IRB Study Closeout
The principal investigator is required to close out the study with the governing IRB when the following conditions have been met:
- Enrollment is closed and research related activities, interventions or interactions with human subjects have been completed
- All queries have been resolved
- PHI data, and records are no longer required by study team or sponsor (data locked)
- Sponsor has conducted a close out visit and issued a close out letter (sponsor grants permission to close the study with the IRB)
Reports should be submitted within 30 days of the completion of the study.
For studies that were initiated through Ideate, close out reports are required to be submitted in Ideate.
Legacy or Paper Studies
Legacy or Paper Studies are studies that were originally approved by the IRB before the Ideate system was implemented. They were submitted on forms via email to the IRB. Notification of closeout, terminations and suspensions for legacy studies do not go through Ideate, instead they continue to utilize FORMS and email email@example.com for submission. Refer to FORM HRP-212 for specific submission instructions.
Submit a close out report to the external governing IRB.
ISMMS PPHS Requirements: Study teams are also required to report the study closure to ISMMS PPHS via Ideate.
Study Termination or Suspension
If a study is terminated or suspended the study team is required to notify the governing IRB immediately.
Study termination or suspension is reported via Ideate.
Legacy or Paper Studies
These are studies that were originally approved by the IRB before the Ideate system was implemented. They were submitted on forms via email to the IRB. Notification of closeout, terminations and suspensions for legacy studies do not go through Ideate, they continue to utilize FORMS and email for submission.
Study termination/suspension is reported to the external governing IRB. Study teams are also required to report study termination/suspension to ISMMS PHHS.
Epic - Unlinking Patients from Clinical Trials and Closing Out or Terminating Clinical Trials
Because all interventional clinical trials (e.g., trials involving drugs or devices) are required to be registered in Epic by research teams (PI or designee), clinical trials also must be closed out in Epic when they end.
In addition, a research team’s clinical research coordinator is responsible for updating a patient’s study status in Epic when that participation status changes, including when the clinical trial has ended.
A study team’s clinical research coordinator must go into Epic and update a patient’s study status to the appropriate status from among the following, Declined, or Completed, or Disqualified, or Withdrawn, or Off-Study, as soon as possible after a patient withdraws or completes a study, and after a study ends.
To close out a clinical trial in Epic, you need to request that the Epic Applications Team do so. The Epic Application Team’s technical work generally takes about one business day. The study team should submit their request to Epic Applications team via the IT Help Desk at least week prior to the close of the study, to allow enough time for the MSHS Epic team to schedule and complete this work as soon as the study closes.
For directions on how to update a patient’s study status in Epic for a clinical trial because the patient has withdrawn from a study, completed it, or because the clinical trial has ended, please see this tipsheet for “Linking a Patient to a Study (intranet)“.
To close out a clinical trial altogether, call email ITHELPDESK@mountsinai.org and provide them with the following information:
Short Study Name (to uniquely identify protocol): __________________
Brief Description (Intervention, etc.): __________________
And at least one of the following:
Study Code (GCO#): __________________
NTC #: __________________
IRB Approval #: __________________
IACUC Protocol Closeout
Once a study has concluded and there is no plan to renew or continue the research outlined in an approved IACUC protocol, the Principal Investigator must ensure that the protocol has been closed and the IACUC has been informed regarding the disposition of the protocol.
A final report must be submitted within 1-10 business days of ending the study.
For detailed guidance on the final report and other requirements for close out, refer to Closing an IACUC Protocol.
ClinicalTrials.gov - Reporting Results
For detailed guidance on the reporting requirements and timelines, refer to Reporting Results.
Investigational Drug Service (IDS) Closeout
Investigators using the Department of Pharmacy Investigational Drug Service (IDS) are required to notify IDS when a study is terminated or closed. The study team must schedule a meeting with IDS to conduct closeout activities including;
- drug reconciliation
- study drug return or destruction
- return of pharmacy file to study team for archiving
For contact information, along with policies and manuals refer to Investigational Drug Service (IDS).
Ancillary Departments and Institutes
Study teams must notify the following ancillary departments and institutes (if applicable) of study closure:
- BioMedical Engineering and Imaging Institute (BMEII) – Email Christopher.Cannistraci@mssm.edu
- Clinical Research Unit (CRU) – Email Joanne.Zephir@mssm.edu
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