Institutional Review Board (IRB)
Ensuring ethical integrity and compliance in all research involving human subjects at Includovate.
Why Ethical
Research Matters
Ethical research protects the dignity, rights, and welfare of participants, ensures the credibility and reliability of scientific findings, and maintains public trust in the research process. An institutional ethical review board (IRB) ensures that all research conducted adheres to the highest ethical standards. The board reviews and guides the research processes, focusing on protecting participants, ensuring informed consent, and promoting ethical integrity across all studies. IRB is registered with the Office for Human Research Protections
Centering ethics, equity, and global inclusion in every research decision.
Who We Are
Includovate’s IRB is an independent committee, led by the Chair, responsible for overseeing the functioning of the Review Board. Its primary purpose is to protect the rights and welfare of research participants by applying ethical standards to all research.
Includovate’s IRB consists of internal and external members. The Review Board includes individuals from diverse backgrounds, including those from low- and middle- income countries. Members represent a wide range of genders, religions, ages, nationalities, and disciplines, and may include researchers, experts, community leaders members and activists. All members are trained in ethical and inclusive research and hold certificates for this work.
You are unable to choose who reviews your study, as the availability and time zones of the reviewers may influence the board composition, along with diversity requirements.
Who We Serve
Includovate’s IRB specialises in research for development projects across all sectors that impact upon marginalised and excluded groups. We can review research proposals conducted in any country, as well as multi-country studies.
We do not review biomedical research projects involving biological products, colour additives, food additives, human drugs, or medical devices
What we do?
The IRB provides rigorous ethical and inclusive reviews of research projects. When reviewing research studies, an Institutional Review Board (IRB) considers several critical factors to ensure the protection of human subjects and the ethical integrity of the research:
Minimisation of Risks
The IRB examines whether risks to participants are minimised by using procedures consistent with sound research design and avoiding unnecessary exposure to harm.
Risk-Benefit Analysis
The IRB assesses whether the risks to subjects are reasonable in relation to the anticipated benefits to the participants or society, as well as the importance of the knowledge expected to result from the research.
Equitable Selection of Subjects
The IRB ensures that the selection of research subjects is fair and appropriate to the research purpose and setting, taking into account factors such as gender, age, and socioeconomic status. Special attention is given to vulnerable populations to ensure their protection.
Informed Consent
The IRB reviews the process and documentation for obtaining informed consent, ensuring that participants are adequately informed about the research, its risks, and benefits, and that their participation is voluntary.
Privacy and Confidentiality
The IRB evaluates how the research will protect participants’ privacy and the confidentiality of their data, including the use of secure data storage and safeguards against unauthorised disclosure.
Adequacy of Resources
The IRB considers whether the research team has sufficient time, facilities, and access to the necessary participant population to conduct the study safely and effectively.
Additional Protections for Vulnerable Groups
For studies involving children, persons with disabilities, pregnant women, or other vulnerable groups, the IRB ensures additional safeguards are in place.
These criteria collectively ensure that research is conducted ethically, with respect for participants and scientific integrity.
Our Approach
Includovate’s IRB adheres to globally recognised ethical frameworks, including:
The Belmont
Report
The Declaration of Helsinki
OHRP Common Rule
By fostering transparency, accountability, and equity in research, our IRB ensures inclusive and actionable outcomes for partners and communities.
Key aspects of ethical review
Ethical research is foundational to advancing knowledge responsibly, protecting individuals, and ensuring that research serves the greater good of the public. Ethical research is essential for the following reasons:
Protection of Participants
Ethical guidelines safeguard the safety, privacy, and well-being of research participants, ensuring their rights are respected and that they are not exposed to unnecessary harm or risk.
Integrity and Credibility
Adhering to ethical standards—such as honesty, transparency, and rigour—ensures that research findings are trustworthy and valid. This helps prevent data fabrication, falsification, and other forms of misconduct that could undermine the legitimacy of results.
Informed Consent and Voluntary Participation
Ethical research requires that participants are fully informed about the study and voluntarily agree to take part, free from coercion or undue influence. This respects their autonomy and right to make decisions about their involvement.
Accountability and Public Trust
Ethical practices foster accountability among researchers and institutions, promoting fairness, mutual respect, and responsible conduct. This builds and maintains public confidence in the scientific community and its contributions to society.
Social Responsibility
Ethical research aligns with societal values and ensures that scientific advancements benefit society without causing harm. It also addresses issues such as justice and beneficence, striking a balance between the pursuit of knowledge and the welfare of individuals and communities.
Legal and Professional Requirements
Many funders, publishers, and regulatory bodies require ethical approval for research, especially when human participants are involved. Failure to adhere to ethical standards can result in legal consequences and professional sanctions.
