IBC Registration Instructions and Forms

 

Effective January 2026. All registrations must be completed in SciShield.

Printable Handout of Registration Instructions 

Overview: Project vs. Program Registrations

Researchers may register either Project or Program protocols.

Project Registrations

  • Narrow in scope; typically represent one grant or distinct study
  • Best when research activities vary significantly across projects

Program Registrations

  • Broad, comprehensive descriptions covering multiple related projects
  • Newly initiated work within scope is automatically "pre approved"
  • Require more detail up front, but reduce repeated submissions over the 3 year approval period

Both use the same SciShield form. The level of detail should match the scope. All submissions must provide enough detail for a complete IBC biosafety risk assessment.

SciShield Biosafety Module (Current Process)

Starting January 2026, all IBC activities must be submitted in SciShield:

  • New registrations
  • Renewals
  • Amendments
  • Word documents and paper forms are no longer accepted

How to Register an IBC Project or Program in SciShield

1. Log in to SciShield

2. Enter Project Information

Project Title

Provide a clear and descriptive title.

Funding Sources

Examples include NIH R01, NSF, startup funds, or internal OSU grants.

Brief Project Summary

Provide a plain language description including:

  • Purpose
  • Objectives or aims
  • Biological context or relevance
  • Spelled out acronyms

3. Select All Biological Materials Used

SciShield will display additional required forms based on your selections.

  • Human or non human primate materials
  • Non primate animals and derived materials
  • Microorganisms
  • Recombinant or synthetic nucleic acids
  • Viral vectors
  • Biological toxins or infectious proteins
  • Other hazards (physical hazards, mixed waste, etc.)

4. Describe Experimental and Procedural Details

Provide a narrative explaining:

  • What is being done with the biological materials
  • Key manipulations
  • Engineering controls such as biosafety cabinet use and/or aersol mitigations
  • PPE
  • Decontamination and exposure prevention strategies
  • Trainings & experience of all workers (if not captured in pathogen or viral vector forms, see below)
  • Additional spaces used for work, if not shown/associated with your lab

Do not paste full SOPs. Upload SOP documents to Bio > Biological Summary > Biological Registration Documents

5. Complete the Biological Safety Risk Assessment

Rate each item assuming no controls in place:

  • Human risk: likelihood, severity, spread
  • Animal risk: likelihood of spread

Scale: 1 (Very Low) to 4 (High). The BSO may adjust ratings.

6. Specify Required Safety Levels

  • BSL 1, BSL 2 for biological safety levels
  • ABSL 1, ABSL 2 for animal containment levels
  • BSL LS for large scale
  • BSL P for greenhouse or plant work

7. List Authorizations and Permits

  • IACUC protocol
  • IRB protocol
  • USDA, APHIS, or PPQ permits
  • CDC import or export permits

If pending, list as "pending" and explain.  Permits can be attached under Bio > Biological Summary > Biological Registration Documents

8. Identify Rooms and Spaces

For each OSU location specify:

  • Work areas
  • Storage areas
  • Project specific rooms

9. Add Project Team Members

Include all individuals who will work on the project:

  • Lab personnel
  • OSU collaborators
  • External collaborators

The PI must be listed and will certify the protocol.

10. Submit for Review

  1. Researcher submits to PI
  2. PI certifies
  3. SciShield routes to BSO review, then IBC review

Incomplete or unclear submissions will be returned for revision.

Standard Operating Procedures (SOPs)

SOPs are required for:

  • Work with RG 2 or higher human pathogens
  • Work with high consequence animal or plant pathogens

Researchers should:

  • Provide detailed SOPs covering manipulation steps
  • Reference SOPs in the registration narrative to avoid duplication
  • Upload SOP documents, permits, or any pertinent documents to Bio > Biological Summary > Biological Registration Documents

Approvals, Duration, and Amendments

All IBC registration approvals and updates are now managed directly in the SciShield Biosafety module. PIs receive a formal approval memorandum through SciShield once a project is approved. Registrations remain valid for three years, with annual updates required for all active projects.

Amendments must be submitted in SciShield whenever research changes occur, including:
• Addition of new biological agents
• Changes in project goals or scope
• New methods or procedures
• New personnel
• New rooms or facilities

 

Supplemental Agent Specific Forms

If you select pathogens, viral vectors, or regulated agents, SciShield will automatically display the required supplemental forms. These must be completed before submission.

Pathogen Registration Form

One form is required for each pathogen.

Step I: Pathogen Information

  • Name, strain, type
  • Source and transport method
  • Genetic modifications
  • Rooms for storage or use

Step II: Project Details

  • Host or target
  • Use in recombinant DNA experiments
  • Duration of work
  • Project objectives

Step III: Safety

  • Health restrictions
  • Vaccines or treatments
  • Medical surveillance
  • Sharps use
  • Engineering controls
  • Disinfection and spill cleanup
  • PPE

Step IV: Risk Assessment

Description of hazards, transmission routes, containment, and mitigation.

Step V: Personnel

List personnel, training, and experience.

Viral Vector Registration Form

One form is required for each viral vector system.

Step 1: Vector Information

  • Vector system name and type
  • Supplier
  • Helper viruses
  • Host range
  • Replication competent testing

Step 2: Vector Production

  • Production in lab or vendor
  • Methods, cell lines, titer
  • Rooms involved
  • Collaborating labs

Step 3: Insert Information

  • Gene or sequence name
  • Type of insert
  • Gene function
  • Whether toxic, secreted, growth altering, or gene drive related

Step 4: Viral Use

  • Experimental use
  • Storage and use locations
  • Use in animals
  • Transgenic animal generation
  • Environmental release considerations
  • Human administration if any

Step 5: Safety

  • Exposure risks
  • Sharps considerations
  • Disinfection
  • Spill response
  • Use of biosafety cabinet
  • PPE

Step 6: Personnel

List personnel, roles, trainings, and experience.

If you indicate the use of any pathogen or viral vector in your Biological Materials section, you must complete the corresponding supplemental form(s) before submitting your IBC registration. Incomplete forms will delay the review process.

Missing the Bio tab in SciShield?  Email [email protected] to bioenable your lab.