20
Complaints, Non-Compliance, Suspensions or Terminations of
COMIRB Approval of Research
20.1 Complaints
The Chair of the panel and the Director of the COMIRB Office will promptly handle (or
delegate staff to handle), and, if necessary, investigate all complaints, concerns, and appeals
received by the COMIRB. This includes complaints, concerns, and appeals from
investigators, research participants and others.
Complaints reported to COMIRB will be evaluated to determine if the complaint involves
unanticipated problems involving risks to participants or others or allegations of
noncompliance. If the complaint meets the definition of non-compliance, it will be considered
an allegation of noncompliance according to section 20.2. If the complaint meets the
definition of an unanticipated problem involving risk to subjects or others, it will be handled
according to Section
19.
20.2 Non-Compliance
All members of the research community of the participating institutions involved in human
subject research are expected to comply with the highest standards of ethical and
professional conduct in accordance with federal and state regulations and institutional and
COMIRB policies governing the conduct of research involving human subjects.
The Principal Investigator is responsible for reporting any noncompliance by study personnel
to the COMIRB.
Reports of noncompliance must be submitted to the COMIRB Office within 5 working days
of discovery of this noncompliance. The report must include a complete description of the
noncompliance, the personnel involved and a description of the non-compliance.
Noncompliance is defined as failure to comply with any of the regulations and COMIRB
policies described in this document, including VHA Handbook 1200.05 for VA research, and
failure to follow the determinations of the COMIRB. Noncompliance may be minor or sporadic
or it may be serious or continuing.
Serious Noncompliance is defined as failure to follow any of the regulations and policies
or failure to follow the determinations of the COMIRB and which, in the judgment of either
the COMIRB Chair(s) or the convened panel, increases risks to participants, decreases
potential benefits, or compromises the integrity of the human research protection
program. Research being conducted without prior IRB approval is generally considered
serious non-compliance.
Continuing Noncompliance is defined as a pattern of noncompliance that, in the judgment
of the panel Chair(s) or convened panel, suggests a likelihood that instances of
noncompliance will continue without intervention. Continuing noncompliance also includes
failure to respond to a request to resolve an episode of noncompliance within 30 days.
Allegation of Noncompliance is defined as an unproved assertion of non-compliance.
Finding of Noncompliance is defined as an allegation of noncompliance that is proven true or
a report of noncompliance that is clearly true. (For example, a finding on an audit of an
unsigned consent document, or an admission of an investigator that the protocol was willfully
not followed would represent reports of noncompliance that would require no further action to
determine their truth and would therefore represent findings of noncompliance.)
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20.2.1 Review of Allegations of Non-Compliance
The COMIRB Chair(s) and Director will review the allegation and make a
determination as to the truthfulness of the allegation. The initial findings of fact will
be conducted in conjunction with the appropriate affiliate compliance office(s). [For
the VAMC, this will involve collaboration with the VA Research Office.] The findings
of fact may include requesting additional information from the PI, other members of
the research team, interviewing subjects or an audit of the research in question.
If, in the judgment of the COMIRB Chair(s) and Director, the reported allegation of
noncompliance is not true, no further action will be taken. If, in the judgment of the
COMIRB Chair(s) and Director, the reported allegation of noncompliance is true, the
noncompliance will be processed according to the process described below.
If, in the judgment of the COMIRB Chair(s) and Director, any allegation or findings of
noncompliance warrants suspension of the research before completion of any review or
investigation to ensure protection of the rights and welfare of participants, the COMIRB
Chair or Director may suspend the research as described below and reported to the next
IRB panel.
All allegations of noncompliance will be reviewed by the Compliance Board consisting of
all COMIRB Chair(s), Exempt/expedited reviewers, the Director and senior COMIRB
administration, Assistant Vice Chancellor for Regulatory Compliance and the Institutional
Official unless one of these individuals has a conflict of interest with the study or the
investigator. If a conflict of interest is declared then that individual will be excluded from
the investigation, discussion and determination.
They will review all relevant documents, which may include:
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All documents relevant to the allegation;
The last approval letter from the COMIRB;
The last approved COMIRB application and protocol;
The last approved consent document.
The last approved Investigator’s Brochure, if applicable;
The grant, if applicable;
Any other pertinent information (e.g., questionnaires, DSMB reports, etc.); and
Initial findings of fact
The COMIRB Chair(s) and Director or Compliance Board will also make a decision
about whether a preliminary determination should be reported to regulatory agencies
and institutional officials in accordance with section 21 below, or whether additional
information is required before making such reports. A report must be submitted within 30
days of an initial finding in fact, or a convened IRB panel's determination, of serious or
continuing noncompliance.
20.2.2 Review of Findings of Non-Compliance
All findings of noncompliance referred to the Compliance Board will be reviewed at a
meeting of the Compliance Board. All members will receive documentation necessary to
evaluate the report, which may include:
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All documents relevant to the allegation;
The last approval letter form the COMIRB;
The last approved COMIRB application;
The last approved consent document and
Recommendations from the Compliance Board At this stage, the
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Compliance Board may:
 Find that there is no issue of non-compliance;
 Find that there is noncompliance that is neither serious nor continuing and an
adequate corrective action plan is in place;
 Find that there may be serious or continuing noncompliance and direct that a
formal inquiry (described below) be held; or
 Request additional information.
If in the judgment of the Compliance Board, the reported finding of noncompliance is not
serious, not continuing, and the proposed corrective action plan seems adequate, no
further action is required.
If the allegation of noncompliance was protocol-specific, it is reported at the next
convened panel meeting of the panel responsible for that protocol. If the allegation of
noncompliance relates to an investigator the issue will be reported by the appropriate
Chairs to each panel that is responsible for protocols involving that investigator in
accordance with section 20.2.5. If the Compliance Board requests a formal inquiry the
procedure described below, will be followed.
