Office of Research & Innovation

Preparing for the IRB Module Transition from COEUS to Novelution

February 26, 2026

We are eager for the upcoming launch of the IRB Module in Novelution, which is planned to go live on April 15!

Novelution is the Office of Research & Innovation’s upgraded electronic research administration system and will gradually replace COEUS and DragonSPOT with several new modules. The new system is designed to streamline and modernize research administration at Drexel, providing greater transparency, improved functionality, and a more integrated experience for principal investigators, administrators, and research support teams.

As we prepare for IRB go-live, there are several steps you can take now to ensure a smooth transition.

How to Prepare for IRB Module Go-Live

  • CITI Trainings: All members of the research community should affiliate their CITI account with Drexel University and ensure their preferred CITI email account is their Drexel email address. If a study team member’s CITI account is not linked to their Drexel email, completed training will not feed accurately into Novelution and may appear as incomplete. Affiliation instructions, the training matrix, and FAQs are available on ORI’s CITI Training webpage.
  • COI Disclosures: Protocol-specific Conflicts of Interest (COI) disclosures for all study team personnel should continue to be completed via SmartSheet prior to submitting in COEUS or Novelution when live. COI disclosures will remain in SmartSheet until the Novelution COI module is launched. Additional information can be found on the Financial Conflict of Interest (FCOI) webpage.
  • Study Closures: Be sure to close any IRB studies in COEUS that no longer need to remain active. Learn more about when studies may be closed.
  • Understand that many posted templates related to IRB submissions will remain in effect and available on the HRP/IRB website for study teams to access (consent templates, Exempt Research Information Sheet, HIPAA Authorization, etc.). Some forms will be replaced by the system itself and will no longer be utilized (HRP-503 Protocol Template, HRP-214 Reportable New Information Form, etc.).
  • Investigators should ensure that copies of IRB related documentation and reviewed materials are downloaded and securely stored from COEUS for previously reviewed protocols. Investigators will need the currently approved protocol and any recruitment materials (if enrolling) if the protocol will need to be entered into the Novelution system for any reviews needed after the go-live date.
  • Be mindful of the timing of new submissions, modifications, and renewals as we approach April 15. See additional guidance below.

Submission Guidance

  • Initial Submissions: You may continue submitting in COEUS prior to go-live. However, submissions initiated in COEUS that remain in progress at go-live may require additional steps to transition into Novelution. If feasible, consider submitting as soon as possible or waiting until after April 15. Initial reviews of new research submitted via COEUS by April 14 that pass the screening will still be reviewed by the IRB in COEUS. Any initial reviews of new research submitted after April 14 will need to be submitted via Novelution.
  • Renewals: To avoid a lapse in approval, please submit renewals for studies expiring before April 14 as soon as possible in COEUS.
  • Modifications: If a modification is time-sensitive, please submit it in COEUS prior to go-live. For non-urgent modifications, consider waiting until after April 14 to submit in Novelution. COEUS will remain active during the transition period to support continuity.

Frequently Asked Questions

  • Will COEUS shut down after April 14? No. COEUS will remain active during the transition period to support continuity of review and ongoing study management.
  • What happens if my study is mid-review? If your initial submission is received in COEUS by April 14 and successfully passes the IRB screening step, we will make every effort to continue reviewing it in COEUS. Submissions received by April 14 that do not pass screening due to incomplete materials or required revisions will need to be submitted in Novelution after go-live. If a submission was started in COEUS but not fully processed by go-live, additional administrative steps may be required to transition the record. 
  • What if I submit in the wrong system? After April 14, new research must be submitted in Novelution and no new submissions will be accepted in COEUS.  Some submissions in COEUS may be asked to switch to a submission in Novelution.
  • Will my historical records still be accessible? Yes, historical records will remain accessible in COEUS.

Please visit the Novelution Hub for ongoing updates and resources. The Novelution Hub will serve as the central resource for transition guidance and FAQs. 

For questions about IRB processes, contact hrpp@drexel.edu. For questions related to the Novelution implementation, contact novelution_info@drexel.edu.  

We appreciate your partnership during this transition. Novelution represents an important step toward a more integrated, transparent, and user-friendly research administration environment. Keep an eye out for further communications regarding the Sponsored Research module launch, which is anticipated for early summer!

Best,

Novelution Implementation Project Team