Protocols - Admin Only Form

Admin Only Form Overview

Kuali Protocols offers research administrators multiple options to share documents, make protocol determinations, and track protocols across their lifecycle. In some instances, critical protocol documentation and regulatory data is tied to individual versions of a protocol. For that use case, Kuali Protocols offers research administrators an Administrative Details form to track and maintain protocol data across its lifecycle. 

The Administrative Details form exists as its own template under the Templates page in Kuali Protocols as the “Admin Only” template for each protocol type that an institution is using.  Similar to the traditional template builder options within Kuali Protocols, users will have the ability to create a uniquely tailored form that adheres to institutional best practices. Validations are removed from the Admin Only template, permitting research administrators to make form selections and data entry without enforcing required fields from different versions of a protocol.  When you've created your template and are ready to go live you can then enable the Admin Form in the General section of IRB Configuration, IACUC Configuration, or IBC Configuration.  

Please note, the only required field in the "Admin Only" form is the 'Study Status' field - all other fields can be configured and customized as desired.

The image above displays an “Admin Only” IRB template in an editable state within the template builder.

The information documented within Administrative Details is tied to approved protocol versions. Admins are able to edit the form on any ‘Submitted for Review’ or ‘Resubmitted’ state of a protocol.  Once a protocol has been approved, the existing versions of the admin form that are associated with protocol versions are locked and documented with the protocol. On protocol amendments and future versions of protocols in the ‘Submitted for Review’ or ‘Resubmitted’ state, the form is once again editable by the research administrator.

A test version of the Administrative Details form, shown at the bottom of the existing protocol form. 

Principal investigators and any assigned protocol personnel are able to view the information documented in the Administrative Details form in a read-only view, across any version. Similarly, any additional non-admin user that is added onto the protocol in later versions will also only retain read-only access with the admin form.

The Administrative Details Form itself is located under the body of the main protocol form, accessible through its own Jump To menu. In addition to the Admin Notes and Files section within Kuali protocols, which allows for holistic document and data uploads, As admins review and make protocol determinations, the Administrative Details form will serve as a useful centerpiece for admins to track more nuanced protocol related information. 

More information and walkthrough demo of the Admin form can be found in the below video:

Enabling the Admin Form in Your Environment

The Admin form template is available in all environments so you can start building your form at any point. Once enabled, the active Admin Only form is turned on immediately and will be added to all new protocols. For this reason customers should start in the SBX environment first to design, enable, and test your form.  Once you've finalized the design of your form, you can use the template export/import to move the design from SBX to PROD.  Once you've imported the template you can then enable via the 'Enable Admin Only Form' configuration option in IRB Configuration, IACUC Configuration, or IBC Configuration.