Across the Board

Respecting Research Sites and their Decisions

2009 Sep 17 Posted by Courtney Jarboe

The answer can vary, but here is one possibility. Research sites make a decision based upon communication they have had with the researcher in the form of an authorization request letter. This is an important document that provides a first impression of the researcher’s character and how they may conduct their research.

If the letter does not provide enough information about the proposed study and the researcher, the research site may become wary about granting permission for anything. In addition, if the researcher does not provide the opportunity for the site to contact them with questions, they also will be hesitant. Here are some tips on writing a request letter that may help researchers creating this letter and give researchers the mindset that the research site made a fully informed decision.

Tips on Creating an Authorization Request Letter

Provide full disclosure–Always include information about:

+Your role as a doctoral learner from Capella Univeristy,

+Who will supervise your research activities (i.e. mentor)

+The title, purpose, and benefits of your proposed study,

+What exactly you need from the research site (access to records, ability to contact members, use the facilities, etc.),

+What role if any, the research site will have in research activities (e.g. sending emails),

+What exactly the researcher will do with the information obtained from the research site if permission is granted,

+Information about privacy and confidentiality (i.e., how the researcher will protect participants, etc.),

+Identify any potential risks of harm to participants or to the research site,

+Time frame of the research activities (if members are recruited to complete a survey, how long is it expected to take?),

+If applicable, demonstrate your understanding and sensitivity to the characteristics of the potential participant population of the research site,

+Identify if they will have access to the dissertation once completed,

+You will notify the research site when you have gained IRB Approval from Capella University,

+Who to contact if the site has more questions about the study,

+Make sure the contact information is professional (i.e., use an appropriate email address and have an appropriate voice mail greeting if you don’t answer their call right away).

When providing this information, make sure that the readability of the letter is appropriate. If it is too “academic,” the research site may not be able to comprehend what you are asking for in the letter. In addition, you should also include a thank you statement. Researchers should always have the mentor and/or the dissertation committee review the request letter before it is sent to the research site.

Remember, even if you send a perfect permission letter, the research site may decide not to grant permission. It’s okay to send a thank you note in response. However, we strongly encourage researchers not to appeal or request justification from the research site. Respecting research sites and their decisions is important, not only our research community, but also to researchers outside of Capella that may request permission from that very same research site.

September 17, 2009 | Filed under: Research
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