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Letters of Support

Some institutions require a Letter of Support before beginning the formal Internal Review Board (IRB) review process. To meet this requirement, DCH offers a provisional Letter of Support for researchers seeking approval through an external IRB. The steps below outline how to request a Letter of Support.

Steps to Request a Letter of Support for Research Participation

Complete the online Application for Study Consideration.

Upload required materials, including:

  • Research documents (surveys, scripts, flyers, patient materials, etc.)
  • CITI Training certificates
  • Curriculum vitae (CV)
  • Draft Internal Review Board (IRB) protocol

Research Oversight Committee (ROC) Review
The Research Oversight Committee (ROC) will issue one of the following:

  • Full Letter of Support
  • Conditional Letter of Support (with required revisions)
  • Denied Letter of Support

If a Conditional Letter of Support is issued, revise the draft IRB protocol as requested and resubmit it to research@dchsystem.com for re-review by the Research Oversight Committee.

After receiving a Full Letter of Support, submit the study to your institution’s Internal Review Board (IRB) for formal approval.

Once IRB approval or exemption is granted, email the following to research@dchsystem.com:

  • IRB Letter of Determination (or Exemption)
  • Final IRB-approved protocol
  • All IRB-approved study materials

The final IRB-approved protocol will be placed on a Research Oversight Committee agenda for a brief review to confirm no substantive changes were made during the IRB process.

After this review, the Research Oversight Committee will issue a Letter of Determination confirming approval to proceed with research activities.

Determination Options by the Research Oversight Committee (ROC)

After completing the Letter of Support submission process, the Research Oversight Committee may issue one of the following determinations:

Full Letter of Support

  • Indicates full support for the study and requested resources. This letter does not constitute IRB approval but allows submission to an external Internal Review Board.

Conditional Letter of Support

  • Support is granted pending specific revisions. Once revisions are completed, materials must be resubmitted for a second review by the Research Oversight Committee before full support may be issued.

Denied Letter of Support

  • The Research Oversight Committee does not support the project due to factors such as misalignment with organizational priorities, ethical concerns, methodological issues, or resource limitations. Revised or future proposals may be reconsidered.

Charging for Research Support

Some studies may require substantial DCH resources (e.g., data access, recruitment support, staff time, or subject matter expertise). In these cases, fees may apply and could be charged to the requesting institution following IRB approval and final Research Oversight Committee support. Any applicable charges will be communicated during the review process.