1. Upon Initial Notification of Inspection.
   1. When the IRB or OPRS receives notification that the IRB or IRB records will be audited by an official from a Federal regulatory agency, the OPRS Director, HPA and IO should be immediately notified. When possible, the initial notification should be referred to the OPRS Director for finalization of the inspection plans.
   2. In instances when the OPRS Director is not available, OPRS staff should inform the inspector that the supervisor is not present in the office. The OPRS staff should gather the contact information from the inspector and suggest that the OPRS Director recontact the inspector to finalize the inspection plans.
   3. In addition to gathering information related to the Agency performing and the proposed timing of the inspection, the reason for the inspection should also be requested upon initial contact.
2. Upon Arrival of the Inspector.
3. Upon arrival of an inspector, OPRS staff will ask all inspectors to identify themselves by name, title, Agency, and show appropriate identification. Inspectors must also state the reason for the inspection. If an inspector is unable to provide identification, the individual will not be permitted to initiate the inspection, but will be asked to return with the appropriate identification.
4. After the inspector has identified her/himself, the OPRS Director will be immediately notified of the inspector’s arrival. In instances when the inspection is unannounced and the OPRS Director is not available, OPRS staff should offer to assist, but inform the inspector that the supervisor is not present in the office. OPRS staff should suggest that although they will do their best to help, the inspection should be rescheduled for a time when the OPRS Director is available, as the OPRS Director might be better equipped to answer questions. If the OPRS Director is not present and the federal inspector decides to stay and conduct the inspection, OPRS staff must contact the HPA and the Associate Director for Research Compliance immediately.
5. Inspectors with the FDA must also present a Form 482 upon arrival.
6. The OPRS Director or designee and designated OPRS staff will be available to the inspector throughout the inspection.
7. The OPRS Director or designee, the designated OPRS staff, the Chair of the appropriate IRB, if available, and the HPA and IO, if available, may meet with the inspector at the beginning of the inspection.
8. OPRS staff and the IRB Chair will answer all inspector questions or concerns accurately, honestly, and succinctly and answer only the questions asked.
9. The federal inspector has the right to visually observe and inspect all facilities and original, unredacted records of the IRB. A list should be kept of all the materials the inspector reviews.
10. If the inspector requests duplicate copies of IRB records, OPRS staff must comply with the request. The inspector may ask to duplicate these records or ask office personnel to duplicate the records. If the inspector decides to use duplicating equipment outside of the OPRS office space, an OPRS staff must travel with the inspector to the duplication facility to verify the documents copied. A second copy of all materials duplicated for the inspector should be kept by OPRS staff and used to construct a separate list of the records duplicated.
11. At the conclusion of the inspection, the OPRS Director or designee, designated OPRS staff member, the appropriate IRB Chair, if available, and the HPA and IO, if available, may attend the exit interview. If an inspector identifies deficiencies, he/she may leave a copy of the findings with OPRS staff, documenting the results of the inspection. If the inspector does not identify any problems during the inspection, the OPRS Director/IRB Chair should receive a letter following the inspection from agency headquarters confirming the outcome. At the exit interview, inspectors from the FDA will document deficiencies on Form 483.
12. The OPRS Assistant to the Director or designee will maintain a record of everything reviewed by the inspector following the inspection, along with copies of any correspondence provided at the conclusion of the inspection or received after the inspection.
13. The OPRS Assistant to the Director or designee will forwards copies of correspondence received from the inspector to the OPRS Director, IRB Chair, HPA, and IO. The IO, HPA, OPRS Director, IRB Chair, and other OPRS staff will discuss the findings and prepare and implement a corrective action plan as appropriate.
14. The OPRS will submit a written response regarding the inspection to the appropriate authority, if required and/or as deemed appropriate. The IO, HPA, OPRS Director, and, if appropriate, the IRB Chair will approve any written response. OPRS will send copies to the IRB Chair, HPA, IO, and the Associate Director for Research Compliance.
15. The OPRS will provide copies of any reports or correspondence (to and from the inspecting agencies) to the JBVAMC when an inspection involves a VA protocol or an IRB designated to review JBVAMC research. The VA R & D Office is responsible for forwarding the information to the VA Research and Development Committee, VA Associate Chief of Staff for Research and Development, and any other appropriate VA entity.
16. During Inspection.
17. Following the Inspection.

21 CFR 56.108(a) and (b), 21 CFR 56.108(a) and (b)
45 CFR 46.103(b)(3), (4) and (5), 45 CFR 46.116(b)(5)