Annual Renewals
An email notice of Annual Renewal will be sent to the PIs at the first and second years after initial approval of a protocol. This Annual Renewal should be completed in RIMS. Detailed instructions on completing the Annual Renewal in RIMS are found below.
Annual Renewal Instructions
General IBC Annual Renewal Instructions:
- Complete the IBC ANNUAL RENEWAL in RIMS (see instructions below) and click “confirm the submission” to send it to the IBC Office for renewal evaluation.
- Make sure the PI and all lab staff complete the annual EHS Lab Safety Training requirement, the annual Research Occupational Health Program (ROHP) clearance update (contact ROHP at 617-414-7647), and any other applicable training requirements.
- The IBC Office will notify you when your ANNUAL RENEWAL has been processed and approved. IBC Approval is required before any changes in the work can commence.
Instructions for the ANNUAL RENEWAL in RIMS:
- Log in to RIMS at www.bu.edu/rims.
- Under “Activities and Authorizations” in the left menu, click on “Biological Use Authorization – IBC Application.”
- Click on the blue-underlined PROJECT TITLE of your IBC Protocol due for annual renewal.
- In the left menu, click the blue links in sequence up to the GRANT FUNDING INFORMATION page.
- Check the radio button for “Annual Renewal”, and in the text box summarize any updates/changes to your protocol in 1-2 sentences.
Example: “Addition of graduate student John Doe; removal of departing visiting scientist; move of laboratory space (coordinated with EHS); change in host-vector-donor system; addition of virus strains”
- On the bottom of the GRANT FUNDING INFORMATION page, click on “Save Changes.”
- Click to the DUAL USE RESEARCH OF CONCERN page to review the questions and confirm your answers. If you make any changes, click on “Save Changes” at the bottom of the page.
- Update any of the other application pages/sections with the relevant information regarding changes/updates in your IBC protocol.
- For updates to lab personnel: On the PERSONNEL page, delete and add personnel as appropriate. To delete a person, first select that person by clicking the “+” next to their name in the table at the top of the page, and then click the “Delete” button at the bottom of the page to remove them from the protocol. To add a person, first click the “Add Personnel” button at the bottom of the page and then complete questions on training and experience. If a person has been entered into the PI Profile when you first log in to RIMS (highly recommended), you may click the “Select personnel from your PI list” button to add that person.
- For updates to laboratory space: On the RESEARCH LABORATORY FACILITY INFORMATION page, delete and add research spaces as appropriate, including all facilities used for the project. To delete a location, first select the location by clicking the “+” next to its name in the table at the top of the page, and then click the “Delete” button at the bottom of the page to remove it from the protocol. To add a location, first click the “Add Research Laboratory Location” at the bottom of the page and then complete all subsequent questions. Also, be sure to update the Biological Safety Cabinet information/certification on the PERSONAL PROTECTIVE EQUIPMENT/SAFETY EQUIPMENT page if that applies.
- For changes in experimental agents/vectors/procedures, etc.: On the RESEARCH PROJECT DESCRIPTION page, add details of your experimental change at the bottom of the 2nd question (regarding lab procedures); start by writing “Annual Renewal” and the date, and then describe the changes. Make any other edits or changes within your project description as appropriate. Additionally, changes in biohazardous agents need to be updated on the HAZARDOUS BIOLOGICAL AGENT page, changes in rDNA host-vector-donor components need to be updated on the RECOMBINANT DNA page, changes in human and NHP materials need to be updated on the POTENTIALLY INFECTIOUS MATERIAL page, and details of any other changes should be updated on the other relevant pages.
- After all changes are complete and saved, click on “Confirm the Submission” to send the Annual Renewal update to the IBC Office.
To complete the renewal, PIs should list all proposed modification from the protocol as initially approved (or since the last renewal notice), including any changes in laboratory location or equipment, changes in laboratory staff working on the project, any project titles to be added, and any agent or experimental changes.
If there are significant modification from the protocol, especially those that affect the containment level (i.e., new study on organisms, a new host-vector-donor system, or any other modifications that may affect the containment level), the IBC will send the protocol for commitee reviewe and approval.
When a project is renewed, the PI and all lab staff must complete the Lab Safety Annual Refresher Training requirement, the annual Research Occupational Health Program (ROHP) clearance (contact ROHP at rohp@bu.edu; 617-414-7647), and any other training requirements applicable to the project.
For changes in PI, the new PI must attach two-page NIH biosketch to the renewal form, and this must be reviewed by the full committee.
The IBC Office will notify you when your Annual Renewal has been processed and approved. IBC approval is required before any changes in the work can commence.