Establishing secure connection…Loading editor…Preparing document…

Research Project Requests

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

RESEARCH PROJECT REQUEST

This Research Project Request is made effective as of by and between Requesting Party: with a principal address at and Research Provider: with a principal address at .

WHEREAS

WHEREAS, the Requesting Party desires to commission the Research Provider to perform the research project titled (the "Project") in accordance with the terms and conditions set forth herein;

WHEREAS, the Research Provider represents that it has the necessary qualifications, personnel, facilities and expertise to perform the Project and will perform professional services in accordance with accepted industry standards;

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained in this Request, the parties agree as follows.

REQUESTOR INFORMATION

RESEARCH PROVIDER INFORMATION

SCOPE OF WORK

The Research Provider shall perform the research services described below in accordance with the milestones and deliverables identified in this Request. The scope may be modified only by written amendment signed by both parties.

DELIVERABLES AND SCHEDULE

Deliverables shall be submitted in the format and at the times set forth below. All dates are target dates and may be revised only by written mutual agreement.

BUDGET AND PAYMENT TERMS

Invoices shall be submitted to the Requesting Party and shall include sufficient detail to identify work performed, persons involved, and time expended. Payment must be made within the agreed period set forth in the Payment Schedule. The Requesting Party may withhold payment for nonconforming deliverables until acceptance testing is completed as specified in the acceptance criteria.

Reimbursable expenses permitted in accordance with an agreed expense policy.

TERM AND TERMINATION

The term of this Request shall commence on and continue until unless earlier terminated in accordance with this Section.

Either party may terminate this Request for convenience upon written notice to the other party delivered at least prior to the effective termination date. Either party may also terminate immediately for material breach if the breaching party fails to cure within fifteen (15) days after receipt of written notice of such breach.

CONFIDENTIALITY

Each party acknowledges that, in the course of performing this Request, it may receive Confidential Information of the other party. "Confidential Information" means non-public information disclosed in any form that is designated confidential or that, by its nature, should reasonably be considered confidential. Each party shall hold the other's Confidential Information in strict confidence, shall not disclose it to third parties except as authorized herein, and shall use it only to perform its obligations under this Request.

Confidential Information does not include information that (a) is or becomes publicly available other than by breach of this Request; (b) was lawfully known to the recipient prior to disclosure; (c) is disclosed by a third party not under an obligation of confidentiality; or (d) is independently developed by the recipient. A party may disclose Confidential Information if required by law or valid legal process, provided that, to the extent legally permitted, the disclosing party provides prompt written notice to the other party and cooperates in seeking a protective order or other appropriate remedy.

INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, the Research Provider retains ownership of its background intellectual property. All materials, data, reports, and deliverables specifically prepared for and paid for by the Requesting Party (collectively, "Work Product") shall be the exclusive property of the Requesting Party upon full payment, subject to the Research Provider's underlying rights in background intellectual property and third-party materials. The Research Provider hereby grants the Requesting Party a perpetual, irrevocable, worldwide, royalty-free license to use any background intellectual property incorporated in the Work Product to the extent necessary to use the Work Product for the Requesting Party's internal purposes.

LIMITATION OF LIABILITY; INDEMNIFICATION

Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party shall be liable to the other for consequential, incidental, special or punitive damages. The Research Provider shall indemnify and hold harmless the Requesting Party from claims arising out of the Research Provider's gross negligence or willful misconduct in performing the services; the Requesting Party shall indemnify and hold harmless the Research Provider for claims arising from misuse of the Work Product or failure to pay fees when due.

GOVERNING LAW

This Request shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. The parties submit to the exclusive jurisdiction of the courts located in that State for disputes arising under this Request.

ENTIRE AGREEMENT

This Request, together with any attachments or mutually executed amendments, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether oral or written. No amendment or waiver shall be effective unless in writing and signed by both parties.

Client Name:

By (Authorized Signature):

Date:

Research Provider Name:

By (Authorized Signature):

Date:

Enter text✕

What a Research Project Request is and when it’s used

A Research Project Request is a formal submission that documents the scope, investigators, institutional affiliations, funding source, and approvals required to start a research activity. Institutions use it to register projects, route approvals (such as departmental sign-off and Institutional Review Board review), and capture commitments from investigators and administrative units before work begins. The form typically summarizes objectives, timelines, human subjects or data use issues, and required oversight steps so reviewers can evaluate compliance and resource needs.

Why a clear Request matters for compliance and administration

A complete, accurate Research Project Request helps institutions identify regulatory triggers (IRB, HIPAA, export control), secure funding approvals, and schedule resources. It reduces rework and supports audit trails for oversight.

Why a clear Request matters for compliance and administration

Who completes and reviews Research Project Requests

Clear role definitions and routing logic reduce delays and ensure the correct approvals are obtained before activities start.

  • Principal investigators and co-investigators preparing project scope, personnel lists, and biosafety or human-subjects statements.
  • Department administrators or research offices that validate institutional resources, budget support, and conflict-of-interest disclosures.
  • IRB or compliance officers who confirm human-subjects protections, data handling, and required consent language.

