eIRB
The Penn eIRB system is targeted to replace HSERA as the new IRB online submission system in February 2026. This page is intended to be a central hub for communications about eIRB launch, including town halls with Q&A, training sessions, and written reference materials for the new system. This page will continue to be updated as more information is released.
The IRB application system is undergoing a significant upgrade. The IRB will launch a new system, the eIRB system, to replace HSERA. This change in systems will make necessary upgrades for compliance requirements and provide a more user-friendly, efficient review experience.
Future written communications and town halls will provide critical information about migration of existing paper and HSERA protocols to the new system. Faculty and research staff attendance at town halls is strongly recommended to ensure awareness, provide feedback, and ensure a smooth transition.
Launch Timeline
Townhalls
Townhalls are open to the entire research community. Townhalls have live Q&A and are recorded for retrospective viewing. Townhalls discuss the transition plan from HSERA to the new system, new policies and procedures being implemented with the new system launch, and improvements built into the new system. At this time there are no townhalls scheduled. See below for recordings of past townhalls.
Education
Education sessions involve live demonstrations of eIRB functionality. These sessions took place in October 2025 and were recorded for retrospective viewing. Refresher demos will take place in January 2026. IRB 101 sessions will cover only the major changes from HSERA to eIRB.
User Testing
The IRB Office will hold UAT session(s) in November 2025. The deadline to sign up was September 30, 2025.
Recorded Sessions
Recordings of previously held Townhall Informational Sessions are linked below. NOTE: Some of these recordings utilize the prior name of the new system, Human Research Application Portal (HRAP).
Sep 10, 2025
Penn eIRB Update and Q & A Townhall
Sep 18, 2025
eIRB Protocol Migration QA Guide Townhall
Sep 25, 2025
eIRB: Review of Related Policy Changes Townhall
Oct 1, 2025
eIRB Demo for Research Staff, Part 1
You must log into Zoom to watch.
Passcode: 10ERX2e!
Oct 8, 2025
eIRB Demo for Research Staff, Part 2
You must log into Zoom to watch.
Passcode: 0jT1Rd^5
Oct 16, 2025
eIRB Demo for IRB Members & Chairs
You must log into Zoom to watch.
Passcode: xf^e@0Xu
Written Resources
New System Improvements
This presentation discusses the following design improvements in eIRB, compared to HSERA:
- Efficiency of submitting
- Transparency around the review processes
- Improved tracking of submissions
- Planned integrations with other Penn systems
Pre-2019 Exempt Study Transition
Study records for human research reviewed at the exempt level in 2018 or earlier with a “No Continuing Review Required” status are not planned to be migrated to eIRB from HSERA. If researchers wish these studies with a “No Continuing Review Required” status to be migrated to eIRB, they should complete this Qualtrics Form by January 12, 2026. For more details click the link below.
Penn eIRB Update
Click below for slides from the September 10, 2025 Townhall, which covered:
- Launch Timeline & Planned Interactive Sessions
- Townhall Schedule
- Live Demo Schedule
- Important Deadlines
eIRB Protocol Migration QA Guide
Click below for slides from the September 18, 2025 Townhall which covered:
- What quality assurance research staff should complete during the first submission of a migrated study in eIRB.
eIRB: Review of Related Policy Changes
Click below for slides from the September 25, 2025 Townhall, which covered:
- New Policy Implementation around:
- Annual Check-In
- Automatic Closures
- Study Archiving
- Migration Plan
eIRB Migrated Studies QA Guide Supplement
This supplement details what fields from Penn ERA (Paper Protocols) and HSERA will migrate to eIRB.
eIRB Frequently Asked Questions
Additional Questions?