The IRB and Survey Research using WCU’s Survey Software (Qualtrics)
The Institutional Review Board (IRB) is the committee on campus that is responsible for ensuring that human research participants are treated ethically. The IRB reviews proposed and ongoing research using federal and local guidelines in order to determine that human subjects’ rights are protected. Even though survey research is typically “non-invasive,” it is still subject to IRB review in most cases. There are a few exceptions to this rule, as described below.
All surveys conducted by members of the WCU community (including faculty, staff, and students) for research purposes must undergo IRB review. Details about this process are provided in the IRB Fact Sheet located on the IRB home page (http://www.wcu.edu/6801.asp). Investigators complete online training once every five years as part of doing research with human subjects. This training is intended to educate the investigator about the principles and practices associated with research involving human subjects.
Because most surveys conducted at WCU are considered to be “research,” the university has decided to link the request for a Qualtrics account to the completion of IRB training. This requirement is intended to streamline the process across the offices that handle Qualtrics (Coulter Faculty Commons) and the IRB (Research Administration). The link between the two also ensures that researchers are familiar with guidelines about ethical data collection procedures as they begin their online survey research.
There are a few scenarios in which a person might be conducting a survey that does NOT count as “research.” A couple of examples are:
- Faculty or staff conducting a survey of alumni for the purposes of program assessment, IF the results will be used solely for program improvement (not faculty scholarship) and not disseminated outside the program
- Cross-agency collaborative research projects in which WCU has a formal agreement that the other agency has assumed responsibility for human subjects protections; WCU’s survey software is used for the sake of convenience
If the purpose for conducting the survey seems to be something other than “research,” the IRB will consult with the investigator about the study and inform the CFC staff if the study does indeed qualify as being exempt from the IRB training requirement in order to be given a Qualtrics account.
The flowchart illustrates the process of interfacing with IRB when you first request a Qualtrics account:
FAQs
What is the process I have to follow in order to get an account?
In order to obtain an account in Qualtrics, you will need to contact the IRB office
to discuss your research project with the IRB staff to determine if an IRB application
is or is not necessary. If you have completed and obtained your CITI certification,
upon request, you will receive a Qualtrics account that will expire at the same time
as your CITI training. Once you have either obtained your CITI certification or affirmation
from the IRB committee that you do not need an IRB application, Sue Grider will be
informed and will create an account for you and will inform you of your access credentials.
What if I have already completed the IRB training?
The Coulter Faculty Commons staff who create new accounts will check the database
of investigator training completed to make sure an applicant has completed the training.
If the investigator’s name is not listed, the account request will be put on hold
until training is complete.
Do I have to go through IRB training every time I create a new Qualtrics survey?
No. IRB training leads to certification that lasts for five years. At the five-year
expiration date, investigators may complete a short refresher training to renew certification
for another five years. However, you are responsible for going through IRB review
for each study you plan to conduct with human subjects.
I don't think my survey qualifies as “research.” How do I get an exemption from this
requirement so I can get my Qualtrics account?
Contact the IRB office within the Office of Research Administration (828-227-7212).
They will put you in touch with an IRB member who can determine whether you are exempt
from this requirement. If the IRB does determine you should be exempt from the training
requirement in order to receive your Qualtrics account, the IRB will notify the Coulter
Faculty Cmmons of that exemption. Your Qualtrics account will then be created. If
you are not exempt, your Qualtrics account request will be placed on hold pending
your completion of the IRB training.
Just because you are exempt when you first ask for the account does not mean all surveys
you conduct in the future are not “research.” You will still be responsible for seeking
IRB review in the future.