Application Process
The process involves applicants submitting their research protocol, which is reviewed by the board and returned to the applicant with a letter including comments and suggestions for revisions. When the IRB is satisfied with the quality and ethics of the study, it sends a letter of approval. Researchers need this platform to achieve better and more transparent research methods.
Step 01Submit Research Application
Applicants submit their research application form and required documents.
Step 02IRB Board Review
The board evaluates the proposal based on ethical standards and relevance.
Step 03Feedback & Revisions
If needed, the board sends feedback. Applicants revise and resubmit.
Step 04Final Review
The board reviews revised submissions for approval readiness.
Step 05Approval Letter
If the study meets all requirements, a formal approval letter is issued.
Types of Research Ethics Reviews
Full Board Review
The Full Board Review is Includovate’s standard procedure for reviewing social and behavioural research involving human participants. It provides full ethical oversight on research design, methodology, participant recruitment, informed consent procedures, data collection, and participant data privacy, as submitted by both affiliated and non-affiliated researchers.
For external applicants, the process begins once they have completed the payment. The project lead prepares the IRB application, including data collection tools, consent forms, and any other relevant documents, and submits them via email to [email protected]
Includovate’s IRB Board will then conduct an initial review to assess the ethical considerations. The overall timeline for external standard review is 15 working days (3 weeks)
Expedited review of previously approved application
Includovate’s IRB offers expedited reviews for previously approved applications in three scenarios:
- Minor changes with no updates to study tools.
- Minor changes that require updates to study tools and consent forms.
- Delays in project implementation
These revisions may include changes to data collection tools and consent forms that don’t affect the study’s purpose, adjustments to participant recruitment that don’t involve a new target population, or small modifications to data collection procedures.
The expedited review refers to a simplified process undertaken by the Chair alone (for option a) and by the Chair and one additional IRB Member (for option b) rather than a full board of members. The overall timeline for expedited review is 10 working days (2 weeks).
Full re-review of previously approved application
A Full Re-review process is required for major revisions, which are defined as significant changes that could increase risks to participants or substantially alter the scope and ethical implications of the study. This includes: changes to research objectives or questions introducing sensitive topics, expansion of the target population to include vulnerable groups (e.g., children, persons with disabilities), new data collection tools, modifications to data use, storage, and privacy protections, or any other change that raises new ethical concerns.
This process requires a review by a full 5-member board. The overall timeline for the re-review is 15 working days (3 weeks).
How to Apply for
Ethical Review
Submit Your Payment (USD1200)
If your study involves human subjects, ensure you request IRB approval prior to conducting your research
Download and complete Your Application
Send your completed form and attachments to the IRB coordinator.
Submit Your Application
The board reviews your submission and provides feedback or approval.
Review Timeline
You will be notified of approval, requests for changes, or re-submission steps.
Final Submission & Record Keeping
Submit final documents and maintain compliance during your research.
Frequently Asked Questions
Why does Includovate have an IRB?
Includovate works with vulnerable and marginalised populations. The IRB ensures our research practices are ethical, inclusive, and aligned with global standards, including the Declaration of Helsinki and the Belmont Report. Through our IRB, we ensure that every project upholds our values of equity, respect, and evidence-based impact.
The Includovate IRB serves important service gaps in the international development industry.
Too often, research and evaluation projects in international development are not subject to ethical clearance. Includovate started an IRB specialising in international development because we recognised this gap. Many universities have IRBs that specialise in domestic research or non-human subject research. Such structures tend to be bureaucratic and time-intensive (e.g., taking up to three months to process an application, including clear research), which deters submissions for short-term assignments.
Many international development research and evaluation projects are multi-country, while many IRB mechanisms are limited to a single nation or area. To meet the practical needs of research and evaluation in development, a global IRB mechanism, with reviewers who can accommodate multiple contexts and languages, is needed.
The outcomes for development research are often a unique balance of theoretical and practical impacts. International development research, and especially research for development (R4D) which is focused on using research to inform and improve development efforts, is a distinct research format with a dual focus on (1) generating knowledge and (2) achieving measurable, evidence-based, and positive change for disadvantaged populations, often in challenging contexts. Such research is held to high accountability standards for real-world results, whereas local or national research is more likely to be assessed on scientific merit and national relevance.
For Includovate, ethical clearance is an important practice of inclusion. Inclusive methods and practices start at the inception phase and are critical to designing good research. Treatment of participants, and their rights and protections, is central to our approach. Through our IRB, we ensure that our respondents will be robustly informed about the work they are contributing to and secure in their rights to participation and protection. We want them to feel free to decline to participate in the research and to clearly understand their rights, how their data will be used, and for what purpose.
Why do I need an ethical review?
