ࡱ> :<9 %bjbj 44A)))8a$)`|||dffffff!:f|||||f{   |dd |d   8`Xp)d P0 D  0|| |||||ff |||||||||||||||| :  Gatekeeper Information What is a Gatekeeper Letter and when is one required? If you will recruit participants from an external organization and/or perform data collection at a site outside of APP you typically must obtain written permission to do so from the relevant gatekeeper(s). A gatekeeper is the head (or designee) of the organization or site at which your research activities will take place-- such as a school principal, clinic director, department manager, club leader or program administrator. It is customary for the Principal Investigator (PI) to request a letter directly from the gatekeeper. Besides providing necessary documentation for your projects review by the Institutional Review Board (IRB), personal communication with the gatekeeper will pave the way for executing your project once IRB approval is in hand. How should you approach a Gatekeeper for a letter? The gatekeeper will likely want to know the details of your study. In your request to a gatekeeper, you should make reference to the same kind of information that you provide in your IRB proposal, including the information in the informed consent document. At minimum you will share: who are you, what the project is about, its purpose and timeframe, how participants will be involved, how participants identity and responses will be protected, and what the gatekeeper is being asked to provide--for example, permission to recruit study participants, and/or existing data. If you are planning to post or distribute recruitment flyers, distribute questionnaires or use other data collection techniques, you should clearly describe the method and provide relevant documents (e.g., questionnaires). This information should be provided to the gatekeeper before you ask them to agree to support the project. This is essential to ensure that the gatekeeper is able to make an informed decision. What should a Gatekeeper Letter say? If the gatekeeper supports and approves your project, they may not be sure what exactly to write in the letter to the IRB. Therefore, the IRB encourages you to provide them with a guideline or draft of the content. The IRB is interested in a gatekeeper acknowledging the following: 1) familiarity with the methodology of your study including an understanding of how the investigator will directly interface with participants and/or participant data; 2) support and approval of your project, 3) if relevant, verification that the activities to be undertaken are in line with organizational activities. The latter is most applicable to the field of education in which action research projects involve comparisons among normal classroom activities. What if the Gatekeeper requests verification of IRB approval first? A gatekeeper may want to know that the IRB has reviewed and approved your project before agreeing to support it. Yet, IRB approval is contingent upon gatekeeper support. What to do? The IRB recommends that you 1) advise the gatekeeper that the IRB requires that the gatekeeper supports the study prior to approval, 2) assure them that the IRB will thoroughly review the study to ensure that participants are protected and potential risks are minimized, and 3) suggest the gatekeeper add to the letter a contingency statement such as, I commit my full support to this project provided that [PIs Name] obtains the approval of the APP -Institutional Review Board- You may also invite the gatekeeper to contact the IRB Chair at IRB@APP.edu to discuss any concerns. Please note that gatekeeper letters from external agencies must: - Include an original signature (faxed or scanned copies are acceptable, as long as the signature is legible) - Include the signees title - Be addressed to the IRB - Be printed on official letterhead Below are examples of two types of gatekeeper letters: Example 1 is a template for typical school based research, including action research projects. This letter would typically be adapted by the appropriate school official (e.g., Principal, Superintendent) and returned to you to be included in your submission materials to the IRB. Example 2 is a generalized version for use with other agencies and organization. Please feel free to adapt these as needed for your study, to include specific information about methodology and design (including the nature, subject, time frame, interventions, etc., unique to your study). SAMPLE # 1 (for school based projects) Dear APP IRB Member: [Name of PI] is a teacher (OR student teacher at [name of school]. S/he has proposed a research project (OR will conduct her/his Masters thesis project; class project; whatever is appropriate) on [nature of investigation, subject matter] during [timeframe] for which s/he will [nature of intervention(s)]. I am aware that his/her project involves students in grade(s) [__] and will be conducted in [a classroom/workgroup/other] setting. [OR if appropriate, I understand that the study involves the collection of data from school records. Such data will be provided to the researcher in a de-identified manner, such that data cannot be traced to a particular participant I support these planned activities which involve (OR which go beyond) normal classroom activities and curricular content.* Sincerely, [Signature]___________ [First & Last Name] [Title] [Name of School/Institution] *PLEASE NOTE: if a study involves ONLY normal classroom activities, the IRB defers to the gatekeeper to determine if student assent and/or parental consent must be obtained. If the study goes beyond traditional class content, parental consent IS required by the IRB. Sample #2 (for projects involving recruiting and/or data-collection within an external agency) Dear APP IRB Member: [Name of PI] is a (student) at APP (AND if appropriate, an employee/volunteer at [name of organization]. S/he has proposed a research project (or Masters thesis project; class project; whatever is appropriate) on [nature of investigation, subject matter]. The study will take place during [timeframe], for which s/he will [nature of intervention(s)]. Optional text for nature of intervention: I am aware that his/her project involves recruiting employees (or clients) of this organization and will be conducted in [specific setting] OR I understand that the study involves the collection of data from organizational records. AND I understand that all information collected from individuals will be done with duly informed consent from the participating individuals and that organizational members can refuse participation with no negative consequences for said individual OR I understand that this project involves accessing personnel information from current and/or former members of the organization and that all such data will be provided to the researcher with all personally identifying information, e.g., names, addresses, job titles, etc. removed so that the data cannot be traced to any individual. ** I support the conduct of this research in this organization. Sincerely, [Signature]___________ [First & Last Name] [Title] [Name of External Organization] ** Note: Consent may not be required when only aggregated data are involved. Please contact APP IRB Chair at IRB@APP.edu for additional information and/or if you are unsure if your project requires a gatekeeper letter.     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