Permission Letters to Conduct Research

Researchers may be required to obtain prior permission before receiving IRB approval when enrolling participants from a non-MTSU entity, using non-MTSU premises, or both. When it is determined that prior permission is needed to conduct the study, researchers must provide a support letter from a senior member of the non-MTSU facility who has the authority to grant permission, written on official letterhead.

Scenarios where permission letters are mandatory:

When an institution or organization is responsible for the prospective participants, the researcher will be required to obtain a written support letter delineating the scope of the cooperation. It is vital that the letter clearly indicates that the non-MTSU entity is aware of the activities to be performed and that they are responsible for any unforeseen adverse events during the research intervention. For example, research involving minors in a school will require support letters from the school’s administration. Similarly, enrolling prisoners or patients admitted to a hospital would also require letters of support from the prison or hospital, respectively. In all these cases, the entity—school, prison, or hospital—is responsible for the participants, and therefore their consent is mandatory.

Scenarios where permission letters are recommended:

As described above, support letters are mandatory when participants are enrolled from an organization responsible for the participants. However, researchers may enroll participants from other non-MTSU entities, such as companies, churches, libraries, and museums, where the administration of those entities may not be “fully” responsible for the prospective participants. In such cases, the IRB may not require a permission letter, as the participants are free to enroll or not without the consent of the organization. However, please note that the organization may require prior approval before the researcher can use their premises or enroll participants at their facility. For instance, churches, mosques, or other religious institutions are not public places, and a concerned religious leader must approve the proposed activities. The same applies if researchers wish to interview employees of a company. They may not be required to submit a letter of support from the company as part of their IRB application, but the company reserves the right to approve or deny access to their resources. Therefore, the MTSU IRB recommends obtaining permission letters in these circumstances from a feasibility standpoint, rather than from a compliance perspective.

Scenarios where permission letter requirement may be waived:

The MTSU IRB may waive the requirement for obtaining a permission letter if the study is conducted on a sensitive subject and knowledge of the study could cause adversities to the participants. For example, investigative studies determining sexual harassment by upper management at regional companies. If such a study is conducted by an MTSU researcher, the IRB will waive the permission letter requirement, as knowledge of the study could undermine investigative efforts to address a crucial social justice issue faced by women in the workplace. It should also be noted that such studies may require full member review because participants may expose themselves to more than minimal risk by enrolling in the investigation. In addition to participant safety, the IRB will also consider the rationale for the requirement and determine if obtaining permission letters is necessary or feasible. For instance, studies conducted in public places, such as libraries, state parks, government offices, etc. The IRB may also waive the permission requirement for privately owned libraries, museums, parks, shopping centers, etc., but the waiver is based on the lack of risk to the participants. Nonetheless, the waiver cannot be used as an authorization by the IRB in these cases.

Permission letter format:

If it is determined that permission letters are required, the researcher must email proof of permission as a support letter written on official letterhead and signed by an officer authorized to make such determinations, submitted as a scanned electronic copy. Permission notes required from within MTSU departments and divisions can be sent via a simple email. However, permission from external entities must be submitted as scanned letters, not as simple text emails. The letter should indicate that the officer or administration has knowledge of all the activities to be conducted at their facility. They should also provide written confirmation that they are responsible for the participants’ welfare during the research. The letter can be addressed to the researchers and must be dated within six months of the initial submission. The letter must also indicate the time frame within which the study must be completed. Any terms and conditions the facility wants to impose on the researchers or participants must also be clearly stated.