Data Migration Frequently Asked Questions

Kuali Research Protocols will remain accessible up until the launch of Huron/ZOT IRB, scheduled for September 15th. Once we launch ZOT IRB, Kuali will not be accessible for faculty. The Office of Research will maintain a complete record of every protocol, open and closed as part of our institutional responsibility as recordkeepers.

You will want to save as a PDF any self-determinations of non-human subject research, as well as self-determinations of exemption, as those will not carry over into ZOT IRB. 

Also, any “in flight” (i.e., not yet IRB approved) transactions will not transfer into ZOT IRB.   

We will have a final data transfer close to September 15th launch, and at that time, only approved protocols (the latest IRB approved versions) will transfer over.  This means that any submitted transaction (i.e., new, renewal, modification) that is not yet IRB approved and any draft IRB protocols unsubmitted to the IRB will not transfer over.  You may want to save those pending transactions as a PDF as well, for reference.  They will need to be re-created and submitted in ZOT IRB beginning September 15, 2025. 

• What will migrate: 

• • All IRB approved protocols 

• • A PDF of the KRP form from the latest IRB approved transaction 

• • All documents listed in the “Attachments” section of the latest IRB approved transaction 

• • All supporting documents listed in the “Admin Notes & Files” section 

• What will NOT migrate: 

• • Unsubmitted draft transactions (e.g., “in progress” modifications, continuing renewals) 

• • Submitted, unapproved transactions (e.g., “revisions in progress” modifications, continuing renewals) 

• • Closed protocols 

• • Non-human Subject Research (NHSR) self-determinations 

• • Exempt self-determinations 

• • All reportable events 

• • Previously approved amendments and continuing renewals that are not the latest IRB transaction 

• Migrated studies will retain their protocol numbers. New transactions will be assigned Huron numbers: eg. STUDY000001 or MOD000001 or MODCR000001

• This means that the original PI is no longer at UCI not here and no faculty sponsor was listed in KRP. 

• Please correct this during a follow-on submission. 

• It is likely that the original PI is no longer at UCI. If there was a faculty sponsor listed in KRP, then we moved that individual to the PI. If this is incorrect, it can be fixed on a follow-on submission. 

• Where a medical device was listed in KRP, and it does not have an Investigational Device Exemption (IDE) or Humanitarian Use Device (HUD) the device field in ZOT IRB will reflect “exempt.”

• As part of the data migration, we created a PDF  
  “printout” of the latest approved version of your protocol. The PDF document can be found in ZOT IRB under Basic Study Info – Protocol Attachment. 

• You can reference the PDF during follow-on submissions where a Protocol Narrative is required.

• The Funding Sources field in KRP was free text and in ZOT IRB, we use the Sponsor table. We did our very best to map text to sponsors, but in some cases, we couldn’t figure it out. In that case, you’ll see MISCELLANEOUS  AGENCIES. You can correct it during a follow-on submission.

• In KRP you could select multiple locations, but in ZOT IRB, only one. In ZOT IRB, all locations will be blank and can be updated at time of a follow-on submission.

• Because of data migration, all documents will listed in both the DRAFT and the FINAL columns in the workspace view. The documents listed in the DRAFT and FINAL columns are identical.

• Limited data points are mapped for the individuals who were on the permissions tab and now listed on the Study Team. You will not see data in the fields such as Degree or Medical Doctor. 

• “Please update” is inserted for duties and can be edited upon a follow-on submission.

• The UCI PI can add PI Proxy(ies) for each protocol, allowing a member(s) of their current study team to submit protocols and responses on their behalf. The PI will continue to receive email confirmation when transactions are submitted to the IRB.  Further, the PI will have access to the History tab on their protocol page, for transparency of all study communications and formal transactions. 

• Only the PI can assign PI Proxies. A PI Proxy cannot assign another PI Proxy. The PI Proxy has to first be added to the Study Team. For migrated protocols, all individuals listed on the Permissions tab in KRP will be added to the Study Team so the PI can assign PI Proxies if needed. For new protocols created in ZOT IRB, those who need PI Proxy assigned, need to FIRST be added to the Study Team.

• The Title from KRP will be mapped to both fields: Title of Study and Short Title of Study. The Short Title field is limited to 255 characters so may be cut off. 

• Note that the Short Title is what displays in the Dashboard view.

• Non-technical Summary from KRP is mapped to Brief Description in ZOT IRB.