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Prepare to use Clinical Research Services facilities

Visit our customer service portal to submit requests, modify submissions and monitor the progress of requests at each stage of the workflow.

You can also submit requests by emailing clinicalresearchservices@asu.edu, which will create a ticket on your behalf.

Request access to CRS spaces

Before using any of the Clinical Research Services spaces, you must do the following:

• Request keycard access through our form. 
  (Note: Extended hours access will be granted on an as-needed basis and at the discretion of CRS staff.)

• Complete all required training. We will provide information and links to training that is required to use the CRS space. You must upload evidence of completed training before receiving access to CRS spaces. All users must, at minimum, complete the following:

  • CITI IRB - Biomedical Research (Group 1)
  • Laboratory Safety
  • Comprehensive Biosafety Tri-University training (formerly ASU Biosafety and Bloodborne Pathogens)
  • Hazardous Waste Management for Labs
  • Fire Safety

  Visit the EHS Training site for more information.

• Attend an in-person space orientation. After receiving your access request, a CRS team member will email you to arrange an orientation.

For questions regarding access, training or orientation, email clinicalresearchservices@asu.edu.

Recommended immunizations

Hepatitis B Immunization is recommended for anyone working with human fluids or tissues.

The Hepatitis A vaccination is recommended if working with wastewater or fecal matter.

All employees covered under the OSHA Bloodborne Pathogen Program, including paid students (graduate students, student workers) that may come into contact with blood or bodily fluids, will be offered the Hepatitis B vaccination free of charge through employee or student health.

You must complete the Hepatitis A and B (as applicable) consent or declination form and send it directly to Employee Health. For questions, contact ASU Employee Health at 602-496-1917 or email employeehealth@asu.edu and use “secure” in the email subject line.

Request a letter of support

You may request a letter of support for your IRB submission or funding application using our letter of support request form.

Letter of support requests may be submitted by either a principal investigator or a member of the study team. Please note that a letter of support is not sufficient to begin a project. You will not receive project approval until CRS Medical Oversight has received all necessary documents.

Our team is committed to delivering signed letters of support within 3 business days of receiving your request.

Request a quote or pricing information

You may request a quote for services or pricing information through our core services support request form.

Our team is committed to processing estimate requests within 5 to 7 business days from the date of form submission. If you require a quicker turnaround, please specify your ideal date in the section titled “What date do you need this information by?” We will make every effort to accommodate your request.

Review the following information before filling out the request form:

• Based on feedback from CRS users, we have included an optional section to collect contact information for the principal investigator's finance team, business office manager (BOM) or research administrator. This is intended to assist in providing a final copy of the estimate once it is completed, enhancing post-award processes and account setup within our billing program, iLab.
• Selecting the appropriate academic unit is important, as it allows for the effective capture of metrics to monitor incoming requests across the university.
• Our team can provide the most accurate estimate if you provide comprehensive details in the “Project overview” section, including:
  • Outcomes to be measured
  • Project timeline
  • Number of participants
  • Number of timepoints
  • Sample types
  • Links to any specific assays you would like conducted
  • Number of samples, including whether you prefer them run in single or duplicate
  • Any specialty consumables needed
• If you have not yet received IRB approval, you have the option to consider our IRB and IBC Preparation and Proxy Services. This optional service allows our team to assist you with the preparation of IRB and IBC protocols, and act as a proxy to submit the necessary documentation on the investigator’s behalf for an additional fee.
• If your funding status is pending, be sure to accurately indicate the proposed duration of the project.
• If you plan to share results with your study participants after the conclusion of your project, our team will supply you with a Waiver of Results form. You will need to complete this form for each of your participants.
• You have the option to request full-service coordinator assistance. This optional service encompasses visit scheduling and participant screening as well as IRB and IBC proxy services.

Once your request is submitted, you will have the opportunity to review the details, as well as monitor its progress through our internal workflow. Additionally, you can add further comments to your request if you need to provide extra details or make any modifications.

Schedule and check in to study visits

Scheduling is handled on a first-come, first-served basis. Please submit all visit requests at least 48 hours before the desired appointment time. The earlier you submit, the better we can plan to support your visit!

If you have any questions, visit our Slack channel: #crs_scheduling_help

Grant calendar access to study team

Send an email for each study team group to clinicalresearchservices@asu.edu with the following information:

• Study team members who need access to the scheduling calendar. CRS will add them to the CRS Clinical Calendar and #crs_scheduling_help Slack channel.
• The email address we should use to confirm accepted calendar requests

Request a visit

• Check availability on the CRS Clinical Calendar (view access only). Identify open slots that work for your team and participant.
• Submit a request using the CRS Temporary Scheduling Request Form. Include all required details, including study name, timepoint, participant ID, etc. NOTE: This is the same form and process you use to request a cancellation or rescheduling of an approved visit.
• Wait for confirmation. Your request generates a ticket for the CRS team. CRS managers will review requests in the order received.
• If your request is approved, the visit will be added to the calendar and CRS will send an invite to your team or study email. If your request is denied, you will receive an email suggesting alternative days and times.

Cancel or reschedule a study visit

• To cancel a visit, go to the CRS Temporary Scheduling Request Form, enter the visit information and select “Cancellation” on question 3.
• To reschedule a visit, follow the instructions for requesting a visit above. The CRS Temporary Scheduling Request Form includes an option for rescheduling an existing visit.

Rescheduled appointments must receive staff confirmation before they can be officially scheduled. Please wait for a confirmation email before finalizing arrangements with your participant.

Share instructions with participants

Your confirmation email includes important information that you can share with your participant. We do not recommend forwarding your confirmation email, as it contains a link to cancel or reschedule the appointment. Instead, copy and paste the directions (including the QR code) to a separate email and attach the flyer and calendar appointment.

You may also attach any additional instructional flyers that are relevant to your study. These explain common clinical research procedures and provide pre-visit instructions. IRB approval for your study is required before you distribute fliers to your participants.

Check in for your study visit

Check in is required for every visit.

When you arrive for the appointment, open the Google Calendar event for your scheduled visit. In the event description, you’ll find a QR code.

Scan the QR code using your phone and complete the short check-in form. This ensures that services will be billed and documented appropriately.

Check in process if your study team is not present:

When scheduling your appointment, ensure that the participant is aware they will need to scan the QR code by the door and check in. Also ensure that the participant knows the study acronym and their PID. This ensures proper documentation for internal and external reporting.