Supporting Statement for the Department of Health and Human Services (HHS) Institutional Review Board (IRB)
Registration Form
Background
The Office for Human Research Protections (OHRP) and the Food and Drug Administration (FDA) are requesting a three-year extension of the OMB No. 0990-0279, Institutional Review Board (IRB) Registration Form, currently approved through October 31, 2018. That form was modified in 2009 to be consistent with IRB registration requirements that were adopted in July 2009 by the Office for Human Research Protections (OHRP) and the Food and Drug Administration (FDA), respectively. At that time OMB recommended that the information collection request required by OHRP’s and FDA’s IRB Registration rules be combined because the information would be submitted using the same form. A similar mechanism is currently being used and we would like to continue to use that mechanism in the current request for a three-year extension of the OMB form No. 0990-0279.
The purpose of the IRB Registration Form is to provide a simplified procedure for institutions engaged in research conducted or supported by HHS to satisfy the (1) HHS regulations for the protection of human subjects at 45 CFR 46.103((b), 45 CFR 46.107, and 45 CFR 46, subpart E, Registration of Institutional Review Boards; and, FDA regulations for institutional review boards at 21 CFR 56.106. The respondents for this collection are institutions or organizations operating IRBs that review human subjects research conducted or supported by HHS, or, in the case of FDA’s requirements, each IRB in the United States that reviews clinical investigations regulated by FDA under sections 505(i) or 520(g) of the Federal Food, Drug and Cosmetic Act; and each IRB in the United States that reviews clinical investigations that are intended to support applications for research or marketing permits for FDA-regulated products.
A. Justification
OHRP:
Need and Legal Basis
Section 491(a) of the PHS Act states that the Secretary shall by regulation require that each entity applying for HHS support to conduct research involving human subjects submit to HHS “assurances” satisfactory to the Secretary that it has established an IRB to review the research in order to protect the rights and welfare of the human subjects of such research.
Section 491(b) of the Act requires HHS to establish a program (i) for responding promptly and appropriately to requests for clarification and guidance with respect to ethical issues raised in connection with biomedical or behavioral research involving human subjects; and (ii) for responding promptly and appropriately to information regarding incidences of violations of the rights of subjects of research conducted or supported by HHS.
Pursuant to the requirements of the PHS Act, HHS has promulgated regulations for the protection of human subjects at 45 CFR part 46. In accordance with HHS regulations at 45 CFR 46.103(b), assurances applicable to HHS-conducted or supported research shall include, among other things:
Designation of one or more IRBs established in accordance with the requirements of the HHS regulations [45 CFR 46.103(b)(2)].
A list of IRB members identified by name, qualifications, and affiliations [45 CFR 46.103(b)(3)].
HHS regulations at 45 CFR 46.107 impose, among other things, the following requirements on IRBs:
(a) Each IRB shall have at least five members with varying backgrounds [45 CFR 46.107(a)].
(b) The IRB shall be sufficiently qualified through the experience and expertise of its members and the diversity of the members, including consideration of race, gender, and cultural backgrounds [45 CFR 46.107(a)].
HHS regulations at 45 CFR 46, subpart E, require, among other things, that each IRB that reviews research involving human subjects conducted or supported by HHS must be registered with HHS.
OHRP is the HHS component charged with fulfilling the statutory mandates of the PHS Act and enforcing HHS regulations at 45 CFR part 46.
In December 2000, OHRP initiated a process for registering IRBs. The IRB registration system was developed in response to a 1998 HHS Office of Inspector General (OIG) recommendation that all IRBs register with the Federal government on a regular basis as part of an effort to develop a more streamlined, coordinated, and probing means of assessing IRB performance and to enhance the Federal government’s ability to identify and respond to emerging problems. The OHRP IRB
registration system was designed to collect information required under the HHS human subjects protection regulations at 45 CFR 46.103.
The OHRP IRB registration system developed in December 2000 was also designed to collect additional information to be provided voluntarily by institutions or IRBs, regarding the accreditation status of the institution or IRB organization, total numbers of active research protocols reviewed by the IRB (including protocols supported by other Federal departments or agencies) and the nature of those protocols, and IRB staffing.
On July 6, 2004, OHRP published in the Federal Register (69 FR 40584) a Notice of Proposed Rulemaking (NPRM) seeking public comment on changes to the IRB registration system, that would require submission of the information being submitted on a voluntary basis. By requiring IRBs to provide such information, OHRP IRB registration requirements would become substantially consistent with requirements for IRB registration that were simultaneously proposed by FDA in the same issue of the Federal Register (69 FR 40556). OHRP and FDA proposed to use a single registration system, accessible on the OHRP website, in which all IRBs that review research conducted or supported by HHS or clinical investigations regulated by FDA could register.
