How to Submit Your External Research Request

Overview

This guide explains how to prepare and submit external research materials to Virginia Peninsula Community College (VPCC). Submissions are required for all research projects involving VPCC, including those with IRB approval, exemption, or conditional approval.

The Office of Institutional Research (IR) reviews submissions to ensure compliance with college policies, IRB approvals, and student data privacy requirements.

Step 1: Prepare Your Submission

The following documents are required. They can be submitted as one combined file or as separate PDF/Word files.

1A: IRB Approved Submission Packet

Include the following:

• Full IRB-approved methodology

  • Include any approved recruitment methods (fliers, tables, verbal scripts).

  • Describe data privacy practices (e.g., secure password-protected storage, timeline for data destruction).

  • VPCC will review studies with IRB exemption or conditional approval; full approval must be provided prior to starting research.

• IRB-approved instruments

  • Surveys, interview questions, or other research instruments.

• IRB-approved recruitment messaging/statements

  • Include all messaging used for recruitment, including fliers, scripts, and verbal statements.

  • Ensure these are included in the IRB approval/exemption/conditional approval.

1B: Virginia Peninsula Principles of Practice and Contact Information Form

• This form is required and can be found here: Service – External Research Request

Step 2: Submit Your Documents

Once all documents are ready, submit them using the VPCC External Research Request form:

1. Click “Request Service”.

2. Enter the institution that issued your IRB approval and the title of your project.

3. Enter a brief description of your project:

   • Topic

   • Proposed participants

   • Intended methods

   • Timeline

4. Upload your documents to the form.

   • Click “Browse” and hold the Shift key to upload multiple files at once.

   • If uploading multiple documents, upload them all at the same time.

5. Affirm that:

   • You have reviewed VPCC External Research Request Policies and Procedures.

   • You have received IRB approval (or exemption/conditional approval).

   • You have attached the signed Contact Information and Principles of Practice Form.

6. Enter your name and contact information (email required).

7. Complete the “I’m not a robot” prompt and click Submit.

Step 3: Next Steps After Submission

1. The Office of Institutional Research (IR) will review your documents and may reach out via email if any questions arise.

2. The IR review includes:

   • Verifying all proposed methodology complies with VPCC external research policies.

   • Ensuring all methodology, instruments, and recruitment messaging are covered under the provided IRB approval.

   • Confirming a process for maintaining student data privacy is included.

3. After IR completes its review:

   • IR submits findings to College leadership.

   • College leadership decides whether the study may be conducted at VPCC.

Timeline: The full review and decision-making process typically takes 3–4 weeks.