Our Questions and Answers

# Topic UserType Question Answer
1 ResearchSubmission AllUsers What happens to my Research Submission after it has been submitted? After a Research submission has been submitted, reviewers are notified and will provide a score for each category. The categories are Operational, Clinical/Scientific, and Facilities (if needed). Please check that your submission is under review in your "Submissions" dashboard. Allow up to 14 business days after the date of your submission to receive a notification on the review decision. For any questions on your application, please contact your administrator at onetrac@vcu.edu.
2 User AllUsers A user is having trouble logging in to OneTrac, who can help? Please contact the administrator at onetrac@vcu.edu.
3 User AllUsers Can I change my Primary Email Address? No, your email address is tied to your username and is the primary way that the ONETRAC team and system will contact you on notifications.
4 Submission AllUsers How can I cancel a submission? Yes, you will have to contact the administrator at onetrac@vcu.edu.
5 Submission AllUsers When should I expect to receive a review? Please check that your submission is under review or a review has been provided in your "Submissions" dashboard. Allow up to 14 business days after the date of your submission to receive a notification on the review decision. For any questions on your application, please contact your administrator at onetrac@vcu.edu.
6 ResearchSubmission AllUsers Where do I check for the decision made on my Research submission? Please check that your submission is under review or a review has been provided in your "Submissions" dashboard. Allow up to 14 business days after the date of your submission to receive a notification on the review decision. For any questions on your application, please contact your administrator at onetrac@vcu.edu.
7 ResearchSubmission AllUsers My Research submission has been approved, what do I do next? You will receive a notification one year after the approval email (subject: VCU ONETRAC Notifier - Approval without Revision) has been sent to your inbox. Please also check your "Submissions" dashboard to see the corresponding "Continuing Review" form is Processing. For any questions on your application, please contact your administrator at onetrac@vcu.edu.
8 ResearchSubmission AllUsers My Research submission has been disapproved, what do I do next? Please see the Reviewer comments in the email subject "VCU ONETRAC Notifier - Disapproved" or see the Reviewer comments in your "Submissions" dashboard. If you wish to appeal the decision to the full PROC (Protocol Review Oversight Committee) meeting, please contact the Panel Chair.
9 ResearchSubmission AllUsers My Research submission is pending approval, what do I do next? Please see the Reviewer comments in the email subject "VCU ONETRAC Notifier - Approval Pending" or see the Reviewer comments in your "Submissions" dashboard. Reattach any amended documents into the "Amendment" form's "File Upload" field (max 256 mb) and Submit the "Amendment" form.
10 User AllUsers How can I change the association of my account profile's department? You will have to contact the administrator at onetrac@vcu.edu and provide justification.
11 User AllUsers How can I change or add a role to my account profile? Roles can include Reviewer, Coordinator, or Administrator. You will have to contact the administrator at onetrac@vcu.edu.
12 AmendmentSubmission AllUsers I have submitted an amendment revision form, how long should I expect to receive a decision from the chair? Please allow 5 business days for a decision update. If there are any issues with the submission, please contact the administrator at onetrac@vcu.edu.
13 User AllUsers How do I or another individual create an account to access OneTrac? Please complete the registration form at https://onetrac.vcu.edu.
14 ResearchSubmission PI How do I know a submission's status? Please check your submission's status in your Dashboard.
15 ResearchSubmission AllUsers How do I create a new submission? Go to the "Research Submissions" area and click "New Submission".
16 Submission AllUsers How do I edit a submission? You can refer back to a partially completed submission in your "Submissions" area. You cannot edit a submission that has already been submitted.
17 Submission AllUsers What do I need to complete a submission? You will need a protocol or study summary, supporting documentation for your projected total enrollment and documentation that the pre-identified population is available, and any additional documents that may assist committee members in reviewing your study. A checklist of documents you may need is also listed at the beginning of the application.
18 Submission AllUsers How can my coordinator assist with the submission? The coordinator is copied to any submission notifications. The coordinator is able to edit and make submissions on behalf of the Principal Investigator.
19 ResearchReview Reviewer If I am part of the review process, how do I complete the submission review? Please check the Dashboard for any pending reviews. Fill out the form completely, provide a score, and click the "Submit" button to provide a review. After all review categories have been submitted, the Principal Investigator and Coordinator will be notified.
20 User AllUsers How do I change my account's password? Your account's password is tied to your VCU eID and password. Please reset your password using the VCU Self Service Password Reset (https://eidmanager.vcu.edu/sspr/private/Login) page.
21 User AllUsers How do I delete my account? Please request the removal of your account at onetrac.vcu.edu.
22 ResearchReview Reviewer How is scoring done for the Research submission? A review is provided by a Operational Reviewer, Clinical & Scientific Reviewer, and optionally a Facilities Reviewer. A perfect score where the review has 2s for all categories moves forward to approval without revision.
23 ResearchReview FacilitiesReviewer Why am I being asked if a Facilities review is required? As a Principal Investigator, you can indicate if a Facilities review is required. The Facilities Reviewer will determine if the Research submission requires a Facilities review. If a Facilities review is not required, then the submission will exclude the section from the final review score.
24 ResearchReview Reviewer How do I review a submission as a Reviewer? When there is a study for your review, you will receive an email with a link to the study documents as well as a link to the reviewer checklist. You just click on the appropriate link and you will be taken to the applicable document.
25 User AllUsers How do I know when a submission status changes? You will be notified via email when the status of your study changes.
26 User AllUsers How do I place a submission to another department? Please select the department in your Research submission. If you have already submitted your Research application, then you can contact the administrator at onetrac@vcu.edu to reassign your submission to another department.
27 User AllUsers How do I save and return to a submission? At the bottom of a survey, you may click the "Save & Return Later" button. Please copy or write down your return code. You may also send your personal survey link to your email address in Step 2 on the submission's "Save & Return Later" screen. Please note that REDCap will not send you your return code in the email. Your email address will not be recorded in this instance. If you have misplaced your return code, please contact onetrac@vcu.edu and they will be able to assist you in finding your Return Code by referencing your email address, record id number, and/or other unique identifiers.