UW Research
Single Patient Emergency Use

Zipline Conversions

revised June 26, 2020

Update: Converting paper files to electronic files

As part of the transition to the Zipline system, researchers were required to “convert” certain open IRB-approved studies that exist on paper to Zipline’s electronic format. A few paper-based IRB applications have been allowed to continue as paper, instead of being converted into a Zipline e-IRB application. However, the paper and Zipline processes have diverged to an unsustainable point. The database for paper applications in based on 16-year-old software that cannot be updated and is showing clear signs of a limited life.

  • All remaining paper-based IRB applications must be closed or “converted” before June 1, 2021.

What to Do

Study Status

Submission Requirements

Study can be closed now.
You can close your application if you have completed all data collection and analysis of identifiable information described in your IRB application.
No conversion required. To do this email hsdinfo@uw.edu with a confirmation that you have completed all data collection and analysis of identifiable information and would like to close your application.
Study will close by June 1, 2021. No conversion required. Renew your IRB approval by completing and emailing to hsdinfo@uw.edu the APPLICATION Continuing Review (Status Report), Renew or Close.
Study will continue beyond June 1, 2021. Conversion is required. Contact your HSD staff team member or Dolly Morse at dollym@uw.edu to discuss the timing and process for converting the application. Conversion applications should be submitted at the time of continuing review, unless you are instructed to submit earlier. Applications must be submitted at least 8 weeks prior to the expiration date, or there may be insufficient time for the IRB to review and re-approve the study.

Conversion Instructions:

  • Enter the study into ZIPLINE as a “new study”
  • Complete the ZIPLINE web-based SmartForm and upload the ZIPLINE Conversion documents below.
  • Use the Conversion Quick Tips for a successful conversion
  • Do not include information and materials related to research activities that are complete, except as requested in the Status Report form.
  • For more information about Zipline online instructions and tutorials visit the Zipline Online Help library page on the HSD website.

Conversion documents:

  1. APPLICATION Status Report, Conversion Study NOTE: This is the only document required if all data has been collected and the only remaining activity is the analysis of identifiable data.
  2. APPLICATION IRB Protocol or APPLICATION IRB Protocol, No Contact
  3. Consent documents. Consent documents are not needed when enrollment is closed unless enrolled subjects will be asked to consent to new procedures. Consent documents must be current IRB approved version, in Microsoft Word format.
  4. Applicable ZIPLINE SUPPLEMENTS (e.g. SUPPLEMENT Drugs)
  5. Relevant supporting documents. Other documents, such as advertisements, questionnaires and drug brochures, should be provided for ongoing research activities only. Grant applications, certificates of confidentiality, radiation safety approvals and IRB authorization agreements do not need to be provided.