FAQs

What is the timeline for review and approval?

Protocols are reviewed within one business week of submission.  If all the required materials are submitted and the protocol is approvable via expedited procedures it will also be approved within this timeline.  If revisions or additional documentation is required then approval may take longer.

Does a project that is "exempt" require IRB review and approval?

If the project meets the definitions for Human Subjects Research then it does require IRB review and approval.  A project that meets the criteria for "Exempt Research" is exempt from the requirements of the Common Rule but still needs to meet the Longwood University requirements for Exempt Human Subjects Research (see Standards and Procedures for Exempt Research).

Can I offer compensation for participation in my research?

Yes, you can offer compensation, but it can’t be coercive. For example, offering $1000 for completing a survey would be considered too much and could pressure participants into taking part.

If you’re using extra credit as compensation, you must also offer an alternative non-research assignment that requires comparable time and effort for earning the same credit.

Additionally, state law prohibits researchers from offering prize drawings or entry into a drawing as compensation.

Can I use the grades from my classes for research?

Yes, with conditions. Under FERPA, you can use student grades for research purposes, but only if the research is aimed at improving instruction at Longwood. If your research isn’t related to improving instruction, you will need to obtain individual consent from your students. For more information, please refer to the Standards & Procedures for Recruiting Students for Research.

If your research does relate to improving instruction, you may apply for a FERPA consent exception. You can find the procedure for requesting this exception in the Standards & Procedures.

Remember, student records can't be used for research purposes freely, they need to be connected to improving instruction or require explicit consent from the students involved.

I need IRB documentation for a journal submission, but I didn’t work with humans/used data from a de-identified database. What should I do?

You can submit a Not Human Subjects Research (Not HSR) proposal. Simply follow these steps:

1. Submit a standard proposal and check the box indicating "Not HSR."
2. Answer the required yes/no questions and provide any necessary details regarding your research.
3. Submit the proposal to the IRB for review.

The IRB will review your submission and provide the necessary Not HSR documentation for your journal submission.

I am working with colleagues from another institution. Do I have to submit an IRB proposal?

It depends. If the other institution has already reviewed and made an exempt determination, we will accept their decision. However, you still need to submit a proposal to Longwood IRB to notify us of the study.

To proceed:

1. Complete the eProtocol submission, checking Yes for "Has this protocol been submitted to any other Institutional Review Board not listed above?" on the Study Location page.
2. Provide details of your research in the protocol and upload the approved protocol and IRB documentation from the other institution in the Attachments section.

The Longwood IRB can also serve as the IRB of record for your colleagues at other institutions. In that case, list your non-Longwood colleagues under "Other Personnel."

If your study does not meet the criteria for exempt research, we will need to develop reliance agreements with the other institutions. Please contact the IRB for further assistance.

When should I close a study and why?

You should close a study when it is no longer active, so your records remain accurate and up-to-date. Closing your study helps ensure that the IRB’s records reflect ongoing research correctly. To close a study, simply click on the approved protocol number in eProtocol, complete the "Close Protocol" form, and submit it to have your protocol closed and moved to the "Non-Active" list. It’s important to close your study when:

• The research is complete:
  • Subject recruitment and consent are no longer ongoing.
  • All participants have finished any required interventions or follow-ups.
  • Data collection, including identifiable information, has concluded.
  • All identifiable data has been deidentified for analysis and reporting.
  • There’s no further need to contact participants for research-related activities.
• The study is discontinued or terminated early:
  • The study wasn’t initiated, or it was stopped before completion due to reasons like funding issues, investigator departure, or sponsor termination.
• Special circumstances:
  • If the principal investigator (PI) leaves the institution, the protocol must either be closed or transferred to another eligible PI.
  • If the IRB approval expires without a continuing review, the study may be administratively closed by the IRB.

Informed Consent FAQs

I'm conducting an anonymous survey. Do I need to get informed consent?

Yes! Informed consent should always be the default. While you may not be collecting direct identifiers, it can be difficult to fully anonymize data, especially in a small community like Longwood. Even seemingly benign demographic information can sometimes be used to identify participants. Therefore, it is best practice to approach your research as if the data are not anonymous, ensuring transparency and informed participation.

My Human Subjects Research is Exempt. Do I need to obtain informed consent?

Yes, you do! While "exempt" research means your study is not subject to all of the Common Rule requirements, it doesn’t mean you’re exempt from obtaining informed consent or protecting participant rights. Informed consent is a key part of good research practice, and we can't waive it without proper documentation.

Some of the consent examples are long and boring. My subjects won’t read all that material. Does my informed consent have to look like a legal document?

No, it doesn’t! The informed consent process is your chance to engage potential participants and get them excited about your research. As long as you include all the required elements, your consent form doesn’t have to be a legal document—it can be whatever works best for your study and your audience.

Can I use electronic informed consent?

Yes, you can! Electronic informed consent is perfectly fine, even if your study involves face-to-face interactions with research team members.

If you’re obtaining e-consent for a study with in-person interactions, your consent document should include all the required elements, as well as a consent block. You’ll need a space for the participant's name since the e-consent process is separate from the research activity. Most e-consent systems will include a time and date stamp during the process.

Be sure to send a copy of the consent materials to the participant for their records.

If you're conducting a survey, you can include the consent material as part of the survey itself. This method keeps the consent for participation with the survey responses, so no name or identifier is necessary. The consent page should also include a downloadable file for the participant’s own records.