{"id":30809,"date":"2019-12-20T11:31:21","date_gmt":"2019-12-20T19:31:21","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=30809"},"modified":"2025-11-19T13:51:07","modified_gmt":"2025-11-19T21:51:07","slug":"submitting-new-sites","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/hsd\/training\/zipline-online-help-library\/submitting-new-sites\/","title":{"rendered":"Submitting New Sites"},"content":{"rendered":"<p><img decoding=\"async\" class=\"WP-PrintIcon\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/plugins\/wp-print\/images\/printer_famfamfam.gif\"  alt=\"Print\" title=\"Print\" style=\"border: 2px;\">&nbsp;<a href=\"https:\/\/www.washington.edu\/research\/hsd\/training\/zipline-online-help-library\/submitting-new-sites\/print\/\" title=\"Print\" rel=\"nofollow\" target=\"_blank\">Print<\/a><\/p>\n<p>Site submissions are only created for multi-institutional studies where the UW is reviewing the activities of one or more other institution. The site submission only addresses the involvement of the relying institution, and it is approved separately from the overall study. The overall study must be approved before the relying sites can be activated. However, HSD staff may begin establishing the reliance agreements between the UW and each site while the study is reviewed.<\/p>\n<p>To learn more about when UW should review for other involved institutions, visit <a href=\"https:\/\/www.washington.edu\/research\/hsd\/is-the-uw-irb-the-right-irb\/\">Reliance on a Non-UW IRB<\/a>. Contact <a href=\"mailto:hsdrely@uw.edu\">hsdrely@uw.edu<\/a> with any questions.<\/p>\n<p>Watch this video for a short overview on adding a new site to an approved multi-institutional study in Zipline:<\/p>\n<div style=\"padding: 56.25% 0 0 0; position: relative;\"><iframe style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%;\" title=\"Adding a Non-UW Site in Zipline Process Overview.mp4\" src=\"https:\/\/player.vimeo.com\/video\/723834853?badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479\" frameborder=\"0\"><\/iframe><\/div>\n<p><script src=\"https:\/\/player.vimeo.com\/api\/player.js\"><\/script><\/p>\n<h2>Table of Contents<\/h2>\n<p><a href=\"#initial\">Initial Steps<\/a><br \/>\n<a href=\"#complete\">Completing the SITE Submission<\/a><br \/>\n<a href=\"#submit\">Submit SITE and Communicate with HSD<\/a><br \/>\n<a href=\"#activation\">Site Activation<\/a><\/p>\n<h3 id=\"initial\">Initial Steps<\/h3>\n<div class=\"accordion \" id=\"accordion\">\n<div class=\"screen-reader-text\"><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 1: Researcher Requests Addition of Sites<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>The process to request that HSD add a site that is relying on the UW for IRB review begins with the study application. Make sure that <a href=\"https:\/\/www.washington.edu\/research\/hsd\/study-activities\/apply-for-review\/#1b\">you\u2019ve indicated that the UW should review for other institutions<\/a> on the study Basic Information SmartForm. Additionally, you\u2019ll need to fill out the <a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/supplement-multi-site-or-collaborative-research\/\">SUPPLEMENT Multi-site or Collaborative Research<\/a> and attach it to the study application in Zipline.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 2: HSD Creates Sites in Zipline<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>In contrast to the overall study submission, which is created in Zipline by the study team, the site submission shell is created by HSD staff after the overall study is approved. Once the study, or modification requesting the addition of sites, is approved in Zipline, HSD will create a Zipline site submission shell for each site listed in the <a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/supplement-multi-site-or-collaborative-research\/\">SUPPLEMENT Multi-site or Collaborative Research<\/a>. You will be notified when the sites submission shells have been created so that you can begin work on the SITE submissions.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 3: Researcher Completes and Submits Sites for Review<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>HSD recommends that you prepare your site-specific materials before completing the Zipline SITE submission:<\/p>\n<ol>\n<li><a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/site-app-contact\/\">SUPPLEMENT Site Application (Contact)<\/a> or <a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/site-app-no-contact\/\">SUPPLEMENT Site Application (No Contact)<\/a>, depending on the nature of the research; and<\/li>\n<li>Any additional site-specific materials, such as a site-specific consent form.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n<\/div>\n<h3 id=\"complete\">Completing the SITE Submission<\/h3>\n<div class=\"accordion \" id=\"accordion\">\n<div class=\"screen-reader-text\"><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 1: Navigate to the SITE submission in Zipline<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<ul>\n<li>In the approved Zipline STUDY, go to the Sites tab and click the name of the site\n<ul>\n<li>SITE submissions will be in Invitation Pending state and so will not appear in My Inbox<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40541 size-large\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/Multi-site-study-SITES-tab.png\" alt=\"screenshot of an approved multi-site study showing the sites tab\" width=\"1024\" height=\"403\" \/><\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 2: Edit Site to complete forms and upload required documents<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<ul>\n<li>Click Edit Site to complete the SmartForms and upload required documents<\/li>\n<li>Answer the questions on the Basic Information SmartForm in the SITE<\/li>\n<li>Provide any site-specific funding information on the Local Funding Sources SmartForm. Note that this should <u>not<\/u> duplicate the overall study funding.