SRC Submission Process
Initial SRC Submission
For all studies that require SRC review, the initial review is initiated once the PI or designee submits the completed required documents to the SRC.
The submission should be done via the SCI Cancer Clinical Trials Office (CCTO) Intake REDCap Portal: http://med.stanford.edu/ccto/request.html
The following documents are required to initiate the SRC review:
- All applicable investigator initiated studies (IIT) must comply with SCI guidelines and appropriate protocol templates prior to either SRC or IRB submissions.
- All investigator-initiated protocols submitted to the SRC will be pre-reviewed prior to the scientific review by the SRC; the purpose of the pre-review is to ensure that protocols contain all the required elements and they are organized in a consistent manner in the appropriate format. Protocols that lack the necessary information will not be assigned SRC reviewers until the protocol has been revised. The pre-review will allow the SRC reviewers to focus on the scientific merit of research protocols and to ensure they conform to the research objectives and priorities of the SCI.
- Please allow sufficient time for this pre-review and revision (if necessary) process. We will make every effort to be prompt in sending PIs the comments from the pre-review to help expedite the protocol development process.
- Complete the PSOS form for the appropriate Clinical Research Group (CRG) from which the study plans to recruit participants.
PSOS Form can be downloaded here: http://med.stanford.edu/cancer/research/trial-support/src/research-groups.html
- The protocol review along with CRG priority score form evaluation and PSOS approval by the CRG must be completed at a CRG meeting. Completed signed forms should be provided for SRC review.
- Studies involving multiple CRGs require a PSOS form, flow chart, and identification of a sub-I for each CRG from which the study plans to recruit participants.
- If study does not fall under one of these groups, the 'various/other’ option for the CRG may be used when completing the PSOS form. The 'various/other’ PSOS form is signed by the Associate Director for Clinical Research after meeting with the PI to discuss the study.
- CPSF documents the CRG's evaluation of the protocol based on the overall anticipated impact of the study and its alignment with SCI priorities including sponsor type, funding source, anticipated impact of study to cancer care, principal investigator (PI) leadership, ability to accrue, anticipated impact to catchment area and translation of Stanford science.
CPSF Form can be downloaded here: http://med.stanford.edu/cancer/research/trial-support/src/research-groups.html
- The CPSF should be reviewed at a CRG meeting along with the review of the protocol and PSOS. CPSF should be signed by the CRG leader or designee who also signed the PSOS.
- A flow chart is used to evaluate the fit of open, pending studies in relation to the proposed trial and to assess how competing studies are prioritized in terms of enrollment and if there an adequate patient population for both. All disease-related flow charts are published on the SRC website.
- All interventional trials (with the exception of pediatrics) must complete and provide a Flowchart.
- Download the appropriate CRG flowchart. Indicate where the protocol that is being submitted for SRC review fits in relation to other studies currently open or planned (see flowchart instructions).
- If competing studies are open or planned, the priority of the protocol under review compared to the competing trials is also indicated.
- If the appropriate flowchart does not exist, create a new flowchart using the blank protocol template and mark up a copy by hand.
For questions or assistance with flowcharts contact SRC-Office@Stanford.edu
For any questions related to the SRC submission process, please contact SRC-Office@stanford.edu
- All Protocol amendments, following initial SRC approval of the protocol, must be submitted to SRC through the Intake REDCap Portal Form. SRC administrative coordinator reviews each amendment submission to assess if the amendment meets the SRC review criteria
- Protocol amendments must be reviewed and approved by the SRC, in addition to the IRB, if there are changes that impact the study design, study population, sample size and/or risk to study participants.
Amendment Review submission:
Submit the following documents via Intake REDCap Portal Form:
- Protocol Amendment
- For IITs, please ensure protocol version dates are updated and consistent throughout the document.
- Tracked version of the revised protocol with summary of changes
All SCI SRC reviews and determinations are documented in OnCore (SRC review section).
- If SRC review was required for the amendment per the SRC review criteria, the PI will be notified in writing once the amendment review is completed by the SRC.
- If the protocol amendment does not require review, SRC review section in OnCore is updated to indicate that review was not required.
SRC also reviews protocols at the following timepoints:
All open to accrual interventional studies (excluding rare diseases, pediatrics, and Phase 1 trials, with limited participants slots) are reviewed by the SRC, at approximately 6 months’ time from their open to accrual date, to assess if accruals are proceeding adequately.
- If annual accrual is less than half of the target annual goal, the study PI is asked to provide an accrual action plan. Accrual action plan is required to be submitted to the SRC within 3 weeks of the SRC low accrual notice sent out to the PI.
- SRC reviews the accrual action plan and may consider it adequate and/or re-reviews the study accrual after a few months or may require more information if the accrual plan was considered inadequate. SRC review determination is conveyed to the PI in writing.
All clinical trials that are open to accrual are monitored at least annually for scientific progress including accrual progress, continued scientific relevance, and safety and compliance.
Renewal Application Process
- Annual SRC reviews coincide with the study’s IRB renewal date. The PI will be notified by the SRC when a study is due for annual renewal.
Please note that annual SRC review is not required for the following trials*:
- Rare disease Rare disease: Incidence rate of ≤ 5,000 newly diagnosed cases of any specific cancer per year)
- Pediatric trials, and
- Non-interventional studies
- Complete a Renewal PSOS form (rPSOS).
- The renewal PSOS form should be reviewed and signed at a CRG meeting.
- Submit the completed form via the Intake REDCap Portal Form. Completed Renewal PSOS forms can also be emailed directly to SRC-Office@Stanford.edu
- SRC review determination is conveyed to the PI in writing.
All interventional studies that initially opened to accrual ≥ 5 years ago and continue to remain open to accrual, regardless of their status of rare disease/pediatric trial, are reviewed for their continued scientific relevance by the SRC.
- The PI will be notified by the SRC when a study is due for 5 year continued scientific relevance review.
- The PI is requested to provide rationale for continued scientific relevance of the study by completing the rPSOS*.
Annual reviews of scientific validity, for the duration the study is open to accrual, will be required thereafter.
- SRC review determination is conveyed to the PI in writing.
*Though pediatric/rare interventional trials are exempt from annual SRC reviews, they are reviewed for continued scientific validity and relevance after 5 years have passed since they first opened to accrual and then each year that they continue to stay open to enrollment.