Can this form be signed electronically?

Yes. Electronic signatures that meet ESIGN and UETA standards are valid for most institutional approvals. Confirm exceptions such as specific state requirements or documents excluded from e-signature rules before relying on an electronic signature.

What happens if the IRB is still pending?

If IRB approval is pending, mark the IRB status accordingly and submit supporting documents. Many institutions allow conditional approval but will not permit participant recruitment or data collection until IRB approval is received.

Are witness or notary signatures required?

Most internal approvals do not require notarization, but state or institutional rules can require notarization or witnesses for certain commitments; check your institution’s policy and any state-specific requirements.

How should supporting documents be attached?

Attach complete PDF copies of IRB packets, consent forms, and budgets. Use searchable PDFs where possible to aid reviewers, and ensure filenames clearly indicate document type and version.

How long before work can start after approval?

Work may begin on or after the recorded Effective Date once all required approvals, funding conditions, and compliance checks are satisfied; timeline varies by institution and funding terms.

Who to contact for technical issues with eSubmission?

Contact your institution’s research administration or IT helpdesk for platform issues; for policy or compliance questions, contact the IRB or research compliance office directly.

Electronic Signature
Templates
Education
Research Project Approval Form

Research Project Approval Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Research Project Approval Form

1. Investigator and Contact Information

Student / Principal Investigator Name Student ID

Date of Birth: Grade / Program:

Contact Email Contact Phone Mailing Address

2. Project Summary and Scope

Project Title Project Summary (brief) Primary Objectives Methodology and Procedures

Anticipated Start Date: Anticipated End Date:

Estimated Budget (if any)

3. Participants, Subjects and Safety Considerations

Participant Population (describe)

Estimated Number of Participants: Participant Age Range:

Does the project involve human subjects? Yes No

Does the project involve animals? Yes No

Does the project use hazardous materials, controlled substances, or radiation? Yes No

If any of the above are Yes, describe safety precautions, consent procedures, or animal care protocols

4. Institutional Oversight and Attachments

IRB / Ethics approval required for human subjects? Yes No

IRB approval attached: Yes No IRB approval date:

Attachments included (check all that apply):
Proposal Consent Forms Survey/Assessment Instruments
Recruitment Materials Safety Plan Budget

5. Data Management and Confidentiality

Describe how data will be collected, stored, retained, and disposed

Will participant data be anonymized or de-identified? Yes No

6. Approvals, Endorsements and Administrative Use

Faculty Advisor Name

Advisor Endorsement: Approve Do not approve Advisor comments:

Department Chair / Program Coordinator Name

Chair Endorsement: Approve Do not approve Chair comments:

Research Office Use Only

Decision: Approved Denied

Reviewer Name: Review Date:

Research Office Comments

7. Certifications and Acknowledgements

By submitting this Research Project Approval Form, the investigator certifies that the information provided herein is true and accurate. The investigator acknowledges responsibility for compliance with institutional policies governing research integrity, human subjects protections, animal care, laboratory safety, data protection and confidentiality, and export control regulations where applicable. Prior to commencing any research activities that involve human participants, animals, hazardous materials, or any activity that may pose a safety or legal risk, the investigator will obtain all required institutional approvals and will attach copies of approvals to this form. Failure to obtain required approvals is a violation of institutional policy and may result in suspension of project activities and disciplinary action.

The investigator agrees to maintain records and data in accordance with institutional retention policies and to make records available for audit or review upon request by authorized officials. The investigator further acknowledges that intellectual property resulting from this project may be subject to institutional policies governing ownership and disclosure, and that publication or dissemination of findings must comply with those policies and with applicable approvals.

Investigator Affirmation (type name to certify)

By entering my name above, I affirm that I have read and will comply with the certifications and acknowledgements stated in this form.

Applicant Name:

Signature:

Date:

What the Research Project Approval Form Is and When It’s Used

A Research Project Approval Form documents institutional or organizational authorization to conduct a specific research activity, summarizing scope, methodology, participants, funding, timelines, and compliance checkpoints. It typically records project title, principal investigator, sponsoring department, ethical approvals or IRB status, data handling plans, and required institutional signatures. The form establishes formal approval authority, routes the proposal through reviewers, and creates an administrative record used for budgeting, compliance monitoring, and archival purposes. Many organizations require this form before grant release, participant recruitment, data collection, or external collaboration begins.

Why a Clear Approval Form Matters for Research Oversight

A well-structured Research Project Approval Form reduces approval delays, clarifies responsibilities, documents regulatory safeguards, and creates an auditable record for sponsors and oversight bodies. It helps confirm ethical review, data protection, and funding conditions are met before work begins.

Who Typically Completes and Reviews This Form

Project teams submit the form; reviewers and administrators evaluate it against institutional policies and legal requirements.

Principal Investigator or Project Lead — prepares the submission, provides methodology and compliance statements, and signs for project responsibility.
Department Head or Supervisor — reviews scope, resources, and alignment with departmental priorities before signing approval.
Compliance or IRB Office — verifies ethical review status, data protection measures, and any required institutional signoffs.

Final signatures create the authorization that permits hiring, data collection, budget release, or external engagement to proceed under documented conditions.

Essential Sections to Include in a Professional Approval Form

Include standardized sections so reviewers can evaluate proposals consistently. Clear headings and mandatory fields reduce review cycles and create a reliable audit trail.

