{"id":3576,"date":"2024-01-04T13:28:53","date_gmt":"2024-01-04T18:28:53","guid":{"rendered":"https:\/\/www.rochester.edu\/ohsp\/?page_id=3576"},"modified":"2026-09-09T16:53:04","modified_gmt":"2026-09-09T20:53:04","slug":"subject-enrollment","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/ohsp\/click-irb\/subject-enrollment\/","title":{"rendered":"Defining and Reporting Subject Enrollment"},"content":{"rendered":"

Along with research milestones<\/a>, subject enrollment must be reported when active research requires continuing review. Determining when a subject is \u2018enrolled\u2019, however, can be challenging as use of the term can vary depending on the nature of the research and who you\u2019re communicating with (e.g., an Institutional Review Board [IRB] vs. a study sponsor).<\/p>\n

 <\/p>\n","protected":false},"excerpt":{"rendered":"

Along with research milestones, subject enrollment must be reported when active research requires continuing review. Determining when a subject is \u2018enrolled\u2019, however, can be challenging as use of the term…<\/p>\n","protected":false},"author":36,"featured_media":0,"parent":316,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","_members_access_role":[],"_members_access_error":""},"class_list":["post-3576","page","type-page","status-publish","hentry"],"acf":{"lead_in":"","display_title":"","subtitle":"","call_to_action":"","hero_image_placement":"no_image","hero_media":"images","hero_pattern_option":"","hero_video":"","hero_image_landing":"","hero_image_landing_two":"","hero_image_landing_three":"","content_modules":[{"acf_fc_layout":"text","anchor":"","css_class":"","title":"

When is a subject 'enrolled' in the research?<\/h2>","content":"The Institutional Review Board (IRB) considers a subject enrolled in the research once they have provided consent to participate<\/strong>.\r\n\r\nFor simple studies, determining enrollment should be relatively straightforward\u2013all subjects who have provided written or verbal consent should be counted as \u2018enrolled\u2019 and the number reported as \u2018enrolled\u2019 should be consistent with your study documentation (e.g., the number of maintained signed consents, the number of subjects identified on an enrollment log, the number of completed surveys).\r\n\r\nFor studies that involve screening procedures (i.e., where a subject undergoes study-specific procedures to validate eligibility [e.g., oral medical history or blood draw]), reporting enrollment can be a bit more complicated.\r\n\r\nAs a general rule of thumb, subjects should be counted as \u2018enrolled\u2019 after providing written or verbal consent to perform the screening procedures is provided.\u00a0 For example:\r\n
    \r\n \t
  • When a medical or academic record is reviewed to confirm eligibility prior to subject recruitment and\/or consent, the subject should only be counted as \u2018enrolled\u2019 when eligibility is confirmed and they consent to participate. If a subject\u2019s medical or academic record is reviewed and they are determined to be ineligible and therefore are never approached to participate in the research, they should not be counted as \u2018enrolled\u2019.<\/li>\r\n \t
  • When a subject is verbally asked questions to validate eligibility, prior to written or verbal consent, the subject should only be counted as \u2018enrolled\u2019 when eligibility is confirmed and they consent to participate. If a subject is verbally queried prior to written or verbal consent and they are determined to be ineligible and therefore consent is never obtained, they should not be counted as \u2018enrolled\u2019.<\/li>\r\n \t
  • When a subject provides written or verbal consent to undergo formal screening procedures (e.g., physical exam, neurocognitive assessment), the subject should be counted as \u2018enrolled\u2019 regardless of whether eligibility is confirmed via the screening procedures. In the event, a subject provides consent and is subsequently determined to be ineligible following screening procedures, they would then be considered a \u2018screen failure\u2019.<\/li>\r\n<\/ul>","background_color":"#f4f4f4","width":"width-medium"},{"acf_fc_layout":"accordion_new","anchor_id":"","classes":"","title":"

    Subject enrollment FAQs<\/h2>","description":"","background":"plain","background_color":"#ffffff","style":"row_blank","expand":"no","accordions":[{"acf_fc_layout":"accordion","accordion_title":"My protocol permits subjects to participate in the research more than once. How should these subjects be counted in enrollment totals? ","icon":"","row_content":"First and foremost, the study protocol should specifically indicate when an individual subject is permitted to participate in the research more than once. The circumstances for allowing this participation will depend on the nature of the research, as will how subjects should be counted in enrollment totals. In the event an individual subject\u2019s participation in the research is counted more than once in the enrollment total (e.g., a study that allows screen failures to re-screen for participation after a specific waiting period or if the individual participates in a study more than once and signs a new consent form each time they enroll), the protocol should clarify how enrollment totals are being determined, and how subjects will be counted if they enroll in the study multiple times.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Who is considered \u2018enrolled\u2019 when consent is waived?","icon":"","row_content":"For studies involving a secondary data analysis, chart reviews and\/or specimen analysis approved with a waiver of consent, subjects should be counted as \u2018enrolled\u2019 when they have been identified as eligible for the study and the study team plans to collect or use their data\/specimens.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"What about withdrawals?","icon":"","row_content":"As stated above, a subject is considered enrolled in the research once they have provided consent to participate. Activities that occur following consent\u2013subject withdrawal, investigator-initiated subject withdrawal, lost to follow-up, or subject death (due to causes related or unrelated to study participation)\u2013do not affect how enrollment totals are calculated. E.g., if 10 subjects are enrolled and 1 subject withdrawals, 10 subjects should still be reported as \u2018enrolled\u2019.\r\n\r\nTo report withdrawals (both subject withdrawals and investigator-initiated subject withdrawals) in Click IRB, leave the \u2018NO subjects withdrew from the study\u2019 checkbox in Question 4 of the Continuing Review form unchecked<\/em> and insert a comment into Question 5 or attach additional supporting documentation in Question 6.","accordion_anchor":""}]},{"acf_fc_layout":"card_grid","anchor":"","css_class":"","title":"

    Related resources<\/h2>","description":"","background_color":"#f4f4f4","width":"width-large","columns":"3","cards":[{"card_title":"

    Click IRB study staff guide<\/h5>","card_text":"","card_background_color":"#FFFFFF","card_hover_color":"#283faf","card_link":{"title":"","url":"https:\/\/www.rochester.edu\/ohsp\/wp-content\/uploads\/2024\/01\/ClickIRB_StudyStaffManual.pdf","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"
    Reporting research milestones<\/h5>","card_text":"","card_background_color":"#FFFFFF","card_hover_color":"#283faf","card_link":{"title":"Reporting Research Milestones","url":"https:\/\/www.rochester.edu\/ohsp\/click-irb\/research-milestones\/","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"
    More Click IRB resources<\/h5>","card_text":"","card_background_color":"#FFFFFF","card_hover_color":"#283faf","card_link":{"title":"Click IRB Resources","url":"https:\/\/www.rochester.edu\/ohsp\/click-irb\/","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""}]}]},"yoast_head":"\nDefining and Reporting Subject Enrollment - Office for Human Subject Protection - University of Rochester<\/title>\n<meta name=\"description\" content=\"Understand how to define and report subject enrollment in Click IRB, and explore FAQs. 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