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BYU Transition Checklist

As part of the upcoming transition from iRIS to OneAegis, all investigators at Brigham Young University must take specific steps to ensure uninterrupted research operations and compliance with university and IRB requirements. This checklist has been developed by the Human Research Protection Program (HRPP) to guide you through the essential tasks that must be completed before iRIS is retired.

All activities must be finalized by Friday, July 25, 2025. This includes downloading key documents, completing all submissions and responses in iRIS, and preparing your study team for the launch of the new OneAegis system.

Please begin these tasks as early as possible to avoid delays or loss of access to critical information. Use this checklist to help ensure a smooth and successful transition to OneAegis.

BYU Transition Checklist: iRIS to OneAegis

Deadline: Complete all required actions before the last week of July

📁 1. Download & Archive Study Documents

  • Download all approved studies from iRIS: 
    • IRB-approved protocols 
    • Consent forms 
    • Correspondence and approval letters 
  • Archive final versions of current documents in your local/shared drive 
  • You can access a training video here: https://byu.app.box.com/file/1890508168656  
✍️2. Finalize In-Progress Submissions

  • Submit all new study applications in iRIS before July 15 
  • Submit all modifications/amendments in iRIS before July 15 
  • Respond to all stipulations/IRB comments in iRIS by July 20 
  • Monitor iRIS dashboards to confirm completion of all submissions before transition 
  • Draft applications, responses, modifications and renewals will not be transferred to OneAegis. 
🔍 3. Review Study Statuses

  • Confirm the current status of all active studies in iRIS (Approved, Pending, etc.) 
  • Resolve any studies that are in “Pre-Submission” or “Returned for Changes” status 
  • Flag studies under continuing review and plan submission around the transition period 
🔄 4. Prepare for Transition to OneAegis

  • Attend training sessions or webinars for OneAegis system navigation (watch for emails and updates on the IRB website) 

📣 5. Communicate with Study Teams

  • Notify all co-investigators, coordinators, and staff of transition deadlines 
  • Ensure everyone knows: 
    • iRIS submission deadline (mid-July) 
    • Last functional day of iRIS (week of July 25) 
    • Go-live date August 1, for new studies only
📦 6. Backup & Save Critical Communications

  • Save important messages from BYU IRB about your studies 
  • Export communication threads related to study approvals, reviews, or stipulations 
📅 7. Plan for Downtime

  • Identify any submission blackout periods (likely mid August during transition for a few hours only) 
  • Adjust project timelines to avoid submission needs during transition week 
  • Prepare emergency contacts in case of urgent submission needs 

🔔 Reminders:

  • July 25: Target date for submitting all new applications/modifications in iRIS 
  • July 20: Target for responding to all pending stipulations 
  • Week of July 25: Final week before iRIS is retired; no new activity after August 1. 
  • Full board studies will need to be entered in OneAegis by August 10.