Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states when intent, consent, attribution, and retention are documented. Confirm statutory exceptions (for example, wills or certain court orders) and follow institutional policy.

Do e-signed forms need a notarization?

Not ordinarily. Most research clearance forms do not require notarization, but specific institutional or agency requirements may demand notarized signatures or seals. Remote online notarization is permitted in many states under state law; check your state notary commission and institutional policy before using RON.

What fields must match legal records?

Names, institutional affiliations, and award numbers must match official records. Use full legal names and the institutional email; discrepancies in PI name or sponsor account numbers can cause identity verification failures or funding delays.

Can PHI be included on the form?

Only when necessary and with proper safeguards. If proposals include protected health information, include HIPAA authorization or a data use agreement and ensure a signed BAA is in place for vendors; retain records six years per 45 CFR §164.530(j).

How long must records be kept?

Follow institutional retention policy; retain active proposal records for the project term plus at least three years. For tax and financial records keep at least three years (IRC §6501(a)); HIPAA-regulated records must be kept six years per 45 CFR §164.530(j).

Are electronic copies admissible in disputes?

Yes. Electronic copies that accurately reproduce the signed record are admissible in court if they meet ESIGN/UETA requirements for authenticity and retention. Maintain audit trails with timestamps, signer attribution, and access logs to strengthen evidentiary weight.

Electronic Signature
Templates
Project Management
Research Proposal Clearance Form

Research Proposal Clearance Form

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

Research Proposal Clearance Form (RPCF)

This form is for University of Sydney employees or affiliates ONLY. It must be completed for ALL researchers employed by or affiliated with the University of Sydney or applicants for Fellowships that will be administered by the University of Sydney. Complete all sections of this form for all research grant proposals and submit to Research Grants & Contracts (RGC) with a completed grant application.

Research Grants & Contracts, Level 6 Jane Foss Russell Building G02, NSW 2006 Australia

CHIEF INVESTIGATOR 1:

Surname:

First Name:

Title:

School/Dept:

*Credit Share %

Email:

Staff number:

If not USYD staff state type of appointment:

Conjoint Clinical Other (specify)

SIGN HERE Chief Investigator 1: X

click here to insert signature image from file or print and sign hardcopy

Date:

* Shared Credit Agreement: Additional income generated by this grant (eg. RIBG, JRE, RTS) will be shared equally by the University of Sydney Schools/Depts of the Chief Investigators named on this grant unless otherwise nominated.

CHIEF INVESTIGATOR 2:

Surname:

First Name:

Title:

School/Dept:

*Credit Share %

Email:

Staff number:

If not USYD staff state type of appointment:

Conjoint Clinical Other (specify)

SIGNATURE OF ADDITIONAL Chief Investigator: X

click here to insert signature image from file or print and sign hardcopy

Date:

PROJECT

IRMA ID # (if known):

Title of Project:

Granting Body:

Scheme:

Proposed Start Date:

Proposed End Date:

Duration of Project (years):

PROJECT CODES

Code information can be viewed at: http://sydney.edu.au/research_support/funding/proposal/codes.shtml

Fields of Research (2008)

FoR Codes listing

6 digit code must total 100%

Socio Economic Objective Code (2008)

SEO Codes listing

6 digit code must total 100%

ABS Statistics (must total 100%)

ABS Descriptions

Pure Basic
Strategic
Applied
Experimental

INTELLECTUAL PROPERTY AND CONTRACT NEGOTIATION

The University asserts ownership of all intellectual property created by a staff member (with some exceptions) in accordance with the University of Sydney (Intellectual Property) Rule 2002. Any projects with an industry partner will require a Partner Agreement.

APPROVALS

All fields in this section must be completed.

HUMAN ETHICS

If your project involves the use of questionnaires/surveys, access to medical or other personal records, investigations of human behaviour, routine testing of human subjects, the administration of drugs, chemical agents or vaccines, or any experimentation on humans you need ethics approval.

Please provide the ethics reference number if it has already been approved:

Date approval required:

NA

ANIMAL ETHICS

If the project involves the use of animals you need ethics approval.

Please provide the ethics reference number if it has already been approved:

Date approval required:

NA

BIOSAFETY

All applications for the use of genetically modified organisms (GMOs), high risk microorganisms and security sensitive biological agents (SSBA) are governed by legislation.

