External collaborator research readiness

Lesson 1

Begin with the actual project

Brown Virtual Lab is an independently operated research education and peer mentorship environment. For FIU and MDC participation, identify the local institutional faculty mentor and the role of Dr. Brown as co-mentor or collaborator. Write down the study title, project lead, responsible institution, proposed contribution, and the information your contribution requires. The research question and activity determine which institutional reviews apply.

The recovered IRB External Collaborators Guide describes a historical MCW pathway involving home institution letters, reliance documents, eBridge, and addition to protocols. Use that original for historical context. Confirm the current reviewing institution and project-specific instructions before preparing forms. A past MCW workflow alone does not establish current authorization.

Put it into practice

1. Record the exact protocol title and version supplied by the project lead.
2. Identify your home institution contact and local mentor.
3. Describe whether you will review public literature, analyze approved existing information, or conduct another explicitly assigned activity.

Lesson 2

Map institutional responsibilities

Ask the project lead which institution is responsible for review and whether your institution needs a determination, reliance agreement, individual investigator agreement, or other documentation. Institutional offices determine engagement and reliance requirements. Obtain their written direction and retain it in approved project storage.

A collaborator should know who owns the data, who approves access, who oversees the protocol, and where amendments are handled. Institutional approvals and account access serve different purposes; document both before beginning an assigned data activity.

Put it into practice

1. Send the protocol and concise role description through the approved channel to your institutional research office.
2. Ask what training, appointments, agreements, and documentation your role requires.
3. Return the written response to the project lead for reconciliation.
4. Confirm that any required protocol addition or amendment has been completed.

Lesson 3

Build a readiness packet

Keep a small indexed packet containing your role description, required training evidence, institutional determination, applicable signed agreements, current protocol acknowledgement, and project access confirmation. Store sensitive operational records within approved private project storage. The public learning page supports preparation; official records belong with the institution or project.

Confirm training applicability and expiry with the responsible institution. Course completion supports readiness; the project lead and institutional office establish permission for specific activities.

Put it into practice

1. List each requirement with an owner, date, status, and evidence location.
2. Record pending items and the next person who can resolve them.
3. Verify the authorized storage system and permitted software.

Lesson 4

Practice privacy and retrospective boundaries

Current DHRIP preparation concerns authorized existing information and documented institutional determinations. Begin with public literature review and critical appraisal while required decisions are pending. Access to clinical information requires the applicable project authorization and approved environment. Keep identity keys, participant contact, and prospective collection under their separate controls.

Use synthetic examples for this learning module. Send public literature questions and workflow questions through approved asynchronous channels. Report accidental access or an unexpected identifier to the project lead using the institutional incident process.

Put it into practice

1. Confirm the minimum necessary variables for your assigned task.
2. Check de-identification and permitted exports with the authorized data steward.
3. Disclose permitted AI assistance and use institution-approved tools for the relevant material.

Lesson 5

Resolve access problems

A document access error can result from the selected Google account, folder membership, a restricted individual file, or a migrated resource. Record the resource title, the URL, the account selected, and the exact error. Submit those details through the existing Lab support channel. Keep credentials and sensitive data out of screenshots.

The shared Lab folder uses its established permissions. Request access using the Google account used for Lab work. Continue with this on-site preparation and public reading while the appropriate administrator resolves the file request.

Put it into practice

1. Open the original document link from the onboarding page.
2. Confirm the intended Google account.
3. Use Request access when Google offers it.
4. Provide the title and error to the project lead if folder access succeeds but the file remains restricted.

Resources and original materials

These lessons combine recovered Lab guidance with new practice activities. Original document permissions remain in effect. Historical institutional procedures require confirmation for the current project. Product interfaces depend on your software edition.

• Original IRB External Collaborators Guide
• Current intake and onboarding
• Research operating system

Resource review: October 14, 2026.