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IBC Protocol Submission

IBC Protocol Submission and Documents

The IBC Approval Process

Principal Investigators (PIs) seeking initial IBC approval are required to submit a completed Protocol Application at least three weeks prior to the desired IBC meeting date. IBC meetings are generally held on the 2nd Tuesday of each month at 2:00 p.m.  When a protocol is approved the PI will receive a formal letter of approval.

All IBC protocol applications (new and existing) must be submitted using the IBC Protocol Management online system.  Launched in July 2017, the online system will be the only accepted source for submission of new protocols and amendments to active protocols.

The new online system will allow you to view all information submitted and approved as part of your existing protocol.  You can also view the training status of all personnel listed on your protocol, submit personnel changes and amendments, and obtain a copy of your approval letter(s).

If you are planning to submit a new protocol or to amend an existing protocol, and have any questions, please contact the IBC administrator who will assist you with this process at ibc@vt.edu or (540) 231-1910.

University Biosafety Manual (online)

University Biosafety Manual: This manual contains the SOPs and requirements to be followed when working in a Virginia Tech BSL-1 and/or BSL-2 lab. The manual is maintained and updated by Virginia Tech Environmental Health and Safety.

All personnel and Principle Investigators will need to review this manual. You do not need to submit any information or print this manual, but all personnel should be aware of how to access the manual online.

The manual may be updated without notice. For this reason, we do not suggest saving a copy on computers in your lab. Always download the most recent version online.

New Protocol Applications

You will need to use the IBC Protocol Management online system to submit your new protocol. Use your Virginia Tech PID and password to log into the system. To begin a new protocol, click “Start New Protocol”.

The online system will guide you through the completion of your IBC protocol, and submission of the completed application to the IBC office. 

User Manual: This manual provides an overview of the online system, and how to navigate through the system. This manual also provides information regarding the submission of new protocols and the actions that can be performed after a protocol has been approved.

All offline documents that will need to be uploaded as part of your IBC protocol can be downloaded from within the online system. Those documents can also be downloaded from this website (below).

Updating an Existing Protocol

You will need to use the IBC Protocol Management online system to amend your existing protocol. Use your Virginia Tech PID and password to log into the system. Click on the protocol number that needs to be updated. 

Note: You can only initiate a single update at a time. If you require updates to multiple sections of the protocol, please submit them as a single amendment.

If you only to update your list of personnel, choose “Start a Personnel Change Application”.

To update any other section(s) of the protocol, choose “Start an Amendment Application”. You can also update your personnel during an amendment.

User Manual: This manual provides an overview of the online system, and how to navigate through the system. This manual also provides information regarding the submission of new protocols and the actions that can be performed after a protocol has been approved.

IBC Offline Documents

Some of the documents below are not required for all protocols. We recommend that you use IBC Protocol Management as a guide to which documents are applicable to your specific protocol before completing any of the documents below.

All documents listed below can also be downloaded from IBC Protocol Management as you complete your protocol application.

1.     Biohazard Awareness Training Guide and sign-in sheet

2.     BSL-1 Self-Inspection Checklist

3.     BSL-2 Self-Inspection Checklist: This checklist is used for annual reviews of BSL-2 labs.

4.     Lab Sketch Template

5.     IACUC Appendix G Form

6.     rsNA and Toxin Form

a. Due to updates in various browsers, your default settings may not be set to automatically use Acrobat to open this file from the internet. Only Acrobat can be used to open and use the form. If you are taken to a page with a message stating “please wait”, please use one of these methods. Please use Acrobat Pro or Acrobat Reader to open and complete the form.

7.  Lab-Specific Biosafety Manual

8.  SOP Template

9.  Pathogen Safety Data Sheets