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Electronic Submission Instructions for Initial Review

Revised 10/2012

Please read the following instructions carefully. These instructions are for the following type of submissions only. Do not respond directly to any administrative staff member. Submitting your information to the incorrect e-mail could cause a delay in the processing and review of your research documents.

Below you will find a detailed list of instructions on how to submit electronically. Following these procedures will help speed up the submission and review process. Submissions must be made to the appropriate e-mail address as outlined below. Copies sent directly to a UCAIHS administrator, or submitted in unacceptable formats, cannot be entered into the electronic tracking system and will be returned to the PI with instructions to submit appropriately. If you have any questions about these instructions, please feel free to email our office with your inquiries or concerns to

Hard copies of applications sent through the mail or dropped off in the UCAIHS Office will be returned to the PI without review.


Instructions for NEW applications (have never been reviewed by the UCAIHS before)

Submit to:

In the subject line, write: NEW IRB APPLICATION for [PI name]: entitled [“title of application”]

In the body of the e-mail:

List and number the contents of the attachments:

Enclosed are the following attachments:

  1. Investigator Checklist/Intake Data Entry Form
  2. IRB Application (use MS Word only)
  3. Informed consent documents (use MS Word only), which includes Parental Permission (if appropriate), Debriefing (if appropriate), Recruitment fliers/materials, Assent forms (if appropriate), etc. Please submit as one large document, and give it an appropriate identifying name, such as Informed Consents and Recruitment Materials. DO NOT CALL IT “APPENDICES XX”. Submit all consent documents on appropriate departmental letterhead and allow enough room in the footer of each page for the approval stamp (at least 1.5” on bottom border, lines must be single-spaced to accommodate approval stamp). Do not paste a PDF document into a Word file! It does not work appropriately.
  4. Research Instruments in MS Word or PDF (please state the number of instruments included and provide a list with appropriate instrument names).
  5. Research applications for external or internal funding, Master’s and Doctoral proposals: submit in MS Word or PDF.
  6. Other supporting documents (including scanned application signature page, cooperating institution letters, etc.). Note that if supporting documents require signatures, such as application signature pages or cooperating institution letters, you will need to scan them into a PDF.

Note: Please do not submit documents in other formats. Doing so will delay review and approval.


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