the Renewal Reminder Letter#1 should generate

If result less than/equal to 15 and greater than 0, the Renewal Reminder Letter#2 should generate

If result zero or less than 0, then the protocol should be closed automatically.

§ Once the system makes the determination about what action to take on the protocol the reminder letters are generated/final action is taken on the protocol and the results are recorded within Batch Correspondence History within Committee/Actions/Batch Correspondence.