The IRB Process – Learning Design and Leadership (LDL) Program

Important!

This page does not replace the official IRB web site. Their site has all of the information you need. Check out the center section of their page for some key topics and FAQs. Their Guidance Pages are extremely useful.

We don’t formally teach about the IRB process, but here are some of the most common questions we receive from our LDL students.

Is there any training? Is it required?

There is required training.

What form(s) do I need to fill out?

The IRB office launched IRBOnline on September 18, 2023. The exact “forms” needed will be outlined within the system, including the main application and a research team form. All other requirements will depend on your specific project, such as the International Research form. Ask the IRB office directly if you aren’t sure what you need. Take advantage of their guidance.

See all IRB forms here

Can I conduct research at my place of employment?

The UIUC IRB Office recommends conducting research at organizations/institutions where the student is not also employed, when at all possible. Convenience sampling should be avoided. If it is necessary to conduct the research where the investigator is also employed, this will need to be justified in the application submitted to our office (perhaps the subject population is not accessible anywhere else).

What if my employer institution has an IRB Office? Do I need to submit two IRB applications?

If the research is to occur at a University, there may be other approval mechanisms in place (similar to our student affairs research approvals and HR processes). First contact your employer’s or the research site’s IRB office and ask them if they want to be the host institution or if they want to provide a letter of support (this letter may come from somewhere else at your institution). The letters of support must be from authorized individuals at the site granting the researcher permission to conduct the research. The researcher should find out what specific approvals and reviews are required at the site where they seek to perform the research. This should be done before an application is submitted to the UIUC IRB office and the documented support / approvals should be provided with the application as attachments.

In addition to contacting your employer’s or the research site’s IRB office, investigators who are performing research on behalf of the University of Illinois Urbana-Champaign (including for a dissertation) must provide the UIUC IRB office with an application for review.

There are also cases where a data agreement may be required. These are not processed by our office, so if any secondary data or materials that already exist (like student records) are going to be accessed for the study, the investigator should reference guidance provided by OVCRI and plan accordingly – https://research.illinois.edu/research-administration/data-sharing-and-transfer-guidance

Contact the UIUC IRB via email and share your situation with them. Ask them to outline the process for your unique situation.

Who is the Principle Investigator?

For the UIUC IRB, only a faculty member can be a PI. You should put your faculty advisor’s name. If you are also submitting for your host institution, refer to their guidelines.

Who is on the Research Team?

You are a member of the research team, along with anyone else who will participate in conducting the research and/or have access to the data.

Do I need to take the IRB Certification Course?

Yes, you must pass the IRB certification in order to submit an IRB protocol form. Refer to the Required Training page on their web site for specific details.

How do I find out my research team’s IRB Course Certification dates

A tab on the Google tracker includes the expiration dates for the LDL faculty advisors. Contact other research team members directly.

Are there templates I can follow for things like a consent letter?

Yes! And you should use them! This will minimize the revision process for you. Take advantage of these resources. Refer to the IRB Office’s forms and templates page.

Does someone need to review and sign this before I can submit it?

Yes, your advisor (the principle investigator/researcher) must sign your IRB application, but this will be handled through the IRBOnline system.

When should I submit my IRB paperwork?

You should begin preparing your IRB documentation around the time of completing your Chapter 3 part 2, but you will finalize it once you have drafted your data collection instruments. The goal is to receive IRB approval prior to your preliminary exam. Keep in mind that the approval process takes time, so plan accordingly.

(If a link is broken that is referenced on this page, please visit the main IRB site directly, but also notify us so that we can update the links.)

INFORMATIONAL and ACTION ITEM: IRB Forms and Approval

You shouldn’t start the IRB process too early, but you also shouldn’t let it get away from you. You would typically start this process when you are working on your methodology. And you should expect to have an approved IRB letter prior to your preliminary exam. But keep in mind that the IRB approval process takes time. Refer to the IRB process page for more details.

You submit your IRB paperwork first to your faculty advisor, who is your principal investigator, for signature. Once signed, send them to the IRB office.

You may need to submit an amendment after your methodology plan is reviewed by your advisor and/or after your preliminary exam.