SOP for Informed Consent Process in Clinical Trials

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Published on 22/12/2025

Standard Operating Procedure for Informed Consent Process in Clinical Trials

Department	Clinical Research
SOP No.	CR/ICF/011/2025
Supersedes	NA
Page No.	1 of 23
Issue Date	26/08/2025
Effective Date	01/09/2025
Review Date	01/09/2026

Table of Contents

Purpose

The purpose of this SOP is to establish a standardized informed consent process for clinical trials, ensuring that participants or their legally authorized representatives

are adequately informed about the nature of the trial, potential risks, benefits, and their rights. This process ensures compliance with ICH-GCP, WHO, FDA, EMA, and CDSCO guidelines and safeguards the autonomy and welfare of trial participants.

Scope

This SOP applies to all investigators, sub-investigators, clinical research coordinators, and trial staff responsible for obtaining informed consent in clinical trials conducted under the Clinical Research Department. It also applies to situations requiring re-consent or electronic consent.

Responsibilities

Principal Investigator (PI): Ensures the informed consent process is conducted properly and in compliance with applicable regulations.
Sub-Investigator/Study Coordinator: Assists in explaining study procedures and obtaining consent.
Witness (if required): Signs the consent form when a participant is illiterate or unable to read.
Quality Assurance Officer: Reviews consent records during audits to verify compliance.
Head of Clinical Research: Provides oversight and approves SOP implementation.

Accountability

The Principal Investigator is accountable for ensuring that no trial-related procedure is performed before obtaining valid informed consent. The PI must also ensure appropriate documentation and safe custody of signed informed consent forms (ICFs).

Procedure

1. Preparation of Informed Consent Form (ICF)
Draft ICFs in accordance with ICH GCP and regulatory requirements.
Translate ICFs into local languages where necessary.
Obtain EC/IRB approval for all versions of the ICF before use.

2. Conduct of Informed Consent Process
Provide potential participants sufficient time to read and understand the ICF.
Explain the purpose, procedures, risks, benefits, rights, and confidentiality protections.
Allow participants to ask questions freely before signing.
Ensure participants understand that participation is voluntary and withdrawal is possible at any time.

3. Documentation of Consent
Obtain signatures of participant (or legal representative), PI/sub-investigator, and witness (if applicable).
Record date and time of consent.
Provide participant with a signed copy of the ICF.
File original ICF securely in site trial records.

4. Re-Consent Process
Re-consent participants if new safety information emerges, protocol is amended, or ICF content changes.
Conduct re-consent in the same manner as initial consent, with signatures and dates documented.

5. Electronic Consent (eConsent)
Use validated electronic systems that meet regulatory requirements (FDA 21 CFR Part 11, EMA guidelines).
Ensure participant identity is verified and audit trails are maintained.

6. Archiving
Store ICFs in a secure, access-controlled environment.
Retain records for minimum of 5 years post trial completion or as per regulatory requirement.

Abbreviations

SOP: Standard Operating Procedure
ICF: Informed Consent Form
PI: Principal Investigator
EC: Ethics Committee
IRB: Institutional Review Board
QA: Quality Assurance
eConsent: Electronic Consent

Documents

ICF Template (Annexure-1)
Informed Consent Process Checklist (Annexure-2)
Consent Documentation Log (Annexure-3)

References

ICH E6(R2) Good Clinical Practice
US FDA 21 CFR Part 50 – Informed Consent Regulations
EMA Guidance on Electronic Consent
WHO Guidelines on Informed Consent
CDSCO Clinical Trial Rules, 2019

Version: 1.0

Approval Section

Prepared By	Rajesh Kumar, Clinical Research Coordinator
Checked By	Sunita Reddy, QA Officer
Approved By	Dr. Anil Sharma, Principal Investigator

Annexures

Annexure-1: ICF Template

Section	Description
Study Title	[Insert Title]
Purpose	Explain trial objectives
Procedures	Details of trial-related procedures
Risks/Benefits	Outline possible risks and benefits
Confidentiality	Describe data protection measures

Annexure-2: Informed Consent Process Checklist

Step	Completed (Yes/No)	Remarks
Participant given ICF copy	Yes	Signed version provided
Discussion of risks and benefits	Yes	Documented in log
Questions addressed	Yes	Clarified by PI

Annexure-3: Consent Documentation Log

Date	Participant ID	Version of ICF	Witness Name	Investigator Name
05/09/2025	PAT-001	V1.0	Ravi Kumar	Dr. Meera Joshi

Revision History

Revision Date	Revision No.	Revision Details	Reason for Revision	Approved By
26/08/2025	00	Initial version	New SOP creation	Head, Clinical Research

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