20.2.3 Inquiry Procedures
A determination may be made by the Compliance Board that an inquiry is necessary
based on several issues that may include but are not limited to:
 Subjects’ complaint(s) that rights were violated;
 Report(s) that investigator is not following the protocol as approved by the
COMIRB;
 Unusual and/or unexplained adverse events in a study;
 FDA audit report of an investigator;
 Repeated failure of investigator to report required information to the COMIRB.
A subcommittee is appointed consisting of at least one panel chair, panel members, and
non-members including representation from the affiliate research compliance office, to
ensure fairness and expertise. The subcommittee is given a charge by the Compliance
Board, which can include any or all of the following:
 Review of protocol(s) in question;
 Review of FDA or sponsor audit report of the investigator, if appropriate;
 Review of any relevant documentation, including consent documents, case
report forms, subject’s investigational and/or medical files etc., as they relate to
the investigator’s execution of her/his study involving human subjects;
 Interview of appropriate personnel if necessary;
 Preparation of either a written or oral report of the findings, which is presented
to the full panel at its next meeting;
 Recommend actions if appropriate.
20.2.4 Final Review by Compliance Board
The results of the inquiry will be reviewed at a Compliance Board meeting where the
board will receive a report from the subcommittee. The compliance board may take one
or more of the following actions:
 Request for additional information;
 Acceptance of the proposed corrective action plan;
 Modifications to the proposed corrective action plan;
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 Broadening of the investigation
 Request a correction action plan from the investigator;
 Recommend to the responsible panels whether the noncompliance should be
considered serious or continuing
[Findings of serious or continuing noncompliance will be reported in accordance with
section 21 below.]
20.2.5 Final Review by convened IRB panel(s)
Note: If there is no assigned COMIRB panel for a protocol (e.g., the protocol is under
the oversight of an external IRB), the final Compliance Board review of the
noncompliance represents a final institutional determination.
The COMIRB compliance staff person will ensure that the results of the inquiry and/or
report and/or recommendations of the Compliance Board will be reviewed at the
appropriate convened IRB panel(s). All IRB members will be provided with a copy of the
report, the original audit report, result of any investigation, and recommendations of the
Compliance Board. If the noncompliance involves a specific protocol, a copy of the
protocol and consent document may also be provided to all IRB members (as needed).
If the results of the inquiry or the report from the Compliance Board substantiates the
finding of serious or continuing noncompliance and the IRB panel concurs, the IRB
panel’s possible actions could include, but are not limited to:
 Request a corrective action plan from the investigator;
 Verification that participant selection is appropriate and observation of the
actual informed consent;
 An increase in data and safety monitoring of the research activity;
 Request a directed audit of targeted areas of concern;
 Request a status report after each participant receives intervention;
 Modify the continuing review cycle;
 Request additional Investigator and staff education;
 Notify current subjects, if the information about the noncompliance might
affect their willingness to continue participation;
 Modification of the protocol;
 Modification of the information disclosed during the consent process;
 Requiring current participants to re-consent to participation;
 Suspend the study (See below); or
 Terminate the study (See below)
The investigator is informed of the COMIRB determination and the basis for the
determination in writing and is given a chance to respond. If the panel determines that
the noncompliance was serious or continuing or if an initial report had been sent to
regulatory agencies and institutional officials, the results of the final review will be
reported according to COMIRB policy outlined in section 21.
20.3 Suspension or Termination
Suspension of COMIRB approval is a directive of the convened panel or panel Chair or
COMIRB Director either to temporarily or permanently stop some or all previously approved
research activities short of permanently stopping all previously approved research activities.
Suspended protocols remain open and require continuing review. Termination of CO
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approval is a directive of the convened panel to stop permanently all activities in a previously
approved research protocol. Terminated protocols are considered closed and no longer
require continuing review.
The panel Chair or COMIRB Director may suspend research to ensure protection of the rights
and welfare of participants. Suspension directives made by the panel Chair or COMIRB
Director must be reported to a meeting of the convened appropriate panel.
When study approval is suspended by the convened panel or individual ordering the suspension,
in addition to stopping further enrollment on the study, the convened panel or individual
ordering the suspension will determine what, if any, research activities can continue,
determine if subjects currently participating should be notified that the study has been
suspended. The convened panel or individual ordering the suspension will consider whether
procedures for withdrawal of enrolled subjects are necessary to protect their rights and welfare
of subjects, such as: transferring participants to another investigator; making arrangements for
care or follow-up outside the research; allowing continuation of some research activities under
the supervision of an independent monitor; or requiring or permitting follow-up of participants
for safety reasons.
If follow-up of subjects for safety reasons is permitted/required by the convened panel or
individual ordering the suspension, the convened panel or individual ordering the
suspension will require that the subjects should be so informed and that any adverse
events/outcomes be reported to the panel and the sponsor.
Research may only be terminated by the convened panel. Terminations of protocols
approved under expedited review must still be made by the convened panel.
When study approval is terminated by the convened panel, in addition to stopping all research
activities, the convened panel ordering the termination will notify any subjects currently
participating that the study has been terminated. The convened panel ordering termination
will review and approve a plan for withdrawal of any enrolled subjects are necessary to protect
their rights and welfare of subjects, such as: transferring participants to another investigator;
making arrangements for care or follow-up outside the research.
20.4 Reporting
Serious or continuing noncompliance with regulations or the requirements or determinations of
the COMIRB; and suspensions or terminations of COMIRB approval will be reported to the
appropriate regulatory agencies and institutional officials according to the procedures outlined
in the policy document entitled “Reporting to Regulatory Agencies and Institutional Officials."
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