Can I e-sign a Study Proposal Request?

Yes — most Study Proposal Requests may be signed electronically if parties demonstrate intent and consent and records can be retained. Federal ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted in most states) establish enforceability, subject to listed exceptions like wills or certain court filings.

Do I need notarization for submission?

Notarization is rarely required for internal study proposals, but signatures on specific legal documents attached to the request may require notarization. Remote online notarization (RON) is permitted in many states with identity proofing and A/V recording; verify current state notary rules before relying on RON.

What if the proposal involves PHI?

If the proposal involves protected health information, include a data protection plan and ensure a Business Associate Agreement (BAA) is in place before sharing PHI. Retain HIPAA-related records per 45 CFR §164.530(j) and document access controls and auditing processes.

Which signature methods are acceptable?

Valid methods include typed names, drawn signatures, uploaded images, click-to-sign with audit trail, and PKI-based digital signatures where required. Ensure intent, consent, attribution, and retention standards are met to satisfy ESIGN and UETA legal tests.

How should I submit to an institutional IRB?

Follow institutional IRB submission guidelines: include complete protocol, consent forms, recruitment materials, and budget; obtain required departmental approvals before IRB submission; verify whether electronic submission portals accept signed PDFs and confirm required file formats and signatures.

How long must I retain submissions and records?

Retain Study Proposal Requests and supporting records for the active study period plus at least seven years post-termination where practical. Follow federal minima such as IRS three-year financial records (IRC §6501(a)) and HIPAA six-year retention (45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Study Proposal Request

Study Proposal Request

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STUDY PROPOSAL REQUEST

Requesting Party: Organization:

Service Provider: Organization:

RECITALS

WHEREAS, Requesting Party seeks to commission a study described herein to evaluate and document technical, operational, or market findings relevant to the Project Title: ; and

WHEREAS, Service Provider has represented that it possesses the expertise, personnel, and resources to perform the requested study in accordance with the Scope of Work and Deliverables set forth below; and

WHEREAS, the parties desire to set forth the terms under which the Requesting Party will request and the Service Provider will prepare and deliver the study by executing this Study Proposal Request.

SCOPE OF WORK

The Service Provider shall perform the following scope of work. The description must include methods, tasks, and any required standards of performance. Unless otherwise agreed in writing, performance shall conform to professional standards applicable to the field.

Detailed Scope of Work Key Deliverables

MILESTONES & SCHEDULE

Provide milestone descriptions, target completion dates, and associated payment amounts. Parties may add additional milestones by attachment.

Milestone 1 Description

Due Date: Amount:

Milestone 2 Description

Due Date: Amount:

Milestone 3 Description

Due Date: Amount:

PAYMENT TERMS

Total Estimated Fee: .

Payment Schedule

Late Payment: If any undisputed invoice remains unpaid beyond the agreed payment term, interest shall accrue at or the maximum rate permitted by law, whichever is lower. The Service Provider may suspend performance for unpaid invoices after providing written notice.

Billing Contact

TERM AND TERMINATION

Project Start Date: . Proposed Completion Date: .

Either party may terminate this request for convenience upon written notice to the other party at least days prior to the effective termination date. Termination for material breach may be immediate if the breaching party fails to cure within a commercially reasonable period after receipt of written notice; remedies for breach survive termination.

CONFIDENTIALITY

Each party shall maintain in confidence all confidential information disclosed by the other party and shall not disclose such information to third parties except as required by law or with prior written consent. Confidential information includes nonpublic business, technical, or financial information reasonably identified as confidential. Obligations under this clause shall survive termination of this request for a period of three (3) years, unless a longer period is required by applicable law or as otherwise agreed in writing.

INTELLECTUAL PROPERTY

Unless otherwise agreed in a separate written instrument, ownership of original data, deliverables, and final reports created specifically for Requesting Party as part of this study shall vest in Requesting Party upon full payment of fees; Service Provider retains ownership of pre-existing materials, methodologies, and know-how. Grant of rights shall be limited to those necessary for Requesting Party’s internal use and shall not include the right to sublicense or commercially exploit proprietary processes without the Service Provider’s written consent.

