Once a study obtains PROC approval, the PI will receive an email that contains a link to the VCUHS Privacy Board application in REDCap. Only the study PI is permitted to complete the VCUHS Privacy Board application because signatures are required from the PI.  

Since the PROC and VCUHS Privacy Board applications are interconnected, you will not need to re-enter basic study details. Instead, you will only be required to provide information necessary for the VCUHS Privacy Board review.

For investigators that are not ready to submit to the PROC because they are in the "Preparatory to Research" phase according to VCUHS Privacy Board criteria, which involves gaining access to personal health information (PHI) for preliminary study purposes without contacting potential subjects (as contacting requires an IRB waiver, e.g., for chart reviews), a separate "Preparatory to Research" request form must be completed.

Once your study gains PROC approval, the PI will receive an email with a link to a form where they can proceed to fill out the VCUHS Privacy Board application. Only the PI should complete the VCUHS Privacy Board application because signatures are required from the PI.  

Since the PROC and VCUHS Privacy Board applications are interconnected, you won't need to re-enter basic study details. Instead, you'll only need to provide information necessary for the VCUHS Privacy Board review.

For investigators that are not ready to submit to the PROC because they are in the "Preparatory to Research" phase according to VCUHS Privacy Board criteria, which involves gaining access to personal health information (PHI) for preliminary study purposes without contacting potential subjects (as contacting requires an IRB waiver, e.g., for chart reviews), a separate "Preparatory to Research" request form must be completed.

Coordinators cannot complete the VCUHS Privacy Board Research Data Application. It must be completed by the Principal Investigator (PI), as the application requires the PI’s signature and attestation to key criteria related to the data request.

Please refer to the “Important items for a successful application”  section of the website for more details

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.

Please refer to the Save & Return Later email link if you have clicked the "Save & Return Later" button and “Send Survey Link”.  Please contact the administrator at onetrac@vcu.edu if you have lost your survey link and/or return code.  You cannot edit a submission that has already been submitted. If you have already submitted your VCUHS Privacy Board Application and need to make edits, please the VCUHS Privacy Board PrivacyBoard@vcuhealth.org

This separate form is not required for a PROC/VCUHS Privacy Board Application but is provided to accommodate requests that are not ready for a PROC submission. An example for the request type could include chart reviews to determine a subject population to determine feasibility of a study.

Once a VCUHS Privacy Board Application is submitted, the board begins the review process. If additional information is required, they may contact the PI. Once the application is deemed sufficiently complete, it undergoes either Expedited or Full Board review, resulting in an approved or disapproved status.

Full Board Reviews involve a committee that includes at least one reviewer who is independent and not affiliated with VCUHS. These reviews are typically required for applications involving higher privacy risks or complex determinations

Expedited Reviews do not require an independent reviewer and are typically used for applications posing minimal risk to privacy, allowing for a quicker review process.

Expedited Reviews are typically processed within 10 business days.
Full Board Reviews are scheduled on a monthly basis, once all required supporting information has been received.

Principal Investigators (PIs) and study coordinators will receive an email notification with the scheduled date for review by the VCUHS Privacy Board

Please allow up to 5 business days after the date of your submission to receive a notification on the review status. For any questions on your application, please contact PrivacyBoard@vcuhealth.org.

If your study has already received PROC approval, you can proceed with any dependent downstream compliance requirements.

If your application was approved for a “Preparatory to Research” request, you may now move forward with the specific activities outlined in your approval.

Please contact PrivacyBoard@vcuhealth.org

Monitor your email account for communication from the VCUHS Privacy Board for updates on the request status or so you can promptly respond to requests for more information.