Guide to Services

Regulatory Affairs

HJF’s Office of Regulatory Affairs and Research Compliance is responsible for ensuring all research projects and clinical trials administered by HJF comply with applicable local, state and federal laws and regulations relating to research involving human or animal subjects, recombinant DNA or select agents. The office also ensures compliance with the Health Insurance Portability and Accountability Act (HIPAA) and is the HIPAA Privacy Office for the Foundation. The office works closely with principal investigators and the research administration offices at HJF to ensure that all necessary assurances for each research program are in place throughout the conduct of the study. The Office of Regulatory Affairs and Research Compliance conducts assistance visits and monitoring visits on the research conducted through HJF.  HJF's Office of Regulatory Affairs and Research Compliance also handles all reports of Research/Scientific Misconduct for the Foundation.

Changes to the Common Rule

The U.S. Department of Health and Human Services (DHHS) and 15 other Federal Departments and Agencies have issued final revisions (the Final Rule) to the Federal Policy for the Protection of Human Subjects (the Common Rule). The effective date for full implementation is Jan. 21, 2019, for any ongoing or new studies initiated on or after this date. More information can be found at:

DHHS Policy:

Federal Register - Final Rule:

There are four main changes to the Final Rule to better protect human research subjects and to reduce administrative burden:

  • Exemptions—There are new and revised categories when determining if a protocol falls under exempt from IRB review.
  • Continuing Review for Minimal Risk Studies—Continuing review may not be required for some minimal risk research.
  • Consent Forms—New requirements regarding the information that must be given to prospective research subjects as part of the informed consent process. 
  • Other/Miscellaneous—Thesingle IRB of record change in the Common Rule will take effect in January 2020.  

Please note the Final Rule requires a copy of the IRB-approved informed consent form (ICF)to be posted on a publicly available federal website no later than 60 days after the last study visit of any subject, without any signatures, for each clinical trial conducted or supported by a Common Rule department or agency. The Office for Human Research Protections (OHRP) has identified two publicly available federal websites that will satisfy the consent form posting requirement:

  2. a docket folder on

HJF’s Office of Regulatory Affairs and Research Compliance will create an account for you on so you can post the informed consent.

Please work with the Office of Regulatory Affairs & Research Compliance (240-694-4026 or to determine whether your research will be subject to the new requirements and learn about the specifics of these new rules.

Updating Your Protocol for New Common Rule

FROM WRNMMC: Beginning in early 2019, changes will be made in the Common Rule, which governs the ethics of human subjects research. Studies approved by the Institutional Review Board before Jan. 21, 2019 can use the 1991 version, but those approved for the first time after Jan. 20, 2019 must follow the new Common Rule.             

The accompanying release notes spell out related updates to the Electronic Institutional Review Board. Be sure to review all three pages. Meanwhile, here are some highlights:

  • New Privacy Forms and Checklists, which reflect Common Rule changes, are located in the Resource Center.
  • A revised Informed Consent document is located in the Resource Center and the Protocol Manager.
  • The Protocol Application is changed in four sections: 10.2, 10.4, 10.7 and 13.5.
  • The Continuing Review form is updated in three sections: Current Project, Study Status and Consent Upload.
  • The Modification form is changed in sections 2.2 and 2.4.
  • Researchers with new studies (unapproved as of Jan. 21) must check their entire form for accuracy.

Please see the release notes for details. 
NOTE: If you are unable to open the embedded files in the release notes, please contact the WRNMMC IRB.

International Compilation of Human Research Standards

The 2019 edition of the International Compilation of Human Research Standards has been released and is now available online by clicking here. The Compilation features listings of over 1,000 laws, regulations and guidelines on human subject protections in 131 countries, as well as standards issued by a number of international and regional organizations. 

The updated edition includes hundreds of updates from the previous year. One new country is included in the 2019 edition: El Salvador. 

The listings are organized into nine categories:

1.         General Research
2.         Drugs and Devices 
3.         Clinical Trial Registries 
4.         Research Injury
5.         Social-Behavioral Research
6.         Privacy/Data Protection 
7.         Human Biological Materials
8.         Genetic Research
9.         Embryos, Stem Cells, and Cloning 

Many of the listings include a hyperlink that allows the user to directly access the law, regulation or guideline of interest. 

Prepared by the Office for Human Research Protections of the U.S. Department of Health and Human Services, the Compilation is designed for use by IRBs, researchers, sponsors and others involved in human subjects research around the world. The Compilation was first published in 2005 and is updated annually. 

Scientific Publishing 

HJF's Regulatory Affairs department reviews and approves all scientific publishing efforts. This can be done in coordination with the academic center or institution as to ensure timeliness. Please review the Scientific Publishing Policy listed in the resources list below for details on the process and what is required of HJF employees.


  • Second Level Approval for Investigators - PDF
    (updated 6/4/19)
  • Seccond Level HRPO Protocol Submission Form - DOC
    (updated 6/4/19)
  • Required Documents Checklist for Animals - PDF 
    (updated 1/31/2017)
  • Required Documents Checklist for Human Subjects (Domestic) - PDF 
    (updated 1/31/2017)
  • Required Documents Checklist for Human Subjects (International) - PDF 
    (updated 1/31/2017)
  • HIPAA Policy - PDF
  • Scientific Misconduct - PDF
    (updated 10/30/18)
  • Scientific Publication Policy - PDF
  • CITI Instructions - PDF
  • CITI Training Assignments - PDF
  • HJF Secure Transfer System Guide - PDF
  • 520 Travel Authorization - PDF
  • 521 Travel Expense - PDF
  • 522 Fund Disbursement Reimbursement - PDF
  • CL1 ClinCard Participant -PDF
  • CL3 ClinCard Participant Card Return - PDF
    (updated 3/1/2019)
  • ClinCard Oracle Requisition Instructions - PDF
    (updated 12/12/19)
  • Petty Cash Policy - PDF
  • DHA Resources Zip - Change Applicant, Change Sponsor, Data Sharing Agreement, Extension Requests, Modification Request - Zip
  • Petty Cash Reconciliation
    (updated 2/15/2017)