Frequently Asked Questions

1. What is the purpose of the pre-authorization form?

The Pre-Authorization for Research at NYGH form (see below) is the first step to starting a funded research study here. It is prudent for R&I to confirm that the operational aspects of the project are feasible before embarking on the research ethics application. This form must be filled in and pre-authorization received before any other steps can be undertaken.

2. Am I eligible to be the NYGH site PI for a research study at NYGH?

You must be an employee or a physician with active status to undertake a project as Site PI. Those not employed by the hospital must conduct any research with an NYGH affiliated employee who will be named as Site PI on the research study. Trainees are not permitted to undertake studies without an NYGH PI.

3.Once pre-authorization has been received what are the next steps in the process?

The next steps in the process will depend on the complexity of the project. You will receive an email informing you of said steps when the pre-authorization form you submit has been reviewed.

4. Should the pre-authorization form and REB application be sent consecutively or simultaneously?

The applications must be sent consecutively. You must receive pre-authorization from R&I before you undertake any other steps in the application process. Please make sure to enclose your signed pre-authorization form with your NYGH Research Ethics Board (REB) submission. Only studies that include the signed form will be considered by the REB.

Remember, you will need to secure ethical approval, if applicable, before starting your study. No study related activities can be undertaken without this approval. Once you have received ethical approval please inform R&I and forward a copy of your approval letter.

5. I require a contract or transfer agreement. What should I do?

If a contract/agreement is required, negotiations and review will be undertaken by our office with the named partner institution and you will be kept updated of any developments. If you have a draft copy of the contract/agreement, we will ask you to email it to our office.

Please note, the only acceptable signatory on behalf of NYGH is the VP, Medical & Academic Affairs.

6. Can I hire a new individual to work on my project?

Please contract R&I for guidance on hiring staff at NYGH.


7. I will be receiving funds for this project, what should I do?

If you are expecting funds to support the project, once all steps have been fully executed, a dedicated research account will be created, and you will be notified. Your research account is different from other hospital accounts and you must have a separate research account for each project undertaken.


8. Is there anything to be aware of when purchasing equipment?

If you will be purchasing equipment/devices that require network access you must contact Information Services.


9. What should I do if I require resources from other NYGH departments?

Most projects will require some form of resources from other NYGH departments. It is your responsibility to know who to contact and you will need to fill a separate Resources Required for Research (RRR) form for each department involved and make sure to obtain signatures from the Manager/Director of said departments.

The following is a list of resources which you may require:

  • Health Records for access to Power Chart
  • Laboratory Medicine for biological specimen collection
  • Decision Support for data collection/analysis of Personal Health Information (PHI)
  • Pharmacy (inpatient, outpatient, oncology) or drug storage, dispensing
  • Human Resources for hiring personnel
  • Medical Imaging
  • Nursing
  • Other…


10. Who should I contact if I have further questions about my research project?

If you have any questions regarding operational or financial matters, please contact

Note: the REB is to be contacted for ethical matters only.