The OHRP final IRB Registration Rule that was published in the Federal Register on January 15, 2009 (74 FR, No. 10, pp 2399-2405) and became effective on July 14, 2009 requires the following information must be provided to HHS when registering an IRB: the
name, mailing address, and street address (if different from the mailing address) of the institution or organization operating the IRB(s); and the name, mailing address, phone number, facsimile number and email address of the senior officer or head official who is responsible for overseeing activities performed by the IRB;
name, mailing address, phone and facsimile numbers and electronic email address of: (i) the senior officer or head official who is responsible for overseeing activities performed by that institution’s or organization’s IRB; and (ii) the contact person providing the registration information;
name, if any assigned to the IRB by the institution or organization, and the IRB’s mailing address, street address (if different from the mailing address), phone and facsimile numbers and electronic mail address;
name, phone number and electronic mail address of the IRB chairperson;
approximate number of all active protocols and approximate number of active protocols conducted or supported by HHS; and
approximate number of full-time equivalent positions devoted to the IRB’s administrative activities.
The Food and Drug Administration (FDA) in 2009 requested OMB approval for two collections of information associated with IRB registration. The first collection of information was represented by the OMB form 0990-0279 developed jointly by OHRP and by FDA which was approved by OMB for use through June 30, 2012 and again through June 30, 2015 and through October 31, 2018.
Additionally, FDA proposed to amend its regulations pertaining to IRBs. The final rule was published in the Federal Register (74 FR, No. 10, pp 2358-2369) on January 15, 2009 and became effective on July 14, 2009; it requires IRBs to register at a website accessible on the OHRP website and maintained by OHRP.
FDA took this action pursuant to a recommendation from the Office of the Inspector General, Department of Health and Human Services, to require all IRBs to register with the federal government to develop a more streamlined, coordinated, and probing means of assessing IRB performance and to enhance the government’s ability to identify and respond to emerging problems. Information on registered IRBs makes it easier for FDA to send educational information to IRBs and to identify IRBs for inspection.
Insofar as its final rule is concerned, FDA requested approval from OMB of a new collection of information requirement in "Institutional Review Boards; Registration and Use Requirements” codified at 21 CFR 56.106. The new collection of information associated with the rule was projected to be 8,750 hours.
21 CFR 56.106(c) - Reporting
This provision requires an IRB to submit an initial registration to HHS. The initial registration may occur at any time, but each IRB must renew its registration every 3 years.
Section 56.106(b) describes the contents of the registration information, such as:
The name, mailing address, and street address (if different from the mailing address) of the institution operating the IRB and the name, mailing address, phone number, facsimile number, and electronic mail address of the senior officer of that institution who is responsible for overseeing activities performed by the IRB;
The IRB’s name, mailing address, street address (if different from the mailing address), phone number, facsimile number, and electronic mail address; each IRB chairperson’s name, phone number, and electronic mail address; and the
name, mailing address, phone number, facsimile number, and electronic mail address of the contact person providing the registration information.
The approximate number of active protocols involving FDA-regulated products reviewed. For purposes of this rule, an “active protocol” is any protocol for which an IRB conducted an initial review or a continuing review at a convened meeting or under an expedited review procedure during the preceding 12 months; and
A description of the types of FDA-regulated products (such as biological products, color additives, food additives, human drugs, or medical devices) involved in the protocols that the IRB reviews.
21 CFR 56.106(e) - Reporting
This provision requires IRBs to revise their registration information:
within 90 days if the IRB’s contact or chairperson information changes;
within 30 days if the IRB decides to disband or discontinue reviewing clinical investigations regulated by FDA; or
for all other information changes, when the IRB renews its registration.
2. Information Users
OHRP:
The IRB Registration Form collects the following information from Institutions or Organizations operating IRBs that are regulated by OHRP, for the following purposes:
The name, location, mailing address, street address (if different from the mailing address, and OHRP-assigned number (called an IORG number)) of each institution or organization that has registered an IRB. The IORG number is a unique number assigned by OHRP to an institution or organization the first time that it registers an IRB. This number is to be provided to OHRP whenever an institution or organization subsequently updates or renews the existing registration of any of its IRBs or registers a new IRB.
(Note: submitting the following information for the institution’s or organization’s senior officer or head officer is optional: earned degree(s), title or position)
Purpose: This information is collected so that OHRP can contact that person directly if significant issues or problems arise that involve, or could involve, the institution and to forward educational information to that person.
(Note: submitting the following information for the contact person is optional: earned degree(s), title or position)
Purpose: OHRP uses this information to identify the specific IRBs for which registration information is provided. OHRP posts a list of registered IRBs on its website, including the name and location of each IRB and the name and location of the organization operating the IRB. An institution submitting an assurance will include the IRB registration number for each IRB designated under its assurance, thereby eliminating the need for multiple submissions of the same information to OHRP.
