Research Gateway IRB Transition

If possible, wait until after July 1, 2026.

If your submission does not require approval before the transition, consider delaying it until the new system launches. This includes:

• New Studies
• Modifications & Personnel Changes
  • Exception: See “How to Prepare: Manage Approved iRIS Studies” for personnel changes that should be submitted prior to the transition.
• Continuing Reviews

Tip: Submissions made after July 1, 2026, may help avoid the need to recreate submissions in the new system.

If approval is needed before the transition: 

If your study requires approval before the system change, submit as early as possible. Please note:

• 📩 Respond promptly to IRB stipulations during the review process.
• ⏳  Expect longer processing times during the transition period.
• ⚠️ Approval is not guaranteed for submissions made close to the submission freeze.

Full committee studies must be scheduled for review at a convened IRB meeting. Because there are a limited number of meetings before the system transition, study teams should plan submissions accordingly.

If you are preparing a new study that requires full committee review, follow the guidance below to give your study the best chance of approval before the transition: 

• 📨 Submit new full committee studies by April 1, 2026.
• ✔️ Ensure submissions meet IRB submission standards at the time of submission. 

Submissions that do not meet submission standards will be retracted by the IRB and returned to the PI in draft form. 

• Retracted submissions will not retain the original submission date; once resubmitted they will return to the end of the review queue.
• Study teams must be prepared to respond promptly and completely to IRB stipulations during the review process. 

Note: ⚠️ Approval by a specific date cannot be guaranteed.

If you plan to add external sites:

Request a Reliance team consultation early, as the process will change with the new system. 

If you wish to rely on an external academic medical center IRB, or any IRB other than WCG, Advarra, Jaeb, NCI CIRB, or Fresno Community Health System (formerly Community Medical Centers in Fresno):

• Please refer to the process for relying on external academic medical center IRBs 
• Please allow sufficient time to complete the process, including:
  • The UCSF HRPP’s screening of the study
  • The external IRB’s approval of the UCSF or affiliated site, and 
  • Uploading the final approved documents to iRIS
     

Note that, in our experience, it may take approximately 2 months for the external IRB to approve UCSF as a study site  

Studies relying on WCG, Advarra, Jaeb, NCI CIRB, or Fresno Community Health System (formerly Community Medical Centers in Fresno) will follow the standard submission freeze timeframe.  

If you anticipate a JIT submission near the transition: 

• June 2026 submissions: 
  • ⚖️ IRB will assess feasibility of timely approval.
  • ⏳ If not feasible, PI will be advised to resubmit in new system and request ≥4-week sponsor extension.
  • Note: Extension requests are common and have not historically jeopardized funding.
• Conditional approvals: During the freeze, IRB may approve submissions with outstanding documents to expedite JIT clearance.
• During the submission freeze (June 13-30, 2026):
  • 🚫 Do not submit in iRIS.
  • 📤 Submit in Research Gateway IRB starting July 1, 2026.
  • ⏳ Expect ≥2-week turnaround for minimal risk (longer if stipulations).
  • Full committee timelines differ.
• OSR planning: Anticipate extension requests and variable approval timing during transition.

Submit an Ask Andy if there is an urgent situation or timeline question.