Project involves GMOs

Date approval required:

NA

High risk microorganisms of Risk Group 3 or higher

Date approval required:

NA

SSBA Tier 1 or Tier 2 agents

Date approval required:

NA

Carcinogenic or highly toxic chemicals YES NO Supplement attached

IBC Number:

Approval attached NA

RADIATION

A waste minimisation and management procedure must be in place. If the project involves the use of ionising radiation you need approval.

Supplement attached

Date approval required:

NA

APPROVAL FROM OTHER COMMITTEE

We will now accept non-University of Sydney ethics and biosafety approvals. When submitting approval from another Committee, the protocol information must be accompanied by Notification of Non-University Approval.

Will the above approvals be sought from a non-University of Sydney committee? YES NO

Name/s of external committees:

APPROVAL BY HEAD/S OF SCHOOL/DEPT ON BEHALF OF THE DEAN:

To be completed by the Dean, Head of School or other designated officer, if required at Faculty level.

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

ADDITIONAL CHIEF INVESTIGATORS:

CHIEF INVESTIGATOR:

Surname:

First Name:

Title:

School/Dept:

*Credit Share %

Email:

Staff number:

If not USYD staff state type of appointment:

Conjoint Clinical Other (specify)

SIGNATURE OF ADDITIONAL Chief Investigator: X

click here to insert signature image from file or print and sign hardcopy

Date:

APPROVAL BY HEAD/S OF SCHOOL/DEPT ON BEHALF OF THE DEAN

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

NAME OF HEAD OF SCHOOL/DEPARTMENT:

SIGNATURE: X

click here to insert signature image from file or print and sign hardcopy

Date:

What the Research Proposal Clearance Form Is

The Research Proposal Clearance Form is a standardized institutional document used to document review, approvals, and administrative checks before a research project begins. It collects project identifiers, investigator and departmental information, compliance checkpoints (human subjects, biosafety, conflict of interest), proposed methods, funding sources, and required attachments. Institutions use it to confirm that ethical, legal, and operational requirements have been considered and to route proposals to appropriate offices for signature and recordkeeping. This form creates a clear audit trail of approvals and conditions tied to the project.

Why Complete a Clearance Form

Research Proposal Clearance Forms centralize compliance checks, reduce duplicate reviews, and document institutional approval conditions. They help investigators identify required permits or training early, provide administrators a consistent review record, and reduce delays caused by missing attachments or unresolved regulatory issues.

Who Typically Completes and Signs the Form

Principal investigators, departmental administrators, compliance officers, IRB/IBC staff, and sponsored programs officers use this form to route and document approvals.

Principal investigator submits proposal details, attachments, and affirms required training and conflict-of-interest disclosures.
Department Administrator — reviews departmental resource needs, budget alignment, and routing for internal signatures.
Research Compliance Office — checks IRB/IBC status, permits, and institutional policy adherence before clearance.

Use this form when an institutional sign-off is required before project start, funding release, or human/animal subject work.

Core Sections to Include on a Professional Form

Core sections of a professional Research Proposal Clearance Form ensure consistent review, necessary disclosures, and a searchable institutional record for compliance and grant administration.

Project Summary

Provide a concise project description including objectives, scope, methodology, and anticipated timeline. This summary helps reviewers assess resource needs, ethical considerations, and alignment with institutional priorities before detailed review.

Personnel

List principal investigator, co-investigators, and key staff with roles and contact information. Include training certifications or licenses required for specialized procedures to demonstrate readiness and compliance.

Compliance Checks

Document required approvals such as IRB, IACUC, biosafety, radiation safety, and data protection reviews. Attach pending or approved protocol numbers and any required consent language.

Budget & Funding

Identify funding sources, budget summary, in-kind support, and sponsor-imposed terms. Note sponsor restrictions or reporting obligations that may affect approvals or institutional oversight and invoicing.

Attachments

Include study protocol, consent forms, data management plans, CVs, and any required permits. Ensure filenames match the attachment list to avoid misplacement during review or resubmission.

Signatures

Provide authorized signers with titles and institutional authority. Specify whether electronic signatures are permitted and include notary or witness requirements if state law or institutional policy demands them.

Step-by-Step: From Submission to Clearance

Follow these sequential steps to complete and clear a research proposal through institutional channels efficiently.

