Version 2.1 June 12, 2018

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1 Version 2.1 June 12, 2018 MAESTRO Review System login: MAESTRO Help & Training: MAESTRO & IRB Questions and Helpdesk Support: Call Office of Research Integrity and Compliance at or or Office of Research Integrity and Compliance IRB Website 1

2 V2.1 Features Overview New Project Container Schema for grouping application submissions see pages 3-5 Maestro Guest Account Users (non-nmsu) managing passwords - see pages 7-8 Automatic AutoSave Autosave is now automatic and all applications that are being edited are saved every 5 minutes. Maestro Data Clean Up Initiatives o Maestro will DELETE Unsaved working applications after 48 hours. Applications that are saved or have included at least one member in the research team section, at least one certificate in the certificate section, or at least one attached file in the attached files section will not be deleted. o Delete old working applications after 6 months that have not been saved in 6 months. Users will receive 30 days prior to an application being in working status since the last saved date and not having been saved in 6 months. IRB Committee Reviewers can now access and provide canned comments as well as customizable comments to the PI and research team during the review process. Canned comments are related to the CARE or PI s submission assistance list that appears at the bottom of the IRB New (Expedited or Exempt) form and referenced throughout the related questions of that form. The submission list should be used by the PI and research team to insure all questions and required information is provided to the IRB committee and that all related elements and supporting documentation are consistent. Other significant changes to the Maestro Review System Infrastructure o Allow the Maestro Team to onboard other committees and organizations other than the IRB committee to use Maestro for processing and routing forms for electronic sign-off and utilizing the review and approval workflow process. o Automate the creation and managing of local Maestro Guest Accounts and provide ability for a Multi Authentication System. 2

3 New Project Container Schema The project container is the new way we group related submissions together. In the past we used the previous submission and the parent submission to link parent-child submissions together. Using the project container method provides a more user friendly visual grouping of a project and its related submissions. Access the project container view by clicking My Apps then clicking the Project View tab. This is the default view when My Apps window is displayed. Note: The Application View remains unchanged and can be used to view or search for a specific submission as in the current Maestro V2.0 release. Project View - The Project View lists projects that a PI or proxy has access to. Clicking the plus icon next to a project displays the list of submissions contained in that project. The Project View also displays completed projects for a PI or proxy in the bottom section of the Project View. A submission highlighted in Green identifies the current active and approved submission. Only one active submission can exist in a project container. Project containers highlighted in Yellow identify projects a user has proxy permission to but are not the owner on. If a proxy user is an owner on any submission in a project container the project will not be highlighted in Yellow. The number of applications contained in a project is provided in the list under the column titled # of applications 3

4 To view or edit an application, click the title for that application. PI s, Co-PI s, and users that have been granted proxy permission by the PI and the application is in a working or returned state are able to edit that application. An application that is not in working or returned state can only be viewed by the PI, team members or a user that has access to the project container Users that have access to a project container but are not part of the research team or have proxy permission can only view that submission in the container. Any submission the user is an owner of or has proxy permission can edit the submission given that it is in a working or returned state. To edit the project of an application scroll to the application section titled Project Information. The Project Information section appears between the application s General Information section and the Submission Team Assignment section. (see Project Information Section Example below) Once the PI, COPI, or anyone with proxy permission is editing the submission, the project information can be changed. o To change the project of an application, click the Change button and then click Then click Ok o Next to select the project you wish to change or move the application to. A list of project that exists in the Maestro Review System will appear in a drop-down which you can select from. Once selected the project will be changed to that new project. o NOTE: Once you change the submission s original project and it no longer contains any submissions then that project is no longer available to be selected. Please contact the Maestro team or the Office of Research Integrity and Compliance for assistance should a submission be moved to an incorrect project. To change the project information such as the project name or the project description, place the cursor in the text field and type the desired text. It will be automatically saved. 4

5 Project Information Section Example 5

6 Application View - The Application View remains unchanged from the current Maestro V2.0. My Accounts The My Accounts remains unchanged other than the addition of a non-nmsu user being able to update the Maestro Guest Account password. NMSU users must still go through MyNMSU or ICT to have the NMSU password changed or unlocked. My Team Reviews also remains unchanged. 6

7 Maestro Guest Account Users (non-nmsu) o Guest Account Users can now reset their account password by clicking Forgot your password? on the Maestro login screen at Next type your Maestro guest account username & primary address A message will be displayed indicating an has been sent to your primary address with further instructions. The following is an example of the that the Maestro Guest Account user will receive. Click on the link provided in the . Next type in your new password, type it again to verify, and then click the Update Password button. 7

8 The following message will be displayed indicating the password was successfully reset and ask the user to log in using the link. o The Maestro Guest Account user can also update the password by first logging in to Maestro then click on My Account and then click the [Update Password] link Type in your old password, then type in the new password, type the new password again to verify, and then click the Update Password button. The password is now updated. The Maestro Team hopes you find the new features of Maestro V2.1 useful and beneficial in making the protocol review process more efficient and help you have a positive experience in complying with the federal regulations while conducting your research. It is our goal to make Maestro the best software form review tool in the industry for researchers, their research team, and the committees and compliance organizations that provide oversight and adherence to the mandated federal regulations and institutional policies. As always we welcome and appreciate your suggestions and feedback. You can submit your suggestions online via the Maestro help website under the Suggestions tab or you can contact the Office of Research Integrity and Compliance via the above phone or . 8