This is section is under development. The Center for Community Engagement will continue to develop helpful guidance for these and other processes.
As a capacity building measure, we encourage research teams to educate all team members about these procedures. Even if you're starting with a single project, building this shared knowledge prepares everyone for potential future collaborations.
In this section:
Institutional Review Board (IRB)
When is IRB review needed?
If your research involves collecting data from people (through surveys, interviews, observation, biological samples, or accessing their private information), you likely need IRB approval before you begin.
Community engaged research typically requires IRB review because it involves interactions with community members. If you're uncertain whether your project requires IRB review, you can submit a Human Subject Research Determination (HSRD) Form to get an official determination.
How does having community members as research team members affect the IRB process?
When community partners are part of the research team (not research participants), they need to complete human subjects protection training like other team members. UMD offers two training options:
- CITI Training: Standard training required for all UMD faculty, staff, and students engaged in human subjects research (must be renewed every 3 years)
- CIRTification: A plain-language training program designed specifically for community research partners with no research background
- CIRTification is available in English, Spanish, and Haitian Creole and is accepted as an alternative to CITI training for community partners
- More information is available from the UMD Division of Research under Community Partner Training
All research team members who will interact with participants, collect data, or have access to identifiable information must complete training and be listed on the IRB protocol.
Memorandum of Understanding (MOU)
MOUs are useful for clarifying roles, responsibilities, and expectations between UMD researchers and community partner organizations. In some cases, an MOU is recommended, but not required or submitted to anyone beyond the research team members.
The Center for Community Engagement can provide guidance and MOU templates/partnership agreements appropriate for your project.
MOU resources
UMD-specific
For research
- ORA Model Agreement MOU for unfunded or self-funded research collaborations provided by the Office of Research Administration (ORA)
- The Sponsored Research Toolbox provides general guidance for funded research
- Office of the Provost Agreement/Contract Routing Process provides guidance for routing MOU’s either through ORA or to the Provost
For international academic agreements
- Office of International Affairs (OIA) works with faculty on processing global partnership agreements. Process involves:
- Preliminary approval from your unit supervisor and dean
- Drafting with OIA
- Final approval from legal affairs, OIA, the Associate Provost, and the Provost
For research participant payments
- Division of Research Investigator Resources provides guidelines and documents for the required MOU when research participants are compensated
For consulting
- Division of Research UMD's Consulting Policy provides guidelines and documentation for required internal Consulting MOUs when entering consulting agreements
Community-engaged research specific
- MOU for Mutually Beneficial Research, Aspen Institute Community Action Research Project
- How to Design a Community-Academic Partnered MOU Form, UCLA
- Formalizing Partnerships, University of Minnesota
Paying community members or organizations
Payment processes depend on who is being paid and for what purpose:
For community partners as consultants, co-investigators, or service providers
- Community organizations may need to be set up as vendors in UMD's system
- Different procurement processes apply depending on the amount and type of work
- Your department business office and UMD Procurement & Business Services can advise on appropriate mechanisms
For community members participating as research subjects
- An IRB-approved protocol is required
- A Research Participant Payment MOU must be completed
- Payment methods are limited by Maryland state regulations (P-Cards cannot be used for gift cards; Venmo/PayPal/Zelle are not currently allowed)
- Your department business office can guide you through approved payment methods
Visit Division of Research Investigator Resources page for detailed guidance.
Questions about payment processes can be directed to the Human Subjects Payment Working Group at HSWG-Admin@umd.edu or your department business office.
Grant proposals
Grant proposals that involve community partnerships have the following considerations:
- Letters of support or commitment: Community partner organizations often provide letters documenting their involvement and commitment to the project
- Budgeting for community partners: Partner compensation should be included in your budget
- This might be structured as sub-awards (if the partner organization will conduct specific project activities), consultant fees, or other arrangements depending on the partnership structure
- Routing through appropriate offices: Proposals involving external partnerships typically need to be routed through the Office of Research Administration (ORA), particularly when they involve sponsored research, use of university facilities, or regulatory compliance requirements
Your department's assigned Contract Administrator in ORA can provide guidance specific to your proposal.
UMD grant proposal resources
- Proposal Development, Office of Research Administration
- Research Development Guidance, Division of Research
- Find your department's Contract Administrator for guidance specific to your proposal
- Make an appointment with our Director of Faculty Engagement to consult on partnership structures in grant proposals