Project Title

A concise descriptive title that uniquely identifies the project and matches grant or contract documents where applicable.

Principal Investigator

Name, department, contact information, and institutional role. Use legal full name to match HR and payroll records when funding or human subjects are involved.

Scope & Objectives

Short summary of aims, research questions, and deliverables. Be specific about target populations and outcomes to guide reviewers.

Methodology

Describe study design, sample size, recruitment, instruments, and data collection methods. Note any remote procedures or secondary data use.

Compliance

IRB or ethics approval status, data security measures, HIPAA or FERPA considerations, and required institutional approvals.

Budget & Timeline

High-level budget categories and expected start/end dates. Include funding source and any conditional disbursement requirements.

Core Data Fields to Capture for Recordkeeping

Project ID: Unique identifier

PI Contact: Email and phone

Funding Source: Grant or sponsor name

IRB Number: Approval ID if applicable

Effective Date: Start date

Signatures: Approver names and dates

Step-by-Step: Submitting a Research Project Approval Form

Follow this sequential checklist to prepare, submit, and track approval efficiently.

01

Prepare Packet: Complete all required sections and attach supporting documents.
02

Obtain Internal Review: Department head reviews scope and budget for alignment.
03

Submit to Compliance: Send to IRB or compliance office with IRB materials if needed.
04

Finalize Approval: Collect signatures and record final approval date for records.

Typical Routing and Approval Flow

A standard routing sequence reduces confusion about responsibilities and ensures required checks occur in order.

Investigator: Uploads form and supporting attachments to the review system.
Department Reviewer: Checks resources, conflict of interest, and initial compliance items.
Compliance/IRB: Evaluates ethical and data protection measures; issues determination.
Final Signoff: Authorized official signs and date-stamps the recorded approval.

Configuring an Online Approval Workflow

Set up routing rules, required fields, and approver roles so the form cannot progress until mandatory checks are complete.

Field	Configuration
Required Fields	PI name \| Title \| Effective Date
Routing Rules	Department → Compliance → Final Approver
Notifications	Email reminders and escalation after set days
Attachments	Require IRB packet, budget, and data plan

Technical Requirements for eSubmission and Signing

Choose a platform that supports secure attachments, conditional fields, and a detailed audit trail.

File Formats: PDF, DOCX accepted
Authentication: Email or SMS code
Integrations: SSO, LMS, or CRM

Ensure the chosen system can export signed copies, preserve metadata, and meet any industry compliance such as HIPAA or FERPA when applicable.

Key Dates to Track During Approval and Project Start

Track submission, review, approval, and compliance milestones to avoid delays or funding holdbacks.

Submission Date:

Date the investigator submits the completed form

Department Review Deadline:

Typical internal deadline such as 5–10 business days

IRB Decision Date:

Date IRB issues approval, exemption, or deferral

Effective Date:

Project start date that may trigger payroll or funding

Record Retention Start:

Date when retention clock begins for archival purposes

Milestone Timeline from Submission to Project Launch

This sequential overview highlights processing stages and typical review touchpoints.

01

Submission

Completed form and attachments uploaded by the PI to the workflow.

02

Department Review

Department head verifies resource availability and conflict checks.

03

Compliance Review

IRB or compliance office assesses ethics and data safeguards.

04

Final Authorization

Authorized official signs; approvals logged and copies distributed.

Common Preparation Errors That Slow Approval

Incomplete attachments — missing IRB forms, budget worksheets, or data management plans often delay review by days or weeks.
Inaccurate dates — inconsistent effective or project end dates trigger clarification requests and slow authorization.
Mismatched names — PI name variations between HR, grant, and form records can block funding disbursement.
Unclear methodology — vague sampling or consent descriptions frequently prompt substantive reviewer queries and revision rounds.

Risks of Incomplete or Incorrect Approval Records

Funding Delays: Payments withheld

Regulatory Noncompliance: IRB violations possible

Data Breach Exposure: Inadequate safeguards

Contract Breach: Sponsor remedies

Audit Findings: Negative audit reports

Legal Liability: Potential enforcement actions

Representative eSignature Pricing and Feature Comparison

Compare starting prices and key capabilities for common eSignature providers to inform procurement decisions for approval workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Completing the Approval Form

Answers to common procedural and technical questions encountered when preparing or submitting a Research Project Approval Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures that meet ESIGN and UETA standards are valid for most institutional approvals. Confirm exceptions such as specific state requirements or documents excluded from e-signature rules before relying on an electronic signature.
What happens if the IRB is still pending?
If IRB approval is pending, mark the IRB status accordingly and submit supporting documents. Many institutions allow conditional approval but will not permit participant recruitment or data collection until IRB approval is received.
Are witness or notary signatures required?
Most internal approvals do not require notarization, but state or institutional rules can require notarization or witnesses for certain commitments; check your institution’s policy and any state-specific requirements.
How should supporting documents be attached?
Attach complete PDF copies of IRB packets, consent forms, and budgets. Use searchable PDFs where possible to aid reviewers, and ensure filenames clearly indicate document type and version.
How long before work can start after approval?
Work may begin on or after the recorded Effective Date once all required approvals, funding conditions, and compliance checks are satisfied; timeline varies by institution and funding terms.
Who to contact for technical issues with eSubmission?
Contact your institution’s research administration or IT helpdesk for platform issues; for policy or compliance questions, contact the IRB or research compliance office directly.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now