Letters of Support

Certain institutions require a “Letter of Support” before initiating the formal IRB review and approval process. To accommodate this, DCH offers researchers and professionals the option to request a provisional Letter of Support to align with external institution IRB requirements. The following information outlines the steps for requesting a Letter of Support.

Steps to Request a Letter of Support for Research Participation

Here’s what you can expect:

• Complete the online Application for Study Consideration.

• Upload all research-related documents (surveys, scripts, patient materials, flyers, etc.), along with your CITI Training certificates, CV and preliminary IRB protocol (draft).

• The ROC will provide one of the following:

  • Full Letter of Support;

  • Conditional Letter of Support with required modifications; or

  • Rejected Letter of Support.

• If modifications are requested in the Conditional Letter of Support, revise your preliminary IRB protocol and resubmit the updated version to research@dchsysterm.com for review by ROC.

• Upon receiving a Full Letter of Support, seek formal approval from your institution’s IRB.

• After receiving IRB approval, email the Letter of Determination (or Exemption), the final IRB-approved protocol, and all IRB approved documents to research@dchsysterm.com.

• The final IRB-approved protocol will be added to an upcoming ROC agenda for a brief review to confirm no further changes were introduced during the formal IRB review process.

• After the final ROC review, a ROC Letter of Determination will be provided via email confirming your participation in research activities.

Determination Options by the Research Oversight Committee (ROC)

After completing the Letter of Support submission process, the ROC may issue one of the following determinations:

Full Letter of Support
The ROC fully supports the research project and resources (e.g., data access, recruitment, assistance). This letter is not a formal approval but indicates support for the project's submission for IRB review and approval.

Conditional Letter of Support
The ROC conditionally supports the project, requiring specific amendments or modifications before full support is granted. Once the conditions listed in the letter are addressed, the request for a Letter of Support will need to be resubmitted for a second review by the ROC. After this second review, a full Letter of Support may be issued.

Denied Letter of Support
The ROC does not support the project due to concerns such as misalignment with the health system’s mission or issues with methodology, ethics or resource constraints. The ROC may reconsider future projects that better align with their priorities.

Charging for Research Support
Please note that some research projects may require significant time and resources from the health system, such as data access, recruitment, assistance, or subject matter expertise. In these cases, there may be a charge related to the generation or production of deliverables associated with the research request. Charges could be passed on to the requesting institution following IRB approval and final support from the ROC. Details for charging arrangements will be communicated as part of the support process.