IRB Email Blast

This page is updated each time a new newsletter is shared by the Emory IRB. Bookmark this webpage to see topics from the latest Emory IRB email blast!

Email blasts are sent to registered users of the Emory eIRB system. If you would like to receive these emails or would like information about a previous email blast, please contact the IRB email inbox.

March 2025

Changes to ClinCard System

NEW: Changes to the ClinCard System Impacting Informed Consent

As you may have heard, the Finance Division implemented changes to the ClinCard system in February to ensure accurate IRS reporting for participant payments. They are also clarifying requirements for all types of payments, including gift cards.

See here for more details, including the small fee being added to each ClinCard requisition.

We updated our informed consent template based on these changes (note: no changes are needed to other study documents, e.g. protocols)

  • The ClinCard system will now validate TIN/SSN for all card users, so we convey that automatic tax withholding will occur if the participant does not provide a valid TIN/SSN. This is regardless of the compensation amount.
    • The withholding amount is 30%, but the consent form does not include that specific detail as it is subject to change. Participants should discuss details with study teams.
  • If a study can budget for additional compensation for affected participants, to cover the tax withholding, the consent form can reflect that fact, but the participant’s information may still be provided to the IRS.

Questions? Contact:

General ClinCard inquiries: emoryclincards@emory.edu.

Tax-related questions: Susan Clark at sclar38@emory.edu.

Budget adjustment requests or other subject payment options:

For any industry-contracted studies, contact WISC at wisctrials@emory.edu.

For federally funded studies, contact your School and Unit RAS.

For all others, contact OCR at ocr_preaward@emory.edu.

Short Form Instruction Page Revised

The instruction page in short forms has been revised for clarity of process and requirement. Please reach out if you have any questions.

Getting ready for the future IRB submission system, “Insight”…Testers needed!

Emory IRB is working on configuring the Insight “Humans” module to meet Emory’s needs. “Go-live” is scheduled for June, 2025.

If you have been meaning to close out any studies (including exempt studies), please do so soon! This will help make data migration simpler, and reduce work for you in the new system.

If you are interested in being a User Acceptance Tester for the new system in April, please contact Heather Shinn.

You can keep informed about the Insight project across all of Research Administration on the Insight SharePoint page.

Policy Update: Minors Joining Research Study Teams @ Emory

You can read the full policy here.

Important highlights for Human Research studies:

This policy covers minors who are 15-17 years old who are not enrolled in any Emory University or Oxford degree program or course. They must be a rising junior or senior attending a Georgia high school. Involving minors under age 15 is not allowed.

For human research, minors are prohibited from:

  • Obtaining informed consent from research subjects
  • Accessing EPIC to view/collect PHI
  • Collecting specimens from human subjects
  • Participating in any clinical care

From Our Partners

Ask RCRA Open House

The Office of Research Compliance and Regulatory Affairs (RCRA) is delighted to invite you to our monthly “Ask RCRA” community forum! Please join RCRA for important research compliance information, including regulatory updates and institutional changes in policies and procedures.

To receive a link to the webinar, please register in advance.

We are excited to announce the return of Ask RCRA’s Open House event, scheduled for Tuesday, March 11th, from 12:00pm to 1:00pm.  Ask RCRA: Open House aims to encourage discussion, answer questions, and share important research compliance information, including regulatory updates and institutional changes in policies and procedures. While the Open House is especially relevant for researchers, research teams, and research administrators, everyone is invited to join us.

To receive a link to the meeting, please register in advance:

When: Tuesday, March 11th

Time: 12pm to 1pm

Registration link:  https://emory.zoom.us/meeting/register/2rvWwmi4SR-OklQXlNJADg

After registering, you will receive a confirmation email containing information about joining the meeting.

Agenda for the session:

  • Minors in Research,
  • Export Controls (exclusion screenings and CUI),
  • SciENcv,
  • and other Regulatory Updates.

Take advantage of this opportunity to chat with the experts from each of RCRA's program units in individual breakout sessions during the second half of the March session.

Bring your questions and be ready to show off your own expertise for the chance to win prizes!

Questions? Please submit them to: researchcompliance@emory.edu or aaliyah.saran.van.de.cruize@emory.edu 

We look forward to seeing you!

​** Be sure to check out the February 2025 edition of our RCRA Newsletter here! **