GOVERNING LAW; DISPUTE RESOLUTION

This Study Proposal Request shall be governed by and construed in accordance with the laws of the state specified by the parties: , without regard to conflict-of-law principles. The parties shall attempt to resolve disputes through good faith negotiation prior to initiating litigation. Nothing herein limits either party’s right to seek injunctive relief to protect confidential information.

ENTIRE AGREEMENT

This Study Proposal Request, together with any attachments executed by the parties, constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations, and representations, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

ADDITIONAL INSTRUCTIONS / ATTACHMENTS

Attachments or Special Instructions

Requesting Party — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What a Study Proposal Request Is and When It's Used

The Study Proposal Request is a structured document used to propose a new research or clinical study, summarize objectives, methods, timelines, budgets, and required approvals, and request institutional review or administrative consideration. Typical recipients include institutional review boards (IRBs), department heads, grant offices, or sponsors. A complete Study Proposal Request provides clear study aims, participant criteria, data management plans, ethical considerations, and resource needs so reviewers can assess feasibility, compliance with regulations such as HIPAA for health data, and budgetary sufficiency before granting approval or funding.

Why a Well‑Prepared Request Matters

A Study Proposal Request clarifies study scope, identifies regulatory and budget needs, and creates a single record for approvals and tracking. It speeds reviewer decisions by consolidating methods, consent processes, and data protections, helping ensure regulatory compliance and resource alignment.

Who Typically Prepares and Signs the Request

Individuals and offices responsible for study approval, funding requests, or compliance complete the Study Proposal Request.

Principal investigators who assemble study materials and submit proposals to IRBs or external sponsors.
Research administrators who coordinate budgets, institutional contracts, and administrative approvals for study initiation.
Compliance officers verifying HIPAA protections, consent language, and data management plans.

Other signatories may include departmental chairs, grant managers, and collaborating investigators when institutional sign-off is required.

Essential Sections to Include in a Professional Request

Key sections of a professional Study Proposal Request organize background, aims, methods, oversight, budget, and timelines so reviewers can rapidly evaluate scientific merit and administrative feasibility.

Background

Summarize literature context, gap analysis, and rationale for the proposed study, demonstrating novelty, relevance to the field, and alignment with institutional priorities and ethical considerations.

Objectives

List primary and secondary objectives with measurable endpoints, hypotheses where applicable, and clear success criteria so reviewers can assess feasibility and statistical planning and appropriateness.

Methods

Describe study design, population and sampling, inclusion and exclusion criteria, interventions or exposures, data collection instruments, and analytic approach with sufficient detail for reproducibility and validation.

Oversight

Explain oversight mechanisms including IRB review status or submission plans, data safety monitoring, adverse event reporting, and roles responsible for regulatory compliance and monitoring procedures.

Budget

Itemize projected costs for personnel, equipment, participant compensation, laboratory tests, data storage, and indirects; state funding sources, timelines, and contingencies with estimates by line item and justification for each major cost.

Data Plan

Provide data management plan describing collection, storage, de-identification, access controls, retention schedule, and plans for sharing or secondary use consistent with HIPAA and institutional policies.

Step‑by‑Step: Completing and Submitting the Request

Follow these steps to complete and submit a Study Proposal Request accurately and in a format reviewers expect.

01

Prepare: Gather protocol, consent, budget, and attachments.
02

Populate: Complete all required fields and upload supporting files.
03

Review: Confirm formatting, dates, budgets, and compliance statements.
04

Submit: Send to IRB or sponsor and retain a signed copy.

Configuring an Online Submission Workflow

Configure an online workflow to route the Study Proposal Request for review, signatures, and archival in compliance with institutional policies.

Field	Configuration
Routing Order	Sequential routing PI, Department Chair, IRB
Authentication	Email link plus optional SMS code for higher assurance
Notifications	Automated reminders at configurable intervals until completion
Storage	Store signed PDFs and audit trail in secure repository

How eSubmission and eSigning Work in Practice

ESubmission simplifies approvals: upload, tag signature fields, authenticate signers, and capture a compliant audit trail for records retention.