<\/li>\n<li>Upload the site-specific documents to the Local Site Documents SmartForm, including the SUPPLEMENT Site Application and any site-specific materials, such as the site-specific consent form<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40542 \" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/Edit-Site.png\" alt=\"screenshot of the edit site button in Zipline\" width=\"139\" height=\"226\" \/><\/p>\n<\/div>\n<\/div>\n<\/div>\n<h3 id=\"submit\">Submit SITE And Communicate with HSD<\/h3>\n<p>Because the site submission workflow in Zipline does not include a formal clarification request loop like most other submission types, <strong>HSD will use comments to communicate back and forth with researchers about their SITE submissions<\/strong>. The site submission should remain in Invitation Pending state throughout the review.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40535 size-large\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SITE-review-process.png\" alt=\"screenshot of the site review process in Zipline\" width=\"1024\" height=\"175\" \/><\/p>\n<div class=\"accordion \" id=\"accordion\">\n<div class=\"screen-reader-text\"><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 1: Add a Comment to the Site Notifying HSD Materials are Ready for Review<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<ul>\n<li>When the materials are ready for review, notify HSD by adding a comment to the SITE submission and notifying the IRB Coordinator\n<ul>\n<li>In Next Steps, select Add Comment<\/li>\n<li>Enter your message to HSD in the text box<\/li>\n<li>Indicate that the IRB Coordinator should receive a notification<\/li>\n<li>Select OK<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40539 size-large\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/Submitting-New-Sites-PI-notifies-HSD.png\" alt=\"screenshot of comment notifying HSD\" width=\"1024\" height=\"220\" \/><\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Step 2: If additional action is needed, HSD will Notify You Via a Comment<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<ul>\n<li>If you need to take additional action, HSD will notify you by adding a comment to the SITE submission<\/li>\n<li>You will receive an email notification that there is a comment on your SITE submission. Click the link in the notification to go directly to the submission and review the message from HSD.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40537 size-full\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/Submitting-New-Sites-comment-notification.png\" alt=\"screenshot of a comment notification sent from Zipline\" width=\"1025\" height=\"260\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40538 size-large\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/Submitting-New-Sites-HSD-Screening-Letter.png\" alt=\"screenshot of HSD screening letter added as a comment\" width=\"1024\" height=\"335\" \/><\/p>\n<ul>\n<li>Edit the SITE submission based on HSD\u2019s comment<\/li>\n<li>When the materials are ready for review, notify HSD by adding a comment to the SITE submission<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-40540 size-large\" src=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/Submitting-New-Sites-PI-responds-to-screening.png\" alt=\"screenshot of the PI's response to HSD as a comment in Zipline\" width=\"1024\" height=\"429\" \/><\/p>\n<\/div>\n<\/div>\n<\/div>\n<h3 id=\"activation\">Site Activation<\/h3>\n<p>When a site is activated, the UW PI, PI proxies, and primary contact receive an email notification. <strong>The UW study team is responsible for notifying the site.<\/strong><\/p>\n<p>Review <a href=\"https:\/\/www.washington.edu\/research\/hsd\/training\/zipline-online-help-library\/managing-multi-site-studies\/\">Managing Multi-institutional Studies<\/a> for more information on continuing review, closure, and modifications.<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Site submissions are only created for multi-institutional studies where the UW is reviewing the activities of one or more other institution. The site submission only addresses&#8230;<\/p>\n","protected":false},"author":158,"featured_media":0,"parent":9048,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder-units-small-hero.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-30809","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Submitting New Sites - UW Research<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.washington.edu\/research\/hsd\/training\/zipline-online-help-library\/submitting-new-sites\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Submitting New Sites - UW Research\" \/>\n<meta property=\"og:description\" content=\"Site submissions are only created for multi-institutional studies where the UW is reviewing the activities of one or more other institution. 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