Submitting Proposals to the Institutional Review Board

Submission Instructions

1. Download Request for Ethical Review of Research on Human Subjects.  Save the form to your computer using your last name to identify the document.

2.  Fill out all spaces on form using your word processor.

3. Attach to the application informed consent information and data collection instruments, as indicated on the form. Please do not send these as separate documents; they must be attached directly to the application form as additional pages.  To accomplish this, please perform the following tasks:

  • Place your cursor below the signature box on the final page of the application form.  Go to Insert > Break, and select Page Break.

  • With your cursor on the new page, go to Insert > File and select the file name of the form, letter, or instrument you would like to append.

  • Repeat these steps as necessary until all required forms, letters, and instruments have been appended.  Please do not insert any cover or divider pages.

4. Name your document as follows: last name of P.I._ term_year.  [Sample: Smith_summer_08].  Forward the entire electronic document to: jcastellanos@sxu.edu.

5. Please print out the signature box page and sign at the places indicated.

6.  If applicable, please print out the "Administrator's Consent" for research done in schools or other institutions. This must be signed by the appropriate official.
 
7. Hard copies of signature items 5 and 6 above should be forwarded to:

Joel Castellanos
Academic Affairs Office - IRB
Saint Xavier University
3700 W. 103rd St.
Chicago, IL  60655

Signature pages may also be submitted in person to Joel Castellanos in Room A-301 or A-305 of the Warde Academic Center during Academic Affairs office hours (8:30 a.m.-4:30 p.m. Monday-Friday).

Note:  Electronic documents will be reviewed by the IRB; however, an approval number cannot be issued until signature pages are received.
 

Hints and Reminders

  • Include e-mail addresses and telephone numbers of all investigators and faculty sponsor (if applicable)
  • Provide an e-mail address that you regularly check for messages
  • Assure that faculty sponsor and all investigators sign the form
  • Assure number of participants coincides with number of participants outlined in protocol
  • Anticipated dates of study should include month/day/year
  • Answering Item #7:
    • Answer yes if participants in your study have autism, cognitive delays, Alzheimer's/dementia, traumatic brain injury, acquired neurological conditions
    • Answer no if any participants in your study have learning disabilities, attention deficit disorder (ADD), attention deficit hyperactivity disorder (ADHD) or speech/language impairment

Research Protocol

  • Include methods of assuring confidentiality/anonymity: Include a statement to the effect that, "all data will be kept in a locked file cabinet in the researcher's office; only the researchers will have access to the data"
  • If audiotapes, videotapes, and written surveys will be used, state what the disposition of these will be after the research has been completed
  • Provide inclusion and exclusion criteria for participant selection
  • If you answered, "yes," to Item #7 on application form, describe the type of special needs of your sample population

Consent forms and letters

  • A Child's Assent form must be included for minor participants between the ages of 12-18 years. This form is in addition to the parental consent. The Child's Assent form should be on a separate page from the parental consent form. A letter to the children explaining the study, written at the appropriate language level, must be included.
  • If adults are research subjects (i.e. they will be completing surveys, for example), this must be indicated. A cover letter explaining the research and a consent form for the adult participant must be included.
  • Each investigator who is a teacher/researcher must submit a "letter to parents" that explains the research and asks for their consent for the child's participation. The teacher's phone number must be included (with area code) to allow parents to contact the teacher/researcher.
  • Dates of study should specify month/day/year

For MATL Program Students:

Risks/Benefits

(The following paragraph can be adapted for use describing the risks/benefits of the study. It clearly explains action research. This has been used by Dr. Sheila Wright's students; Dr. Wright has given permission for other FBM students to modify and adapt this explanation to their work.):

The proposed study is an action research project that is designed as a part of the regular __________________ (writing, math, for example) curricula in the _________ (number) classrooms. As such, the activities conducted are considered part of the existing duties and responsibilities of the teacher researchers involved in the study. All students will participate in the activities. All research activities are designed to increase the effectiveness of curriculum and instruction, thereby increasing the quality of the overall learning community.  The study involves ____________________ (description of activities).  All methods noted are considered best practice and are reinforced by the literature as beneficial for learners.  Researchers will adhere to the code of ethics established by the Educational Association and the American Psychological Association when implementing the study and will consult with designated University personnel as needed on matters pertaining to project implementation. Researchers will take precautions not to apply any pressure to students to participate in the study, and students' grades will not be affected by their decisions.  Students' right to decline to have their data reported will be honored with the highest respect, and teacher researchers will endeavor to convey the tenets of the field, the Saint Xavier University's mission, the School of Education's conceptual framework, and, in so doing, work to convey the dignity of participants, create a spirit of hospitality and pursue integrity of work and deed in all aspects of the project.