Upload: Upload document as PDF or DOCX.
Place Fields: Add signature, date, and approver fields.
Authenticate: Choose email, SMS, or KBA per policy.
Finalize: Generate signed PDF plus audit certificate.

Technical and Security Requirements for Digital Submission

Confirm platform support for PDF and DOCX uploads, SSO when needed, and integrations with institutional systems for routing and archiving.

Formats: PDF, DOCX, and Excel supported.
Integrations: Salesforce, NetSuite, Google Workspace, and others.
Security: TLS 1.2/1.3 and AES-256 encryption.

Typical Timelines and Review Expectations

Common timing considerations and submission deadlines for Study Proposal Requests to IRBs, sponsors, and institutional offices.

IRB Submission Window:

Allow 4–8 weeks for full IRB review depending on study risk.

Sponsor Review Time:

Sponsor timelines vary; plan for 2–6 weeks review.

Funding Approval:

Grant processing can take 4–12 weeks after institutional sign-off.

Budget Revisions:

Allow additional 1–3 weeks for budget negotiation and approvals.

Start Date Align:

Set start date after final approvals and required training completion.

Common Pitfalls That Cause Delays

Incomplete methodology or missing inclusion criteria frequently triggers IRB clarification requests and delays approvals by several weeks.
Unclear data protection descriptions or failure to state HIPAA data handling increases compliance risk and can require substantial protocol amendments.
Budget omissions such as participant payments, lab costs, or indirects are common and often necessitate revised budgets and resubmission.
Using inconsistent names, dates, or nonstandard signature methods can void institutional approval or trigger signature verification delays.

Consequences of Incorrect or Incomplete Requests

IRB Rejection: Approval denied; project delayed.

Funding Loss: Grants may be withdrawn.

Compliance Breach: HIPAA violations risk fines.

Legal Exposure: Liability for participant harm.

Reputational Damage: Institutional trust jeopardized.

Administrative Costs: Remediation and audits increase expenses.

Comparing Basic eSignature Pricing and Key Capabilities

Compare basic pricing and key plan characteristics for eSignature providers commonly used to submit Study Proposal Requests and institutional 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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Study Proposal Requests

Answers to common questions about completing, signing, and submitting a Study Proposal Request, including eSignature and compliance considerations.

Need help? Contact support

Can I e-sign a Study Proposal Request?
Yes — most Study Proposal Requests may be signed electronically if parties demonstrate intent and consent and records can be retained. Federal ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted in most states) establish enforceability, subject to listed exceptions like wills or certain court filings.
Do I need notarization for submission?
Notarization is rarely required for internal study proposals, but signatures on specific legal documents attached to the request may require notarization. Remote online notarization (RON) is permitted in many states with identity proofing and A/V recording; verify current state notary rules before relying on RON.
What if the proposal involves PHI?
If the proposal involves protected health information, include a data protection plan and ensure a Business Associate Agreement (BAA) is in place before sharing PHI. Retain HIPAA-related records per 45 CFR §164.530(j) and document access controls and auditing processes.
Which signature methods are acceptable?
Valid methods include typed names, drawn signatures, uploaded images, click-to-sign with audit trail, and PKI-based digital signatures where required. Ensure intent, consent, attribution, and retention standards are met to satisfy ESIGN and UETA legal tests.
How should I submit to an institutional IRB?
Follow institutional IRB submission guidelines: include complete protocol, consent forms, recruitment materials, and budget; obtain required departmental approvals before IRB submission; verify whether electronic submission portals accept signed PDFs and confirm required file formats and signatures.
How long must I retain submissions and records?
Retain Study Proposal Requests and supporting records for the active study period plus at least seven years post-termination where practical. Follow federal minima such as IRS three-year financial records (IRC §6501(a)) and HIPAA six-year retention (45 CFR §164.530(j)).

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