(Note: submitting the following information for the IRB chairperson is optional: earned degree(s), title or position, mailing address, and facsimile number)
Purpose: This information is collected so that OHRP can confirm that the requirements of 45 CFR 46.103(b)(3) and 46.107(a) are met.
The approximate number of full-time equivalent (FTE) positions devoted to the IRB’s administrative activities.
In brief, the IRB Registration Form pertaining to FDA-regulated IRBs cover the following information:
The name, mailing address, and street address (if different from the mailing address) of the institution operating the IRB and the name, mailing address, phone number, facsimile number, and electronic mail address of the senior officer of that institution who is responsible for overseeing activities performed by the IRB;
The IRB’s name, mailing address, street address (if different from the mailing address), phone number, facsimile number, and electronic mail address; each IRB chairperson’s name, phone number, and electronic mail address; and the name, mailing address, phone number, facsimile number, and electronic mail address of the contact person providing the registration information.
The approximate number of active protocols involving FDA-regulated products reviewed. For purposes of this rule, an “active protocol” is any protocol for which an IRB conducted an initial review or a continuing review at a convened meeting or under an expedited review procedure during the preceding 12 months; and
A description of the types of FDA-regulated products (such as biological products, color additives, food additives, human drugs, or medical devices) involved in the protocols that the IRB reviews.
FDA uses the registration information to identify IRBs for FDA inspection and to convey information to IRBs.
Improved Information Technology
OHRP:
Each IRB must be registered electronically through http://ohrp.cit.nih.gov/efile unless an institution or organization lacks the ability to register its IRB’s electronically. If an institution or organization lacks the ability to register an IRB electronically, it must send its IRB registration information in writing to OHRP.
FDA:
The collection of information relies primarily on the use of electronic collection techniques. FDA’s final rule, however, does allow IRBs to register in writing if they lack the ability to register electronically.
Duplication of Similar Information
The IRB Registration Form does not duplicate any other information collection by OHRP or by FDA. Additionally, FDA has harmonized its registration requirements with OHRP to the maximum extent possible. (OHRP is the principal federal agency responsible for human subject protection issues as they relate to HHS-conducted or supported research involving human subjects. In contrast, FDA’s human subject protection regulations apply to most research involving FDA-regulated products, regardless of federal funding.) If an IRB is subject to regulation by both FDA and OHRP, it needs to register only once. Therefore, no duplication of data exists.
Small Businesses
The information collection through the IRB Registration Form is simple and straightforward and represents the minimum amount of information necessary to satisfy the OHRP and FDA Registration Requirements. The information collection will not have a significant economic impact on a substantial number of small entities.
Less Frequent Collection
OHRP:
The registration information for an IRB must be updated within 90 days after changes occur regarding the contact person who provided the IRB registration information or the IRB chairperson. Any renewal or update that is submitted to, and accepted by, OHRP begins a new 3-year effective period.
An institution’s or organization's decision to disband a registered IRB which it is operating also must be reported to OHRP in writing within 30 days after permanent cessation of the IRB’s review of HHS-conducted or -supported research.
Each IRB must renew its registration every 3 years.
This frequency of collection is required so that OHRP can ensure that the HHS IRB registration system is accurate and up-to-date. Based upon OHRP’s experience with prior IRB registration processes, less frequent collection would result in IRB registration information on file with OHRP which contains key information that is outdated and inaccurate. In addition, funding agencies that rely on the HHS IRB registration system will be able to rely on the IRB registration information for a current, accurate list of designated IRBs for an institution.
FDA:
Failure to register would impair FDA’s ability to send information to an IRB and to identify an IRB for inspection. FDA uses inspections to determine an IRB’s compliance with FDA requirements.
Special Circumstances
None.
Federal Register Notice/Outside Consultation
OHRP and FDA:
Public comments were requested for a 60-day period in the Federal Register (August 17, 2018, 83 FR 41080); no comments were submitted.
Payment/Gift to Respondent
OHRP and FDA:
No payments or gifts are provided to the respondents.
Confidentiality
OHRP and FDA:
The public is not required to submit a Freedom of Information Act (FOIA request to request non-public IRB-Registration information.
The database used to track IRB registration data, referred to as the Human Assurance Tracking System (HATS) was redesigned in July 2009; it utilizes Microsoft SQL Server tables stored on a server maintained by the Center for Information Technology, National Institutes of Health. The HATS application screens and associated IRB registration tables/server utilize a username/password and appropriate session variables to access and modify the IRB registration data. Without the appropriate username/password, unauthorized users will not gain access to the IRB registration database. IRB Registration database tables will never be provided outside of OHRP or FDA. Requests for IRB Registration information are fulfilled via printed reports or disk files containing extracted information.
