37 - Implementing an Annual IRB Member Survey to Solicit the Perceptions and Interests of IRB Members

Background: Integrating perceptions and priorities of IRB members is essential for optimal IRB management and the satisfaction of its members. An IRB member survey initially implemented during the pandemic to assess options for conducting safe, inclusive, engaging IRB meetings has been adopted and expanded to solicit annual feedback for IRB operations.

Program

Description: On 5/2/2023, the second annual IRB member survey with closed and open-ended questions was emailed to all IRB Chairs, members, and regular attendees at our institution (n=43) to obtain their responses to questions about IRB meetings. The 2023 survey repeated questions from the 2022 survey about the optimal format for IRB meetings (in-person v. remote v. some combination) in order to compare member opinions on this important topic one year later. The 2023 survey also added new questions, soliciting feedback on several potential new initiatives for IRB panels, such as new training and education opportunities. Responses from the 31 returned surveys (72% response rate) were analyzed and compared to the 2022 results. Stratified analyses by the four IRB panels and IRB member affiliation and voting status using NCSS9 were also done. Results were presented and discussed with each panel to further inform the format/procedures and initiatives for future IRB meetings.

Program

Assessment: Compared to 2022, there was a 15% increase in positive responses regarding the effectiveness of remote meetings (97% responded ‘Very effectively’ in 2023 versus 84% in 2022), and a 12% increase in the effectiveness of remote as compared to in-person, demonstrating that efforts to improve remote meetings have been successful. There was near-zero change observed regarding meeting formats moving forward, with 67% for fully remote (-2% vs 2022), 57% for hybrid (-2%), 33% for alternating in-person/remote (+8%), and 13% (-2%) for fully in-person. Members reported being significantly (p < 0.05) more comfortable meeting in-person, and there was an 83% decrease in citing COVID as a factor for unwillingness to attend, demonstrating that concern about contracting coronavirus has waned. There was a significant increase (p < 0.001) in the certainty of responses moving forward in regards to meeting format, with a 587% increase in respondents stating their answers will not change in the future. Expressed interest in IRB initiatives were 90% for training/education, 87% for the role of AI/machine learning, 74% for diversity/inclusion/equity, and 55% for identification of new members.

Limitations: Although the analyses comparing 2022 and 2023 results support very good internal validity, potential bias is always an issue with survey design as non-respondent members might have divergent perceptions despite our high response rate of 72.1%. In future annual surveys, we will also seek to better proactively engage IRB members in the design of the questions, in order to maximize the application of the results in IRB management, operations, and the satisfaction of its members.

Discussion: The annual survey is a valued process that has been integrated into HRPP operations to ensure inclusion of the important voices of IRB members. Comparative analyses of 2022/2023 results revealed that remote meetings remain an effective option, with effectiveness improving with experience. While concerns regarding the resumption of in-person meetings remain, they are now related to non-COVID issues; members are again comfortable with in-person interaction, including catered luncheons, which enables options like quarterly in-person meetings. As members are now much less likely to change their views moving forward on meeting format, future surveys will focus on facilitating quality improvement initiatives.