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Tips for Submitting

Required Proposal Documents:

The following is a list of documents that should be prepared prior to starting the proposal submission in jotform as it will ask you to upload these documents. Visit our forms templates page for templates and examples of the required documents.

  • Recruitment script / flyer / email script / etc. [word doc]
  • Consent form(s) [word doc see template]
  • Proposal (see template below for required elements) 
  • Site permission letter(s) (if applicable) [pdf on site letterhead, with signature]
  • Any other relevant materials such as experimental protocols, questionnaires / assessment tools, debriefing forms, etc. Anything that will be given to or used with the participants.  
  • Use this REC Proposal worksheet to help you determine how best to prepare all of the required proposal components (note: this worksheet is not a required part of the proposal, but is a resource to help you prepare a proposal that provides the information needed for a successful proposal) 

Required Proposal Elements

  • TITLE: Be sure to include the title of your project and the student and / or faculty investigator’s name as a heading for your proposal.
  • ABSTRACT: Briefly describe (maximum of 250 words) the purpose of the research project, the rationale, and the major procedures, design and methodologies.
  • PURPOSE / BACKGROUND INFORMATION (1 pg. max): Describe the purpose and objectives of the research project, as well as a brief summary of past experimental and/or clinical findings that led you to the design of this research project. Be sure to clearly state all of the goals of the proposed research. Please DO NOT include your entire dissertation / thesis / capstone literature review / background section(s). Only provide the information that is relevant to provide justification regarding the need for your proposed research.
  • PARTICIPANT RECRUITMENT: Describe in detail how you intend to contact and recruit participants. Attach all written advertisements, posters, and oral recruitment scripts.)
  • INFORMED CONSENT / ASSENT PROCESS: Describe the process by which informed consent will be obtained including who may obtain consent, where and how it will be obtained and documented, etc.
  • RESEARCH PROCEDURE: Describe, in detail, what the participants’ participation in the research project will involve. This includes, but is not limited to, descriptions of the following: method(s), location and timing of data collection; instrumentation used for obtaining data; duration and frequency of participation; any any debriefing procedures. Please be sure that the proposed procedures align with the stated goals / purpose of the research.
  • METHODOLOGY: Describe the research project design, analysis, and plans for dissemination (e.g., thesis, dissertation, peer-reviewed journal, presentation). Please be sure that the proposed methodology aligns with the stated goals / purpose of the research as well as the proposed procedures.
  • RISKSTO AND PROTECTIONS FOR PARTICIPANTS: Describe the nature and likelihood of possible risks (e.g., physical, psychological, social, economic), so far as they are known, including, but not limited to, hazards, mild discomforts, inconveniences, and potential for disclosure of sensitive information. Also, describe measures to be taken to protect participants from possible known risks.
  • BENEFITS OF RESEARCH: Describe the expected or known benefits of the research project,including participant specific benefits, long-term or more general benefits,and knowledge base attributing benefits.
  • CONFIDENTIALITY OF DATA: Describe precautions to ensure the privacy of participants and confidentiality of information; be explicit if data are sensitive. Describe coding procedures for participant identification, and include the secured method, location, and duration of data retention (e.g., password-protected database, locked office or storage, etc.) as well as who will have access to the data.
  • APPENDICES AND ATTACHMENTS: Attach all documents that will be seen, heard, or used by the participants during the course of the research project. Commonly attached documents include, but are not limited to, recruitment scripts, advertisements/fliers, informed consent/assent documents (including non-English and Braille translations, if applicable), confidentiality agreements, interview scripts/questionnaires, data collection instruments, coding sheets for video-or audio- tapes and other data collection procedures, funding applications, site permission letters, etc. 

Common Mistakes

Below is a list of common mistakes noted by the REC. By addressing these issues ahead of time, you can speed up your application process and receive approval more quickly!

Check that you have included all of the necessary materials. Failure to include required materials will delay the review of your proposal as incomplete proposals will not be reviewed until all materials have been submitted.

Common omissions that delay review:

  • Signatures are missing from site permission letters or the proposal submission. All investigators listed must sign the proposal. 
  • No recruitment script provided. 
  • Missing full questionnaires, surveys or other study protocols / instruments

Common mistakes resulting in denial (major revisions needed):

  • The research procedures or methodologies are not explained in enough detail for the committee to have a clear understanding of what will actually happen during the research
  • The goals of the research are unclear and/or inconsistent with the noted procedures.
  • You should describe the procedures with the entire study timeline in mind (from recruitment to data analysis) and provide enough detail for someone outside your field to understand exactly what will be done, by whom, when, where and how the participants will be protected. 
 

Common issues resulting in conditional approval (minor revisions needed): 

  • Not meeting the readability requirements for information given to participants (recruitment communications, consent forms, etc.). The standard requirement is 8th grade reading level; however, the readability should be commensurate with the expected reading level of the specific participant population. Please be sure to check the readability levels of all relevant documents to be sure they meet the requirement. Instructions for how to do this can be found under “Forms and Templates”
  • Inconsistencies between the consent (or other participant forms) and what is stated in the proposal. A common example of this is with noting where, how long, and by whom the data will be stored.  
  • Not following the templates included on the REC website. The informed consent in particular should have the Spalding letterhead and the same section subheadings. Please follow all templates appropriately and be sure they have the most up to date contact information (ex: REC chair, contact information for REC).
  • Missing site permission letters. 
  • Not including enough information on how confidentiality will be maintained and / or risk of disclosure minimized. Details should be provided regarding data storage location, protections, personnel access, etc.
  • Note following the recommended timeline for data storage. Note that all data must be stored for a minimum of 3  years before it can be destroyed. The exception is when video recordings are used to extrapolate data. Once the necessary data has been obtained, the video recordings may be destroyed as soon as possible and the time after which those will be destroyed must be indicated separately on all relevant documentation (i.e. consent forms, proposal, etc.).
  • Start (and end) date inconsistent with REC receipt of the proposal. Note that the study start date must be after approval is granted, not when you are submitting the proposal.
Other common mistakes & helpful tips:
  • Providing too much background information at the expense of expanding on research procedures and methodology. Note that only the background information that is directly relevant to explaining the need for the research and any specific procedural or methodological justification is needed. Do not include the entire background / introduction for your dissertation or capstone.
  • Providing information about other components of the masters or doctoral project that are not directly related to the research proposal. For example, if you will already be providing certain services to individuals through a clinical,  practicum or capstone experience, only the part that involves research need be described in detail for the REC proposal. That is, if you will be working with individuals to provide a certain service that your site wants you to do, but you want to collect pre and post test data to answer a research question related to that service, you would need to explain that you will be doing ABC as part of your clinical experience and for the research you are proposing to use surveys to collect information from those participating both before and after. You may need to provide supporting information from the clinical side, but it should be clear the distinction between what parts are strictly clinical and what parts are specific to the research.  
  •  Be sure to provide rational for your study procedures and methods. Keep in mind your stated goals when you are preparing the methodology section. The procedures and methods should be designed to answer the study purpose / questions noted in those sections. 
  • Be sure to note any potential risks that could be associated with participation in the research. This includes risk of what could happen (even if the chance is low) if participants’ data were disclosed / de-identified. Note that risks are not only physical and psychological, but could include financial liability, affecting employability, social, etc. 
  • Be sure to consider the method of participant recruitment and if that process could put potential participants at risk by accidentally disclosing personal information. This is especially a concern with using snowball sampling and social media posts for recruitment.   
  • Be sure all investigators have completed the required CITI training. Anyone interacting with participants, even if it is only to obtain consent, are considered investigators and must complete the required training.