ChartMU Email List-ServesMU FlyersMU Social Media | Recruitment Policy

In order to recruit participants or access data for research at Marywood University, investigators must obtain a permission letter from appropriate official(s) before applying to the Institutional Review Board (IRB) or Exempt Review Committee (ERC). They must use the Permission Letter template found on the IRB or ERC forms pages. The letter must follow our template's language and:

  1. Appear on the official's office letterheadGreen Light Photo
  2. Be hand-signed by the official
  3. State awareness of the research and permission for recruitment or data access
  4. State exactly how recruitment or access will take place
    • If campus email list-serve(s), name exact one(s)
    • If campus email list-serve(s), state the number of messages (maximum is 3)
  5. Be scanned as a PDF document and attached with an IRBNet submission

In application forms, investigators must explain exactly how recruitment or data access will take place, and they must attach recruitment materials or posts which potential subjects will see.

See our RECRUITMENT OF PARTICIPANTS policy for complete details.

Posting Email Messages on MU List Serves

  • A maximum of three (3) posts per study is allowed by the Office of Information Technology.
  • Include the list-serve name(s) in your submission (e.g., UG, Grad, Resident, Commuter, Faculty, MWADMIN, etc.).   Email Icon
  • Following our advertising template, attach the email message as it will appear, including:
    • The subject line
    • The body of the message
    • That the study has been approved by MU's Institutional Review Board or Exempt Review Committee
  • After securing IRB or ERC approval, contact Emily Zocchi at eezocchi@maryu.marywood.edu for access to the appropriate list. Supply Ms. Zocchi with your (1) final IRB/ERC approval letter, (2) the recruitment permission letter from the official stating to which lists you need access, and (3) the approved email recruitment message. Do not contact any other individuals unless a smaller, specific list not managed by Ms. Zocchi is being used (e.g., Veterans' list, list maintained by a department for specific majors, etc.).

Posting On MU Social Media Pages

If using Facebook, instead of creating your own event or group page, the Marketing Department requests that you post to its official MU page. With tens of thousands of likes and followers, it will receive much more exposure, resulting in greater participation.

  • Include the social media site name in your submission.
  • Attach exactly what will appear in the announcement (text or flyer) with your IRBNet submission.
  • After securing IRB or ERC approval, contact Christa Ann Vinciguerra, Digital Marketing Specialist, at 570-340-6019 or
    cavinciguerra@marywood.eduSupply Ms. Vinciguerra with the final IRB/ERC approval letter, the recruitment permission letter and the approved announcement. Please do not contact any other individuals for access.

Posting Flyers on Campus

  • Following our advertising template, attach the flyer with your IRBNet submission.
  • After securing IRB or ERC approval, contact the Office of Student Engagement in Nazareth Student Center (Room 107) to have its stamp applied for posting. This is OSE's campus policy, and it reserves the right to remove flyers without its stamp.
IMPORTANTYou may need permission from more than one individual, depending on the target populations.
Names and contact information are also available in Marywood University's searchable directory.
POPULATION SCENARIOMU OFFICIAL GRANTING PERMISSION

Students on Athletic Teams

Mr. Patrick R. Murphy, Director of Athletics and Recreation 
prmurphy@marywood.edu or x. 4724

The Assistant Director's approval will also be accepted. While each coach must approve of recruitment within his/her practice or meeting time, no formal letters are required from coaches.

Students During a Class Meeting Time

Department Head for an Individual Department
Dean for Entire College

While each professor must approve of recruitment within his/her classroom, no formal letters are required from professors.

Students in the Following Scenarios

  • Large Email List-Serves: UG, Grad, Resident, and Commuter
  • Residence Halls
  • During Events (e.g., when a large group of student attendees is targeted)

Mr. Ross Novak, Dean of Students
rnovak@marywood.edu or x. 6246

Mr. Novak's letters may mention posting of flyers on campus, because the Office of Student Engagement's policy requires that all bulletin board postings be stamped by its office. However, if more than just students are being recruited with posted flyers, you will also need permission from Ms. Leslie Christianson.

NOTE: The Office of Information Technology now limits posts to the large email list-serves to THREE posts per study.

Students via SONA System
(Psychology Participant Pool)

No Letter Required

Entire College (including Students)
Appropriate Dean

Individual Department (including Students)

(e.g., permission from Director of Veterans Affairs to email Veterans, permission from Science Chair to access only Science students)

Department Head

Entire Faculty or All Employees (e.g., large faculty list-serve, MWAdmin list-serve, HR)

Visitors to Campus (e.g., flyers in several buildings - does NOT cover students)

Institutional Records

Ms. Leslie Christianson, Assistant Provost
lchristianson@marywood.edu or x. 6232

Planning and IR Data Request Policy:
http://www.marywood.edu/instresearch/data-requestsresearch-policy.html

NOTE: The Office of Information Technology now limits posts to the large email list-serves to THREE posts per study.


03/24/2017: Updated contact information
12/07/2018: Updated top bullet points to match the new permission letter template
04/04/2019: Updated Marketing Department contact and social media page information
09/18/2019: Updated Athletic contact, links and formatting
02/10/2020: Updated the SALD Office's name and the three-post limit for campus list-serves
02/26/2020: Updated email contact
02/27/2020: Updated with a clarification
10/15/2020: Updated list-serve access contact