Understanding IRB Approval: A Guide for Dissertation Students

By Dr. Sarah L., DBA in Strategic Management. Reviewed by Dr. David C.. 2025-09-28.

Get expert help with this chapter | University guides | Dissertation writing services

Key takeaways

• Start IRB applications 2-3 months before planned data collection
• Most dissertation research qualifies for exempt or expedited review
• Write consent forms in plain language at an 8th-grade reading level
• Be specific about confidentiality protections, this is the top revision reason
• Address power differentials in recruitment to avoid coercion concerns
• Submit amendments for any protocol changes after initial approval

What Is IRB Approval and Why Is It Required?

The Institutional Review Board (IRB) is a committee that reviews research involving human subjects to ensure ethical standards are met. If your dissertation involves collecting data from people, through surveys, interviews, observations, experiments, or existing records, you almost certainly need IRB approval before you begin.

IRB review protects research participants from harm, ensures informed consent, maintains confidentiality, and verifies that the benefits of research outweigh the risks. Conducting human subjects research without IRB approval is a serious ethical violation that can result in your dissertation being rejected, your degree being revoked, or even legal consequences.

There are three levels of IRB review: exempt (minimal risk, common educational or survey research), expedited (slightly more risk but still limited), and full board review (greater than minimal risk). Most dissertation research qualifies for exempt or expedited review, but your IRB makes the determination, you cannot self-exempt.

Preparing Your IRB Application

Start your IRB application early, at least 2-3 months before you plan to begin data collection. The review process takes time, and revisions are common. Many students underestimate this timeline and face significant delays.

Your application must include: a description of your study's purpose and procedures, your recruitment strategy, informed consent documents, data collection instruments (survey questions, interview protocols), a plan for data storage and confidentiality, and a risk-benefit assessment.

Write your consent form in plain language (8th-grade reading level). It must explain: who you are, what participants will be asked to do, how long it will take, any risks or discomforts, any benefits, how their data will be kept confidential, that participation is voluntary, and how they can withdraw. Avoid academic jargon.

If you're conducting research with vulnerable populations (minors, prisoners, pregnant women, cognitively impaired individuals), expect additional scrutiny and requirements. Research with vulnerable populations typically requires full board review and additional safeguards.

Common IRB Pitfalls and How to Avoid Them

The most common reason for IRB revisions is inadequate confidentiality protections. Be specific about how you'll protect participant identity: use pseudonyms, store data on password-protected encrypted drives, remove identifying information from transcripts, and limit access to data.

Another frequent issue is coercion in recruitment. If you're recruiting students from your own classes, patients from your workplace, or subordinates, the power differential creates potential for coercion. Your IRB will want to see safeguards, such as having a third party handle recruitment or ensuring grades/employment aren't affected by participation decisions.

Deception requires special justification. If your study involves any form of deception (even withholding the full purpose until debriefing), you must explain why deception is necessary and describe your debriefing procedures.

Once approved, remember that any changes to your protocol, recruitment materials, or instruments require an amendment application. Don't modify your study without IRB approval of the changes, even if the modifications seem minor.