An ethical review is essential in research, particularly in international development, gender, and social inclusion studies, to ensure that all activities are conducted with respect, fairness, and responsibility toward the individuals and communities involved. Key reasons include:
Protection of Participants: Many projects involve marginalised groups and individuals, such as women, refugees, indigenous people, and those living in poverty. Ethical review ensures that their rights, safety, privacy, and well-being are prioritised and protected throughout the research process.
Informed Consent: Ethical review processes confirm that all participants clearly understand the aims, risks, and benefits of the research and that they are participating voluntarily. This is crucial when working with populations that may have limited power or voice. If illiterate people are respondents, then the informed consent can be read out to them or read by a trusted nominee.
Cultural Sensitivity and Respect: As development work spans diverse cultural contexts, from Tonga to Nepal, Ethiopia, and beyond, ethical review helps ensure appropriate and sensitive research methods. It also helps to quality-check a study and ensure it does not unintentionally harm local traditions or exacerbate existing inequalities.
Accountability and Integrity: Formal ethical oversight fosters transparency and trust with research participants and funding or partner organisations, ensuring that research processes and outcomes are credible and can be used for advocacy and policy change.
Identifying Unintended Consequences: Research and evaluation practices are inherently imbued with power dynamics that operate through resource availability, institutional connections, and communication networks. Ethical review, especially by qualified, experienced reviewers, ensures that these dynamics, and their potential unintended impacts on communities, are anticipated, identified and minimised.
In summary, ethical review is a foundational step that upholds the dignity, safety, and rights of all involved, making research more responsible, effective, and impactful in driving equitable development.
Who can submit a proposal to the IRB?
Any researcher, organisation or team conducting research or evaluation can submit their research for IRB review. External researchers not associated with Includovate can also submit their application. Students can get a discounted price.
Can I submit the application in languages other than English?
We accept applications in French, Spanish and Portuguese
What kinds of research can Includovate’s IRB review?
Research that includes human subjects, such as interviews, surveys, focus groups, observations, or analysis of personal data. This includes both qualitative and quantitative research. Includovate IRB reviews predominantly social and behavioural research with human participants.
Includovate’s IRB DOES NOT review biomedical research projects involving biological products, colour additives, food additives, human drugs, or medical devices.
What is the review process like?
You can send us an initial project description, and we will conduct a free initial screening to see whether the application is within the scope of our review. You will then be instructed to complete the payment of 700 USD. Once a payment submission is received, you can send us your application using the template on our website, including Annexes. The Board then reviews your application for ethical considerations, focusing on criteria such as informed consent, data protection, risks and benefits, and cultural sensitivity. First feedback is provided within 10 working days, and revisions may be requested before final approval.
How long does the whole process of IRB approval take?
Review timelines vary depending on the complexity of the study.
Initial review and feedback: However, Includovate will provide initial feedback within 10 business days after receiving your complete application.
Client revise: Please reserve additional time to address IRB comments and suggestions afterwards.
Second IRB review: We will review your incorporated comments further within three working days and, if they are well incorporated, provide a final ethical clearance letter.
We recommend submitting proposals well in advance of your planned start date. If the IRB is not satisfied with the application after a second review, you may resubmit it with a new 700 USD payment.
What happens if my research is not approved?
If your proposal is not approved, the IRB will provide detailed feedback outlining concerns and suggestions for improvement. You may revise and resubmit your application for reconsideration.
Who are the members of the Board?
Includovate’s IRB comprises people from all over the world, including Africa, Asia, Australia, Europe, and North America. They represent a range of genders, religions, ages, countries, and disciplines. Currently, the IRB has 15 members, five of whom are internal and 10 external (not affiliated with Includovate). They are lawyers, community leaders, PhD-holding researchers, or health care professionals such as psychologists.
Does the IRB consider gender, inclusion, and power dynamics?
Absolutely. Includovate’s IRB is uniquely positioned to evaluate research through a lens of gender justice, intersectionality, and power analysis. We emphasise ethical reflexivity in all research processes.
How do you ensure my data is secure during the process?
Includovate uses Google Drive and has implemented role-based access control (RBAC) strategies to restrict data access based on user roles. Only assigned IRB members are granted permission to view your documents, and each authorised individual must sign a confidentiality and non-disclosure agreement to prevent unauthorised disclosure. We have also implemented appropriate technical and organisational measures to safeguard data against unauthorised or unlawful processing, accidental loss, destruction, or damage. Additionally, sensitive data is secured using encryption and password-protected files.
Where can I find the IRB submission form, or contact the board?
You can learn more about the IRB process, access submission forms via our website: https://www.includovate.com/institutional-review-board/, or contact the IRB Secretariat at [email protected].
