An IRB approved or exempt certified study is considered active until approval for it expires or the study is closed. Studies should be closed when all activities involving human subjects described in the study are completed. This includes research-related interaction/intervention with subjects and analysis of identifiable private information (data).
Once a closure has been processed for a study, the only way to continue with research activities is to create a new study and new Initial Submission in Cayuse Human Ethics.
Administrative Closure
If a renewal for a given study is not submitted prior to the study’s expiration, the study will be administratively closed after expiration. Once a study expires, all study activities involving human subjects must cease. This includes: recruitment, consent, study procedures, analyzing identifiable data, etc.
Closure by PI request
The PI may use a Closure Submission at any time before expiration to inform ORCA that they wish to close an active study.
The Closure Submission form includes questions to make sure the study is eligible for closure.
If you are unsure about whether to proceed with a study closure, email orca@ucsc.edu before creating a Closure Submission.
If the PI leaves the university prior to the expiration of a study, the study must be closed or transferred to another eligible UC Santa Cruz PI. Student-led studies must be closed before graduation or departure from UC Santa Cruz. This is the responsibility of the student’s faculty advisor (PI).
Create a Closure Submission
- Log in to Cayuse Human Ethics.
- Find your study on the dashboard in “Approved Studies” and select it.
- In the top right corner select the “+ New Submission” button.
- Choose “Closure.”
- Select the “Complete Submission” link and follow the instructions to fill out the submission.
- When the submission is complete, follow the instructions for submitting.
- The PI and the co-PI (if applicable) will be sent emails with instructions for certifying the submission in Cayuse.
- Once all certifications are entered, the submission will be routed to ORCA and you will receive an acknowledgment email.
- Check your email (Cayuse will use your @ucsc.edu address) on a regular basis, as you may receive important information and/or questions regarding the submission.
- You will receive an email from Cayuse once the study has been closed.