Help and Frequently Asked Questions for the IBC Application



    For more information about the application process, please see the following links (all open in new tabs or windows):
  1. IBC homepage
  2. Application and Amendment Process
  3. Submission Deadlines and Meeting Dates
  4. Biosafety Manual
  5. Training
  6. Policies


    Contents:
  1. Obtaining Approval for New Projects and Protocol Review Outcomes (opens a link in a new tab)


  2. Tutorials:
  3. Step-by-step: Completing your BUA Application
  4. View Application Questions
  5. Reviewer Module Instructions


  6. How to:
  7. Start a new IBC Application
  8. Change Information about the PI
  9. Start, renew, or amend your application
  10. Change information about a user
  11. Add a user
  12. Delete a user
  13. Add a research laboratory facility location
  14. Delete a research laboratory facility location
  15. Declare the materials and activities to be used in this project

Important: Make sure you click save changes at the bottom of every form you enter data on.
    For applications for new IBC projects:

    Important: Make sure you click save changes at the bottom of every form you enter data on.
    Note:*All protocol applications are initially designed to allow access to only the Principal Investigator (PI). In order to add additional users, the PI will need to login to RIMS and select "Add a primary user" or "Add a secondary user," located under the RIMS Access heading. Enter the BU Alias of the new user (not the '@bu.edu' portion) into the pop-up window that appears. A primary user will have the same access as the PI, which includes entering and submitting information. A secondary user will be able to enter information, but will not be able to submit.

  1. Before you begin, please ensure that all required information has been entered into the "Information about the PI" form in the PI Profile on the RIMS homepage. This will speed up the time it takes to complete the application
  2. Also, please ensure that all applicable activities are checked in the "Declare your activities" form
  3. From your RIMS homepage, select "Biological Use Authorization - (IBC Application)"
  4. Click on "Click here to start a new Biological Use Authorization - (IBC Application)"
  5. A new application will be created and displayed on the screen. You will be directed to the Policy page.
    1. On the left side of the screen, which displays the hierarchy of forms for the IBC application, select the "Principal Investigator" form.
    2. This will be the only form you are currently able to select.
  6. On the "Principal Investigator" form, ensure that all required information is complete
  7. At the bottom of the page, click "Save Changes" to save this form.
  8. Use the left hand side to navigate through the forms.
  9. Add users
  10. Add research locations
  11. Declare the materials and activities that will be used in this project
  12. Fill out all the sub-forms (rDNA, Select Biological Toxins, etc.) related to the materials and activities you selected in the previous step
  13. Once you are finished with all changes, select "confirm your submission" at the bottom of the screen. This will take you to a summary page of your submission, and you must select the black button "Confirm Submission" to send your completed form to the IBC Office. If you would like to write comments to the IBC Office, you may do so by following the "Attach a cover sheet" link before you submit your application


    Change information about the PI
  1. After following the steps above, the form that opens is the Principal Investigator form. Notice that "Principal Investigator" is highlighted in the toolbar on the left-hand side of the screen.
  2. Enter the correct information into all fields. You may need to use the inside scroll bar to see all data fields. Change this information as is necessary.
  3. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Start, renew, or amend your application
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Look for "Specify if the research project is a" followed by four options: New Project, 3 Year Re-submittal, Annual Renewal, and Amendment. Select the appropriate type of application.
  3. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Change information about a user:
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Underneath "Grant Funding Information," select "Personnel."
  3. The table at the top of the screen shows all users listed on the protocol. You may need to use the small scroll bar on the right hand side of the table to see all users.
  4. To select a user, click on the + button to the left of the user's last name. The user should now be highlighted in yellow.
  5. Enter the correct information regarding training and medical surveillance information into all fields with a red asterisk (*).You may need to use the inside scroll bar to see all data fields.
  6. Change this information as is necessary. To locate a BU ID, enter the user's BU e-mail, and press the black button "Validate."
  7. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Add a user:
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Underneath "Grant Funding Information," select "Personnel."
  3. The table at the top of the screen shows all users listed on the protocol. You may need to use the small scroll bar on the right hand side of the table to see all users.
  4. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Add Authorized User."
  5. A blank form will appear. Be sure to add yourself first!
  6. If the person you are adding has been previously identified in your PI Profile (under "Identify your personnel"), click the button marked "Select personnel from your PI list" and select the appropriate person.
  7. If the person is not in your Identify your Personnel list, begin by selecting the "BU Email" field and entering the user's e-mail address, without the @bu.edu part. To locate First Name, Last Name, and BU ID select the black button "Validate." You may need to use the inside scroll bar to see the "Validate" button.
  8. Enter the correct information regarding training and medical surveillance information into all fields with a red asterisk (*).You may need to use the inside scroll bar to see all data fields.
  9. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Delete a user:
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Underneath "Grant Funding Information," select "Personnel."
  3. The table at the top of the screen shows all users listed on the protocol. You may need to use the small scroll bar on the right hand side of the table to see all users.
  4. To select the user to be deleted, click on the + button to the left of the user's last name. The user should now be highlighted in yellow.
  5. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Delete."
  6. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Add a research laboratory facility location:
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Underneath "Grant Funding Information," select "Research Laboratory Facility Information"
  3. The table at the top of the screen shows all locations listed on the protocol. You may need to use the small scroll bar on the right hand side of the table to see all locations.
  4. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Add research laboratory facility locations."
  5. A blank form will appear. You may need to use the inside scroll bars to see all data fields. Required information for all locations is Building and Room.
  6. Select the black "Select Building" button. A new window will open. Use the box at the top of the window to search for the desired building by entering the name of the building and selecting the "Search" button to the right of the box. Alternatively, you can scroll though the list of buildings, selecting "Next" at the top of the page to see more options. Once you have found the correct building, select the arrow button () to the left of the name of the building.
  7. Repeat this process with the room number.
  8. Fill in the appropriate BSL, ABSL, and other required information. Required information is denoted with a red asterisk (*)
  9. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Delete a research laboratory facility location:
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Underneath "Grant Funding Information," select "Research Laboratory Facility Information."
  3. The table at the top of the screen shows all locations listed on the protocol. You may need to use the small scroll bar on the right hand side of the table to see all locations.
  4. To select the location to be deleted, click on the + button to the left of the name of the location. The location should now be highlighted in yellow.
  5. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Delete."
  6. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

    Declare the materials and activities used in this project:
  1. Select "Grant Funding Information" from the left-hand side of the screen.
  2. Underneath "Grant Funding Information," select "Materials Used in Research."
  3. Use the checkboxes to mark all activities and materials that will be used in this project
  4. Under the "Materials Used in Research" form, there are many child forms (Field Study, Stem Cells, rDNA, etc.). You are only required to fill out these child forms as detailed by the materials and activities you select.
  5. Using the outside scroll bar, scroll down to the bottom of the screen and select the black button "Save Changes."

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