01

Prepare Submission: Compile application, attachments, and required compliance documents.
02

Upload Materials: Attach files in accepted formats and name consistently.
03

Select Reviewers: Choose departments and compliance units for routing.
04

Obtain Signatures: Route for electronic signatures and record approvals.

Recommended Online Workflow Settings

Configure the online workflow to automate routing, notifications, and required field enforcement for each proposal.

Field	Configuration
Routing	Sequential or parallel routing by role
Authentication	Email link, SMS code, or SSO
Attachments	PDF or DOCX, max file size enforced
Notifications	Email reminders and escalation after 72 hours
Audit Trail	Automatic timestamps, IP, user action log

Typical Submission and Approval Flow

A clear signing workflow reduces bottlenecks; these arrows show the common handoffs from submission to final archival.

Submit: Investigator uploads proposal and attachments.
Review: Compliance and departmental review for issues.
Approve: Signers apply approvals or conditional notes.
Archive: Store signed record in institutional repository.

Essential Data Points Collected on the Form

PI Identity: Full legal name and institutional email

Project ID: Sponsor or internal award number

Compliance Flags: IRB/IACUC/IBC status and protocol numbers

Budget Summary: Funding source and total amount

Attachments: Protocol, consent, CVs, permits

Signatures: Electronic signature date and initials

Risks and Consequences of Incomplete or Incorrect Forms

Funding Delays: Sponsor may withhold funds

Regulatory Noncompliance: Work halted until approvals

Institutional Sanctions: Loss of privileges or access

Grant Repayment Risk: Funder may demand returns

Legal Exposure: Civil penalties or injunctions

Data Security Risk: Breach could trigger HIPAA fines

Common Preparation Mistakes to Avoid

Missing protocols, consent forms, or CVs commonly delay clearance and require resubmission; reviewers often return incomplete packages rather than proceeding with conditional approvals.
Incorrect sponsor names or award numbers route proposals to the wrong fiscal office and slow funding approvals and budget reconciliation.
Vague or inconsistent project titles prevent matching with grant records and complicate monitoring, reporting, and compliance audits.
Requests signed by unauthorized personnel or lacking delegated authority are returned and can require formal reauthorization before clearance proceeds.

Key Deadlines and Timing Expectations

Track internal and sponsor deadlines to align clearance with project start dates, IRB schedules, and funding disbursement windows.

Proposal Submission:

As required by sponsor or department

Internal Review:

Typical 5 to 15 business days depending on volume

IRB Review:

Expedited or full board timelines vary by institution

Funding Release:

Often contingent on final clearance and budget approval

Start Date:

Do not begin regulated activities before approvals

Pricing and Feature Snapshot for eSignature Vendors

Compare core pricing and capability differences to select a vendor that meets compliance and volume requirements for e-signed research approvals.

	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 required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to frequent questions about completing, signing, and storing Research Proposal Clearance Forms in institutional workflows.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states when intent, consent, attribution, and retention are documented. Confirm statutory exceptions (for example, wills or certain court orders) and follow institutional policy.
Do e-signed forms need a notarization?
Not ordinarily. Most research clearance forms do not require notarization, but specific institutional or agency requirements may demand notarized signatures or seals. Remote online notarization is permitted in many states under state law; check your state notary commission and institutional policy before using RON.
What fields must match legal records?
Names, institutional affiliations, and award numbers must match official records. Use full legal names and the institutional email; discrepancies in PI name or sponsor account numbers can cause identity verification failures or funding delays.
Can PHI be included on the form?
Only when necessary and with proper safeguards. If proposals include protected health information, include HIPAA authorization or a data use agreement and ensure a signed BAA is in place for vendors; retain records six years per 45 CFR §164.530(j).
How long must records be kept?
Follow institutional retention policy; retain active proposal records for the project term plus at least three years. For tax and financial records keep at least three years (IRC §6501(a)); HIPAA-regulated records must be kept six years per 45 CFR §164.530(j).
Are electronic copies admissible in disputes?
Yes. Electronic copies that accurately reproduce the signed record are admissible in court if they meet ESIGN/UETA requirements for authenticity and retention. Maintain audit trails with timestamps, signer attribution, and access logs to strengthen evidentiary weight.

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