Essential parts of a professional Research Project Request

A complete request contains administrative, scientific, compliance, and signature elements so reviewers can assess feasibility and regulatory needs without follow-up.

Project Title

Concise descriptive title that matches grant and IRB submissions; use consistent naming across systems to avoid duplicate records.

Investigators

List principal and co-investigators with institutional affiliation, email, ORCID (if used), and role on the project.

Funding Source

Identify sponsor, internal account string, and award number when available to link administrative approvals and budget coding.

Study Summary

Short abstract describing aims, methodology, subject population, and expected start/end dates for initial institutional review.

Compliance Flags

Indicate whether human subjects, vertebrate animals, biohazards, export-controlled materials, or protected health information are involved.

Signatures & Dates

Designate required signers (PI, department head, grants office) and include signature dates to record approval timing.

Step-by-step: completing and routing the request

A sequential workflow avoids back-and-forth. Follow these steps to prepare, approve, and file a Research Project Request.

  • 01
    Prepare details: Gather title, PI, funding, timeline, and compliance notes before starting the form.
  • 02
    Complete form: Enter fields carefully and attach required documents (protocol, budget, consent templates).
  • 03
    Route for approvals: Send to department head, grants office, and compliance units in the institution’s required order.
  • 04
    Retain record: File the fully executed request in both institutional records and the project file for audits.

Configuring an online request workflow

When automating Research Project Requests, configure fields and routing to match institutional approval roles and conditions.

Field Configuration
Template Create a reusable template with required fields and attachments
Conditional Sections Show animal or human-subjects sections only when flagged
Signer Order Set sequential routing: PI → Dept Chair → Grants Office → Compliance
Authentication Require institutional SSO or two-factor for approvers

Where to send the completed Research Project Request

A clear destination list helps ensure proper review. Different recipients handle administrative, financial, and compliance tasks.

  • Department Administrator: Initial verification of unit resources and account coding
  • Grants or Sponsored Programs: Budget review, fund availability, and award setup
  • Institutional Review Board: Human-subjects protections and consent form review when applicable
  • Research Compliance Office: Oversight for biosafety, export control, and data security

Digital submission and platform needs

Use a platform that supports authenticated e-signatures, attachments, and audit trails to meet institutional and regulatory requirements.

  • Integrations: Salesforce, NetSuite, Google Workspace
  • Document formats: PDF, DOCX, XLSX supported
  • Authentication: SSO and two-factor options

Typical timelines and processing expectations

Timelines vary by institution and the type of review required. Plan ahead to avoid delaying project start dates.

Submission before start:

Submit requests at least 4–8 weeks before planned project start

IRB review window:

Expedited reviews commonly take 2–4 weeks; full board up to 6–8 weeks

Grants office review:

Allow 3–10 business days for budget and account checks

Institutional approvals:

Departmental sign-off often completed within 5 business days

Contracting or subawards:

Negotiation can add multiple weeks depending on sponsor complexity

Key milestones from request to project activation

Track these milestones to monitor progress and predict when operations may begin.

01

Draft and internal review

Prepare materials and get departmental sign-off before routing externally.

02

Compliance screening

Compliance office confirms human-subjects, biosafety, and data handling needs.

03

IRB or regulatory approval

IRB decision (exempt/expedited/full) determines when participant activities can start.

04

Final signatures and records

Obtain final approvals and archive the fully executed request for audits.

Common mistakes to avoid when preparing requests

  • Incomplete funding or account information causes approval delays and re-submission.
  • Failing to flag human-subjects or PHI issues triggers late compliance reviews.
  • Mismatched PI names or email addresses prevent signer identification and slow routing.
  • Missing attachments (protocols, consent templates) leads to incomplete reviews.

Risks and consequences of incorrect or late requests

Funding delay: Sponsor disbursement postponed
Regulatory noncompliance: IRB holds or remediation required
Data privacy breach: HIPAA violations and corrective action
Contract penalties: Sponsor sanctions or clawbacks
Audit findings: Negative compliance report outcomes
Project interruption: Work suspension pending approvals

eSignature vendor comparison for Research Project Requests

Core vendor features (pricing, bulk send, audit trail, HIPAA support, and envelope limits) affect how efficiently institutions process requests.

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, no credit card Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Representative examples of Research Project Request workflows

Institutions use requests across projects from small student studies to multi-site clinical trials. The examples below show practical outcomes.

University IRB Routing

A PI prepares the request with protocol and consent templates

  • Department administrator verifies account and attachments
  • The fully executed request is archived and linked to the IRB protocol for audits and sponsor reporting.

Industry Partnership

A commercial sponsor provides funding and templates

  • Grants office reviews budget and flow-down clauses
  • Legal negotiates IP terms and the institution executes the request before work begins.

Frequently asked questions about Research Project Requests

Answers to common questions about signing, approvals, and recordkeeping for Research Project Requests in U.S. institutions.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users