SECTION 340:2-39-9. Meetings

(a)   Oklahoma Department of Human Services Institutional Review Board (DHSIRB) meetings general rules.

(1)   DHSIRB meetings are scheduled monthly.

(2)   A DHSIB meeting can be held when there is a quorum of voting members and sufficient business to conduct a meeting. The decision to conduct a meeting is left to the discretion of a majority determination by the DHSIRB Chair, Vice-Chair, and an OCA member. A DHSIRB meeting may be cancelled when there is insufficient business, when a quorum is not available, or for other unforeseen reasons.

(3)   DHSIRB meetings require a quorum of the voting members.

(b)   Quorum. A quorum is 50 percent plus one of all DHSIRB voting members, including at least one member whose primary concerns are in nonscientific areas.

(1)   DHSIRB member refers to the primary members and alternate members who are approved by the Director and are eligible to vote.

(2)   If at any time during a meeting the members who are eligible to vote on a matter fail to constitute a quorum, then the matter is tabled for consideration until the next meeting.

(A)   Ad hoc members do not count toward the quorum requirement because they are not eligible to vote.

(B)   A member who is recused from discussion and voting on any item is not counted toward the quorum requirement while the item is under consideration.

(3)   The determination of a quorum sufficient to convene and conduct a meeting of the DHSIRB is left to the sole discretion of the DHSIRB Chair.

(c)   Majority vote required. For approval of a motion, a majority vote of those present and eligible to vote is required.

(1)   A member who is eligible to vote has a right to abstain and cannot be compelled to vote. An abstention does not count toward the majority required to approve a motion.

(2)   DHSIRB does not recognize voting by proxy. All voting occurs in person at the time of the meeting by the member or his or her designated alternate.

(d)   Prior to the meeting. One week prior to the meeting, DHSIRB members and alternates receive:

(1)   a reminder of the upcoming meeting, including the date, location, and time;

(2)   minutes from the previous meeting;

(3)   an agenda for the upcoming meeting; and

(4)   all new submissions for review at the upcoming meeting including:

(A)   survey instruments;

(B)   consent, assent, and permission forms, when applicable;

(C)   letters from other Institutional Review Boards and agency directors, when applicable; and

(D)   the assigned unique identifier DHSIRB number.

(e)   Other requirements. At a minimum:

(1)   the Chair convenes and conducts the meetings;

(2)   the minutes of the prior meeting are approved by an open,recorded vote of the members;

(3)   all actions taken require an open, recorded vote of the members following discussion and the making and seconding of a motion; and

(4)   meeting minutes are recorded by the Human Protections Administrator or a designated individual.

[Source: Added at 32 Ok Reg 1828, eff 9-15-15; Amended at 37 Ok Reg 1752, eff 9-15-20]