From A to Z
How applications are processed
A complete online journey from registration through to closure and archiving — twelve steps, with every action logged for audit.
A complete online journey from registration through to closure and archiving — twelve steps, with every action logged for audit.
A unique, timestamped reference number is assigned at submission, and the version is locked to preserve the audit trail.
Registration is restricted to institutional accounts. Only addresses ending in @atu.edu.iq are accepted; any other domain is rejected, a verification link is sent, and the account activates only after it is clicked.
On first login the submitter completes a profile (name, department, rank, ATU ID, optional ORCID) and passes a short research-ethics training acknowledgment before the new-application button unlocks.
The submitter selects the panel — Human (IRB) or Animal (IACUC) — and the form branches: human studies request consent forms, recruitment plan, and data-protection details; animal studies request species, numbers, 3Rs justification, and veterinary procedures.
The system checks all required fields and files are present, assigns a unique reference number, timestamps it, locks the version, and notifies the Secretary.
The Secretary checks completeness and routes the application to the correct panel. Incomplete files are returned with a checklist; the clock pauses until resubmission.
The Panel Coordinator assigns two or more reviewers, ensuring none has a conflict of interest; the system auto-flags a shared department or declared co-authorship.
Reviewers complete an online checklist and recommend: approve, minor revision, major revision, or reject. The veterinarian's review is mandatory for animal protocols; the layperson's input is required for human protocols.
At the convened (or quorate online) meeting the panel votes: a human protocol needs a majority including the layperson; an animal protocol needs a majority including the veterinarian. The decision is recorded with minutes.
The system generates a decision letter on the correct letterhead (IRB or IACUC) and emails it to the submitter. Revisions return the application to the dashboard for a resubmission cycle, with full version history preserved.
On approval the system issues a signed certificate with the reference number, approval date, and expiry date — downloadable as PDF.
The system schedules continuing-review reminders, logs amendments and adverse-event reports, and tracks expiry. Animal facilities receive semi-annual inspection reminders.
On study completion the submitter files a final report; the application is closed and archived, remaining read-only for audit.