On any given protocol, the protocol personnel can change over the course of time. Oftentimes, there are smaller, individual personnel changes to facilitate the quick, efficient protocol data changes through the addition of an administrative contact. While these changes were traditionally done through an amendment in order to add or remove additional administrative contacts in the Protocol People section, Kuali Protocols offers a new solution to help research teams rapidly adapt to any personnel changes on a research protocol without requiring an amendment. Through the addition of the ‘Permissions’ option on the protocol tab menu, users with full-access rights are now able to add additional members to the protocol at any stage with either Full Access or Read Only access.
In the image above, a user navigates to the Permissions tab to view and edit existing personnel permissions.
The Document Permissions section of the protocol will allow you add users to the protocol and also view all users with current access to the protocol document. This includes users added in the Protocol Persons section of the protocol or added in the Document Permissions. Those users added in the People section of the protocol will display their access only; making modifications to their privileges must still be done in the People section via an amendment as traditionally done. Typically, additions to the Document Permissions tab of a protocol are reserved for those users who primarily serve as administrative contacts, making edits and adjustments to the data entry on a protocol form. Critical personnel such as Principal Investigators and Co-Investigators are still populated and added through the ‘People’ section of the main protocol form.
Along with this change we are also changing how access is granted for the protocol initiator. Previously the protocol initiator was added to the People section of the protocol with ‘Full Access’ to allow them to make the necessary access to the document. Now when a user initiates a protocol they will automatically be added to the Permissions tab with 'Full Access' and if they are also key personnel for the protocol they should also be added to the People section of the protocol accordingly.
Document permissions are presented currently to users with either read-only or full access but can be changed by any existing protocol personnel with full access. Any user with full access can add additional users, remove existing users, and change existing user’s permissions. Any changes to the Document Permissions are also tracked with entries in the protocol’s Activity Log.
As shown above, a user with full access begins to add an additional person to the protocol and select their permissions.
As research teams look to continue to adapt and make efficient changes to a protocol’s data entry, these additional permissions for administrative contacts should provide teams the flexibility to add and remove users when necessary without the need of a protocol amendment. This functionality has been enabled in all STG/SBX customer environments and we plan to enable it in PRD environments on January 1st, 2021. Further information on using the Permission area of the protocol can be found in the Protocols - Document Permissions article. If you have any questions or you would like this to be enabled earlier in your PRD environment please submit a support ticket.