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The purpose of a monitoring visit is to?
What information will be reviewed during the visit?
What should be done if the study team identifies problems when preparing for the visit?
Does the Principal Investigator (PI) need to be present during the entire visit?
How many research participant records will be reviewed during the visit?
What information/documents should be available for the visit?
What is source documentation?
What consent documentation problems are frequently identified during a visit?
What other types of problems could be identified during a visit?
The Office of Human Subjects Research was expanded in 2004 to include a Compliance group. This group consists of the Regulatory Team and Monitoring Staff. The Compliance group will plan monitoring visits of research protocols approved by the JHM IRB 1-5. The visits primarily are intended to ensure the conduct of approved research at Johns Hopkins proceeds according to the approved protocol. Routine visits will be conducted periodically.
Protocols are selected for routine visits by performing a query of the IRB database.
If you identify errors or omissions while preparing for the visit notify the IRB Compliance staff for guidance. The most frequent advice that is given if an error or omission is detected is to document the occurrence of the event and place a signed dated memo regarding the event in the research file. A report describing this event should also be submitted to the IRB along with a plan of corrective action that will be taken to eliminate future occurrence of the problem.
No. The PI will be asked to meet with the Monitoring Staff at the beginning of the visit for a brief interview (about 15-20 minutes). The PI, or the PI’s research staff, will be asked to be available by pager or to check in periodically to answer questions that may arise. The PI will be asked to meet with the Monitoring Staff at the end of the visit to review the findings, clarify any misunderstandings, and discuss corrective actions for any deviations noted during the visit.
Routine Visit: A review of 10-30% of total participants consented will be performed. If there are less than 4 participants enrolled, a review of all research participant records will be performed. If no participants were consented a review of the protocol binder will be performed.
Prior to the visit, the PI will be asked to provide a list of study participants (initials or ID numbers only) along with the date of informed consent.
The PI will be asked to have the following information available for the visit:
Source documentation is the collection of physician notes, laboratory results, or diagnostic test results that confirm subject eligibility. These documents are placed in the participant’s research record.
The final visit report will list positive findings, as well as areas in which deficiencies were identified. In cases where problems are noted, the investigator has the opportunity to provide clarifications or to develop a plan of corrective action to eliminate the potential for future problems.
The final visit report will be provided to the principal investigator and the JHM IRB Regulatory Team.