Transitioning from IRBManager to Cayuse

IRBManager will be phased out as part of the transition. Please download and securely save all relevant protocol documents for any active studies, and any studies for which you are required to retain records, including: 

• Approved applications, amendments, and continuing reviews 
• Approval letters 
• Approved study materials, such as recruitment materials, consent and assent forms, debriefing materials, surveys, interview guides, scripts, instruments, or other participant‑facing documents 

These materials may be useful for reference once Cayuse goes live.

Follow these instructions: Printing xForms with Attachments (PI) 

Cayuse Human Ethics is not yet available for use as we finalize development, but you can review this Introductory Video and Companion Walkthrough, created by Cayuse, to get familiar with the Dashboard, Study Submissions, and Task areas in Cayuse and learn how to navigate the system. 

Details on Brightspace training and live virtual training on protocol creation and submission will be provided in upcoming communications.

If you submitted a protocol before the 06/26/2026 deadline, we can still work on your protocol in IRBManager. As part of our transition to a new system, researchers must submit all requested changes within seven days. If revisions are not submitted within this timeframe, the application will be closed, and a new application must be submitted in August through the new system.

• If your project is approved through IRBManager, a “shell” will be transferred to Cayuse with a PDF packet of the IRBManager protocol + documents attached. If you need to submit an Amendment (“Modification” in Cayuse)  in the future, you will manually repopulate the protocol in Cayuse.
• If you are not planning on starting data collection this summer, we suggest that you wait to get approved through Cayuse. We can continue providing feedback on your IRBManager protocol this summer so that you are ready to submit on Cayuse once the platform goes live (8/03). 

If you have not already done so, please contact  your HRPP Coordinator (eforero@jjay.cuny.edu) and Research Compliance Assistant (jejones@jjay.cuny.edu) to discuss whether your protocol should continue through the approval process in IRBManager or be held for submission in Cayuse. 

Additionally, please let us know if you have a pressing data collection start date so we can prioritize processing your protocol in Cayuse. 

Records for open / approved projects that were submitted in IRBManager will be migrated as "shells" to Cayuse Human Ethics with basic information about the project during the IRB quiet period and post go-live.

• HRPP staff will manually add materials and/or information about Full-Board and federally funded projects in Cayuse Human Ethics to create legacy records.
• Exempt and Expedited projects will remain as “shells” in Cayuse. The IRBManager xForm and all associated attachments will be exported as a single PDF and attached to the corresponding Cayuse shell. For new Amendments (“Modifications” in Cayuse) to these Exempt and Expedited projects, PIs will need to manually repopulate the protocol in Cayuse.
• Closed projects, NHSR, and xForms left in Data Entry will not be migrated to Cayuse Human Ethics. Please download your documents from IRBManager!
• Once a legacy record is created, the Principal Investigator and research personnel will have access to historical information and be able to submit a Modification, Renewal, or other submission in Cayuse Human Ethics.

• Information about training and access to resources
• Instructions for accessing Cayuse Human Ethics
• Cayuse Human Ethics Go Live (August 3)
• We will continue to keep the research community informed as the Cayuse implementation schedule and training resources are released. Clear guidance will be shared to support researchers throughout the transition.

06/15/2026 — Deadline to submit Annual Check-Ins and Continuing Reviews for projects expiring before 08/30/2026.

06/22/2026 — Deadline to submit a new IRB application in IRBManager.

06/26/2026 ­­— Deadline to submit Amendments or Final Reports* for existing protocols on IRBManager.

Note: Final Reports and Event Reports can still be submitted in IRBManager if needed. 

Researchers who have an URGENT need to submit a new project or modification to an existing project during the IRB Quiet Period should email their HRPP Coordinator (eforero@jjay.cuny.edu) and copy HRPP@cuny.edu with a clear justification for the urgency. Use the subject line: Urgent Review Needed - submission type [initial, modification, etc.]. Requests will be reviewed within 2-3 business days and are determined on a case-by-case-basis.