8 - Beyond Better Software: The Impact of a Graduate Assistant on Research Compliance Innovation and Processes

Background:
Manual processes in Institutional Review Board (IRB) operations delay research, reduce efficiency, and increase compliance risk. Since 2018, our IRB workload has surged, but offices often lack technical expertise and rely on limited proprietary tools provided by vendors to manage electronic databases for research protocols. To address these challenges, our institution implemented software upgrades, then launched a Graduate Assistant (GA) program to further modernize and support oversight functions.
Program Description
To address inefficiencies and an increased workload in research oversight processes, our institution upgraded to Cayuse software in Summer 2023. The upgrade led to a 60% reduction in total review time for Administrative and Exempt reviews executed by the IRB Administrator. However, the software implementation was laborious and difficult to manage for a small PUI (Primarily Undergraduate Institution) with limited staff, and rollout went less smoothly than planned. In response to both continued and new issues related to efficiency and the software upgrade, the Office of Research and Sponsored Programs integrated a Computer Science Graduate Assistant (GA) — a student from our institution — into the research oversight staff. The GA has leveraged programming skills to develop custom tools that streamline review workflows, improve document tracking, and enhance communication among staff and researchers. Specific solutions included database automation, dashboard creation for tracking protocol status, and secure digital form processing.
Program Assessment
Program effectiveness was assessed by comparing review turnaround times before and after implementation, monitoring compliance error rates, and conducting user satisfaction surveys with staff and faculty stakeholders. The initial Cayuse software implementation resulted in measurable improvements, including a 60% reduction in review time. After the GA’s integration and development of custom tools, there was a further 20% reduction in review time, increased transparency in application tracking, and fewer clerical errors in submissions. Staff reported improved morale due to reduced administrative burdens, and faculty appreciated clearer communication during the review process. Surveys indicated high satisfaction with the new digital tools. However, challenges emerged, including resistance to change, limited digital literacy among some staff, and lack of time required to test and gain institutional approval for new systems. Despite these, the integration of technical expertise significantly enhanced operational effectiveness within the research oversight bodies. For the poster, additional quantitative measures of success will be included to support the justification for such a position and demonstrate the broader institutional impact.
Limitations
Time constraints and institutional security/IT processes have limited the GA’s ability to implement additional features and tool deployment. Access to sensitive data for integration testing has been restricted, limiting system functionality in some areas. These factors may not be an issue for a full-time staff hire compared to a student position.
Program Continuity and Future Directions
To ensure program continuity, a documentation process has been developed so that future Graduate Assistants can easily onboard and continue tool development with minimal learning curve. The Office anticipates that new GAs will be able to build on the current foundation with structured training and transition planning. Future plans include expanding automation to consent documentation, integrating AI-assisted pre-review tools, and creating AI-powered process documentation to provide up-to-date resources for faculty and student researchers. The inclusion of these custom-developed tools and automation frameworks will be highlighted in the poster presentation.