OneAegis Data Transfer
This document will walk you through how to transfer your information from the iRIS application to the new system, OneAegis.
Verify Study Status
Login to OneAegis using your BYU username and password. When you log in, you will be directed to the Project Switchboard. Select IRB.
If you need more information on how to navigate OneAegis, please refer to the OA Site Guide on the IRB website.
You are able to locate your current study two different ways:
Locate the classification of the study on the page. It should be listed as Exempt or Expedited.
Begin a New Application
Once you have located the classification of the study, open the appropriate forms for the data transfer in OneAegis:
For both Exempt and Expedited, you will start an xForm.
There are two dashboard types. You can start your xForm from either view.
Transferring Text from iRIS to OA
After you have opened a new xForm, you can begin transferring the text from your old form to the form in OneAegis.
Step 1: To locate the PDF document with your initial iRIS submission, locate the study in OneAegis.
Step 2: Scroll down until you see the Events heading. Look for Historical Attachments and click the number under Attachments.
Step 3: Locate the attachment with your original iRIS submission. It should be titled IRB Application (xxxxx).pdf.
Download the attachment by clicking on its name.
Note: You can also see any of your previously approved study documents from this screen. You can download these documents to use as template for your new submission (attach clean copies with no date stamp).
The attachment will appear in your downloads, you will use this document to transfer information into OneAegis.
The PDF should look like this!
Step 4: Begin copy and pasting the information to their respective section of the form. Using the Find feature (⌘ + F; Ctrl + F), you can locate each question on the PDF.
You can also search the iRIS application using section numbers.
Use the following guide to identify what section number on the iRIS application corresponds to each question.
Please note that older versions of the iRIS application may have different section numbers than the ones listed below.
Sections Requiring Information from OA
When filling out the application you will need to use some current information in OneAegis to fill out the following sections.
Co-Investigators & Research Personnel
In the Study Information section, you will be asked to input co-investigators and research personnel. Use the One Aegis study screen to identify the most current names and contact information.
- It is easier to find the correct person if you know their NetID
- Please note that students listed on the iRIS application as Co-Investigators can no longer serve in that role in OA. List the students as research assistants.
Exempt Categories
In the Exempt Categories section, you will be asked to select which exemption category your study fits. Use the One Aegis study screen to identify the original determination.
Please note, if your study does not fit any of the listed categories, mark ‘None of these categories apply’ and the form logic will open accordingly.
New Updates & Questions
Several sections have been updated in the OneAegis application. Please read the new application carefully and ensure that all responses answer the question being asked.
Below are two examples of changes.
If you selected Encrypted for the question asking about data storage, there is a new follow-up question required:
There is new formatting for documenting instruments in the form of “cards.” Each instrument will require a card. Each card will ask for specific information.
Please answer the prompts and questions listed on the card.
There are several sections that will require you to upload documents or attachments. Keep the following in mind when adding attachments.
Uploading Attachments
Naming: Please enter a descriptive title in the format described in the application. This will typically include the type of document, the group it is for, and the version date.
Multiple Documents: You may add multiple documents in some sections. Please attach each instrument and/or document that is mentioned in the application or the IRB will require you to add them in revisions. Documents such as verbal consent, word-of-mouth recruitment scripts, and email communication templates are often overlooked but need to be included.
Guidelines: All forms must meet all IRB and federal guidelines. For example, HRPP contact information must be listed on consent forms. For sample documents and tips, click here.
For more information about required recruitment elements, click here.
Replace Attachments: Use the green arrows to replace attachments. Make sure to click attach when you are finished or the document will not update correctly.
Please attach clean copies of the your recruitment and consent materials.
“Clean copies of materials” indicates that the documents do not contain any date stamps or markings from prior IRB approvals.
Other Attachments: Please also note that attachments are uploaded in specific sections and you must upload the correct documents associated with the section.
At the end of the application, there is a space for you to upload documents that do not fit section headings (research site approvals, permissions, international contact, international ethics review, etc.)
Locating Attachments of Approved Studies from iRIS
Studies from iRIS
If you do not already have your study documents and attachments saved on your desktop, you can download your approved study documents and attachments on OA.
Step 1: From the Projects view, click on the name of the study you wish to modify.
Submitting Your Application
After entering your protocol information, the PI needs to sign the submission by entering their password and clicking next.
Transferring Data from Existing xForms
In some cases, you may be required to open a new xForm for studies that already have an existing xForm in OA.
Follow these steps to locate the appropriate documents and forms to begin transferring your data.
Locating Your Current xForm
To begin, you will need to locate your study page in OneAegis.
Login to OneAegis using your BYU username and password. When you log in, you will be directed to the Project Switchboard. Select IRB.