The public can retrieve limited data from the IRB registration database tables via the internet search screens found on the OHRP website at http://ohrp.cit.nih.gov/search/search.aspx?styp=bsc. This link provides read only access to the name and location of IRB Organizations and their IRB(s) name, and date of last IRB membership update for those IRBs that must submit IRB membership information. Information provided to the public via the OHRP website does not include the names and contact information of the IRB Organization’s Senior Officer/Head Official or Contact Person or IRB(s) Chairpersons. This information is accessible to appropriate representatives of the other Federal departments and agencies that have adopted the Federal Policy via a secure internet connection that requires a username and password. Of note, the public and other agencies do not have the ability to modify the IRB registration database tables.
Sensitive Questions
OHRP and FDA:
No sensitive information is being collected by the IRB registration system.
Burden Estimate (Total Hours & Wages)
OHRP and FDA:
Burden estimates for the IRB Registration Form have reduced a small amount from the current burden estimate. The estimate of the number of respondents is based upon the current number of IRBs registered with HHS, approximately 5,750, IRBs, and projecting that the number of respondents may increase to 6,000. Of the approximately 5,750 IRBs, 56 percent are registered as OHRP-only IRBs, one percent as FDA-only IRBs, and 43 percent as both OHRP and FDA IRBs.
Of the approximately 5,750 registered IRBs, 100 percent submitted their registration information electronically.
Of the 6,000 projected respondent IRBs, up to 350 are expected to submit new registration information one time and update registration information one time during the year and up to 5,650 are expected to update or renew IRB registration information up to two times each year. The burden is estimated to average one hour for an initial IRB registration, and thirty minutes for updating or renewing the registration of a previously registered IRB. If on average 5,760 previous respondents submit information two times each year and on average 350 submit new registration information one time a year and update IRB information one time a year, the total annual burden hours are projected to be 6,175 hours.
Total Estimated Annualized Burden Table
Form name
|
Number of Respondents |
Number of responses per respondent |
Average burden per response (in hours) |
Total Burden hours |
IRB Registration 0990-0279 Update |
5,650 |
2 |
30/60 |
5,650 |
IRB-Registration 0990-0279 Initial and Update
|
350 |
2 |
45/60 |
525 |
Total |
|
|
|
6,175 |
The estimate of the hours per response assumes that all respondents will complete the IRB Registration Form via internet on an interactive page on the OHRP website. The time estimate includes an estimate of the time needed to (i) read and understand the instructions for completing the IRB Registration Form; (ii) collect the information to complete the form; and (iii) enter the information requested on the IRB Registration Form. Based on OHRP’s experience in registering the IRBs currently registered, most of the respondents will be administrative staff persons (to include the IRB Administrators) within organizations and institutions. The hourly wage is estimated to be $25 and the total burden cost is estimated to be $167,500.
Total Estimated Annualized Burden Table
Form Name
|
Total Burden Hours |
Hourly Wage Rate |
Total Burden Dollars |
IRB Registration 0990-0279 |
6,175 |
$25.00 |
$154,375 |
IRB-Registration 0990-0279 Initial and Update |
525 |
$25.00 |
$13,125 |
Total |
|
|
$167,500 |
Capital Costs (Maintenance of Capital Costs)
There are no direct capital costs to respondents other than the time to review the instructions and to complete the IRB Registration Form.
Cost to Federal Government
The estimated annual Federal costs for reviewing and accepting IRB Registrations is $353,000
Program or Burden Changes
The annual burden estimate reduced a small amount compared to the current burden estimate. The total annual burden in the current information collection (12, 800 hours and $320,000, respectively) is projected to decrease to be 6,175 hours and $167,500, respectively in this requested collection. This is due to an adjustment in agency estimate in this request.
Plans for Tabulation and Publication and Project Time Schedule
There are no plans to publish or tabulate the information.
Reason(s) Display of OMB Expiration Date is Inappropriate
Display of OMB expiration date is appropriate.
Exceptions to Certification for Paperwork Reduction Act Submissions
No exception is requested.
LIST OF ATTACHMENTS
a. Section 491 of the Public Health Service Act
Title 45 Code of Federal Regulations Part 46
Title 21 Code of Federal Regulations Part 56
Attachment 2 – Instructions for completing the current IRB Registration Form
a. Proposed Instructions
Attachment 3 - IRB Registration Form
a. Proposed Form
| File Type | application/msword |
| File Title | Supporting Statement for the Institutional Review Board (IRB) Registration Form and for Institutional Review Boards: Registratio |
| Author | istithco |
| Last Modified By | SYSTEM |
| File Modified | 2018-10-31 |
| File Created | 2018-10-31 |