SOPs for studies hosted at UCLH

SOPs and guidance relevant for research studies that are taking place at UCLH and are not managed by the JRO.

Note: some documents are accessible to UCLH staff only; clicking on these links may take you to the UCLH intranet, myUCLH

UCLH SOP 2 - Definition of Responsibilities (Version 3, effective date 21/12/2023)

UCLH study delegation log template
UCLH guide for approved responsibilities of site staff
UCLH Principal Investigator Responsibilities template (Version 1.2, effective date 21/08/24)

SOP for Reporting Amendments (Version 5, effective date 29/07/24)

SOP for Reporting and Managing Incidents and Events in Research (Version 5, effective date 12/07/24)

Reference safety information (RSI) hints and tips sheet

SOP for Essential Records and the Study File (Last upated 22/08/25)

UCLH Site File Index Checklist (Last upated 22/08/25)

SOP for Study Close Down (Last updated 11/12/203)

Study Close Down Checklist for UCLH-Hosted Studies

SOP for Archiving of the UCL/UCLH Sponsored Investigator Site File/Trial Master File (Lat updated 06/01/2025)

The investigator site file (ISF) for all non-UCL/UCLH sponsored studies (this includes commercial sponsored and externally sponsored non-commercial studies, where UCLH is a site) are to be archived with Iron Mountain. Staff are to request boxes, labels and arrange collection using their IM-Connect username and password.

If a department or user does not have access to Iron Mountain’s portal IM-Connect (www.ironmountainconnect.com) a request should be sent to uclh.medicalrecordsMH@nhs.net, with details of the department name, study budget code, the authorised user name with email address, address & telephone number for where the deliveries and collections will be used which will then enable Medical Records to create an account.

View the SOP: Archiving of the UCLH Investigator Site File/Trial Master File (Last updated 06/01/2025)

For more information, please contact the JRO: uclh.randd@nhs.net.

SOP for Iron Mountain (effective date 16/12/24)

JRO Research Records Transfer Form (for UCL/UCLH sponsored studies only)

Archive storage address

For all non- UCL/ UCLH studies studies (this includes commercial sponsored and externally sponsored non-commercial studies, where UCLH is a site), archiving will go to Iron Mountain: Iron Mountain Cody 4,
Unit 3C,
Cody Road Trading Estate,
Canning Town, London,
E16 4TG

For UCL/UCLH sponsored studies, files will be stored at below address:
UCL Library Services,
4 Fulmar Way,
Wickford, Essex,
SS11 8YW

SOP for Procedure for the review and approval of Early-Phase 1/2a Clinical Trials or research studies with an Experimental Medicine Component at UCLH

Researchers will need to complete the exemption application form.

Research Monitor Access to UCLH EHRS (EpicCare Link UCLH) accessible to UCLH staff via intranet