Institutional Review Committee (IRC)
What We Do
Institutional Review Committee (IRC) is responsible for reviewing all requests for research or public health practice projects involving; Houston Health Department data, dissertations proposals using data collected at Houston Health Department, and pre-clearance and clearance of HHD dissemination products. The committee’s objectives are to review and determine the feasibility of every request submitted, quality and robustness of proposed project and to ensure no request adversely impacts client care or departmental operations. The IRC ensures compliance with the Code of Federal Regulations governing the protection of human subjects 45 CFR 46.
IRC approval is required for data collection activities such as client or patient surveys, data extraction from systems like EPIC, ClientTrack, or MAVEN, and any project that uses existing HHD data or involves engagement with HHD clients or staff for data collection purposes.
HHD Federal Wide Assurance (FWA) acceptance code: FWA00027730
Who We Are
- Dr. Banerjee, PhD |IRC Chair
- Dr. White, MD | Member
- Dr. Mgbere, PhD | Member
- Ms. Austin, JD | Member
- Ms. Smith, MBA | Member
- Ms. Carr, MPH | Member
- Ms. Caton, MPH |Member
- Mr. Bradberry, MPA, Non-Voting member
IRC Chair
Appointed by the departmental leadership, the Chair of the Houston Health Department’s Institutional Review Committee (IRC) leads a committee that is assembled and operated in accordance with HHD’s policies, procedures, and federal regulations governing the protection of human subjects (45 CFR 46). The Chair (or designee) is authorized to sign all documents related to the review and approval of research and public health practice projects submitted to the IRC.
Application Forms & Instructions
IRC Forms are required to be submitted for any IRC review. Once submitted, your submission will be reviewed by both the IRC members and Chair to determine the type of review.
General IRC Information can be found on our Frequently Asked Questions (FAQ) Tab.
Instructions:
- Please complete the required forms and submit to the IRC via analysisdatarequest@houstontx.gov.
- The following items must be submitted with your application:
- a.) A letter addressed to the IRC describing your research intention and summary of your research
plan including methodology and any data collection tools. - b.) A consent form
- c.) If this is a dissertation, please include a copy of your proposal
- d.) Completed and signed Authorship form (if applicable)
- e.) In addition, please include CITI certificate less than 3 years old
(only Human subjects research for Social & Behavioral foundations certificate is required)
- a.) A letter addressed to the IRC describing your research intention and summary of your research
- Make sure all fields of the IRC request form is fully completed, to avoid return or delay of the IRC approval.
- You will receive an acknowledgement email after submission.
- Please allow a minimum of 30 days for IRC committee to review your request.
Forms:
Resources
Frequently Asked Questions (FAQ)
1. What projects need IRC approval?
Survey, data extracts, HHD clients/staff involvement, and identifiable data.
2. When is IRC approval not needed?
When the purpose of the activities is deemed not to be research.
3. Is my project human subjects research?
(Link to 45 CFR 46 definitions; explain that some activities may be exempt/expedited under a partner IRC but still require IRC feasibility review if HHD programs/data are involved).
4. What are the requirements and review process for IRC applications that involve a PhD dissertation using HHD data?
When a PhD dissertation involves the use of HHD data, whether quantitative or qualitative, the project must go through the standard IRC review process to ensure proper data governance, confidentiality, and appropriate use. The student's mentor/academic advisor/preceptor is responsible for advising the student on feasibility, design and valid research questions. If the application is deemed unsatisfactory, the student will be required to revise and resubmit the study’s design and methodology. This process ensures that all dissertations using HHD data, whether existing or newly proposed, meet the highest standards of quality.
Data collection involving staff or clients’ participation will require additional requests for permission to collect data, this will need to be written, signed and submitted by the appropriate HHD stakeholders.
5. What are the requirements for authorship for researchers working with HHD data?
Researchers are required to provide HHD with copies of all final reports and publications, and all publications must include formal acknowledgment of HHD. Additionally, HHD would appreciate being invited to participate in authorships, specifically in the review, write‑up, and dissemination of any final report or publication
6. What is the difference between IRB and IRC?
An Institutional Review Board (IRB) is a committee often at universities, hospitals, or research institutions, with broad authority, responsible for reviewing and approving research involving human subjects, ensuring that the study is ethical and the participants’ rights and welfare are protected under federal regulations. An Institutional Review Committee (IRC) typically refers to a localized ethics review committee that conducts similar ethical oversight but only for research proposals originating within its organization, under the authority delegated from a national ethical body.
IRC & IRB are separate review mechanisms with different governance, scope, and authority, though both aim to protect human subjects in research.
1. When will my request be approved?
The IRC will review your application, if all requirements are met, you will receive your approval at a minimum of 30-day. If further documents or information is required, you will be contacted.
2. What should I include in my required statement?
Please add this statement as a bullet in your written statement “Data was obtained by request from the Houston Health Department; however, any conclusions drawn from use of this data do not represent the official views of the Houston Health Department or the City of Houston.”
Please understand that when you use, present, or publish the data released, you must include this language
3. How can I contact the IRC?
For any inquiry or question regarding IRC review, send an email to analysisdatarequest@houstontx.gov. Please allow 30 days before following up on the status. Emails unrelated to IRC will not be addressed.
Page last reviewed: August 4, 2026