Behavioral Research Lab Policy

By requesting access to the Behavioral Research Lab (BRL), running or managing studies in BRL spaces, utilizing BRL resources or equipment, or working as BRL research staff or RA, all individuals automatically acknowledge and agree to follow all BRL policies and protocols. These include guidelines related to RA support, training, data protection, study procedures, equipment storage, and overall lab operations.

If questions, uncertainties, or challenges arise regarding any policy, individuals are expected to reach out to the Lab Manager for clarification or guidance to ensure continued alignment with BRL standards.

Policy for In-Person Studies in the Behavioral Research Lab

RA Support

• All Research Assistants, including BRL RAs, and Lab Manager must be added to the study’s IRB Protocol.
• The lab provides Qualitative RAs free of charge for up to 80 cumulative hours per researcher per semester.
• Beyond 80 hours, researchers must cover the cost at the agreed Columbia student research rate.

Training Requirements

• Researchers or a researcher’s representative are responsible for providing at least 30 minutes of in-person training for the RAs prior to running the study.
• During the first week of the study, the PI or a designated representative (e.g., PhD student, staff associate) must be physically present in the lab during at least 50% of the sessions during the first week to ensure all procedures meet their requirements.

Data Quality Assurance and Researcher Responsibilities

• To ensure high data quality and confirm that study procedures align with the researcher’s expectations, the following requirements apply:
  • First-Week Data Verification
    • During the first week of data collection, the PI or a designated representative (e.g., PhD student, staff associate) must review the collected data on an ongoing basis. This verification is required to ensure that RAs are implementing study procedures correctly and that all materials, instructions, and software are functioning as intended.
  • Ongoing Data Checks
    • Researchers are responsible for conducting periodic checks of their data throughout the duration of the study. These checks should confirm that the study continues to run as designed and that no procedural drift or technical issues have occurred.
  • Study Setup Documentation
    • If the study requires a specific experimental setup (e.g., precise positioning of objects, screen settings, arrangement of materials), researchers must provide clear documentation. A photo of the correct setup is recommended to help ensure consistent implementation by all RAs.

Capacity and Study Prioritization

• If the lab reaches full capacity (maximum number of concurrent studies), priority will be given to:
  • Junior faculty and PhD students projects
  • Studies that are fully prepared to launch (including completed IRB approval and all necessary materials)

Alternative Arrangements in Case of Full Capacity

• Researchers may still run their studies in the lab if:
  • The study can be scheduled outside of Lab RAs' regular shifts.
  • The study can take place in a vacant lab space if it runs at the same time as regular shifts (e.g., if Kravis Lab is being used, but there are no studies in Uris Lab, the researcher can run in Uris).
• In the cases outlined above, the researchers might provide their own staff (RAs) for the study.
• Researchers must contact the lab manager to discuss the arrangement.

Study Launch Timeline Recommendations

• The majority of Lab participants are students.The following timeline is recommended for studies:
  • Fall term: mid-September - early December
  • Spring term: late January-early April
  • Studies scheduled outside of these timeframes may encounter severely limited participant pools.

Special Equipment Requests

• If the researcher wishes the Lab to purchase any special equipment for the study, please refer to "Protocol for equipment purchases.”

For any questions, please contact the lab manager.

Policy for Data Protection in the Behavioral Research Lab

In-Person Sign-In Sheets

• Do not create any study-specific sign-in sheets.
• Sign-in sheets must be general and used for all studies.
• Sign-in sheets should collect only the following information:
  • Date
  • UNI, if participant agrees
  • Location
• UNIs may be collected, but only for internal attendance purposes.
  • They are not linked to any study data and are used solely for lab operational needs. Providing a UNI is voluntary.
  • Sign-in sheets are printed on paper, not digital, and are destroyed at the end of each school year.
• Do not collect any other Personally Identifiable Information (PII).
• Collecting PII for research purposes without proper IRB approval is a violation and may result in serious consequences.

Participant Tracking Sheets

• These sheets are strictly for internal RA use.
• Do not share participant tracking sheets with researchers under any circumstances.
• If a researcher needs information such as room numbers or session times, create a separate summary sheet that includes only the requested non-identifiable information.
• Do not include any PII such as email addresses, UNIs, names, or any other identifiable data.
• All tracking sheets must be saved in the “RA Shared” folder on the shared Google Drive.

Retention Policy

• Sign-in sheets and participant tracking documents should be retained only for the duration of the semester or academic year in which the study takes place.
• At the end of the school year, all paper sign-in sheets must be destroyed, and any digital tracking files should be archived or deleted according to lab protocol.
• If you're unsure whether a file should be deleted, check with the Lab Manager.

Training Reminder

• All RAs must complete required research ethics and privacy training (e.g., CITI training) before handling any participant data.
• If you're unsure whether you’ve completed the necessary training, check with the Lab Manager before working with any study materials.

Reporting Potential Issues

• If you notice any possible data or privacy violation, immediately contact the Lab Manager.
• Do not attempt to correct the issue on your own—report first, then follow lab instructions.

Retention of Study Equipment and Materials in the Behavioral Research Lab

The Behavioral Research Lab (BRL) provides space and support for researchers conducting studies that utilize lab facilities. To ensure smooth operations and proper management of lab resources, the following policy applies to all study-related equipment and materials:

Ownership and Responsibility

• All equipment, materials, or other items brought into the BRL for the purpose of conducting a study remain the property and responsibility of the researcher or their supervising faculty member. The BRL does not assume ownership or liability for any such items at any point.

Post-Study Removal

• Once a study concludes, researchers are required to remove all personal or study-specific equipment and materials from the BRL within 30 days of the study’s completion.
• If items are not removed within this period, the BRL reserves the right to dispose of or repurpose the materials without notice.
• Researchers should make sure that all stored items are clearly labeled with their name, contact information, and project affiliation during the study period.

Extended Storage or Continued Use

• Any request to keep equipment or materials in the BRL beyond the duration of the study must be approved in advance by the BRL Manager and formalized through a written storage agreement outlining duration, purpose, and conditions of storage.
  • Conditions of storage include:
    1. Location - Kravis BRL vs Uris BRL, as well as exact room
    2. Itemized list of the materials and equipment including photos
    3. If any special care or handling is necessary and personnel responsible for maintaining such conditions
    4. Personnel with access to the equipment and materials
    5. If storage period is longer than two semesters, agreed-upon check-in dates
• All stored items must be placed in a closed box or a container, clearly labeled with researcher’s name, contact information, project title, and storage end date
• Approval does not transfer responsibility or liability for the items to the BRL.

Participant Payment Receipts

• The BRL may collect and temporarily store participant payment receipts (e.g., signed acknowledgment forms) for administrative or reimbursement purposes.
• Receipts will be retained by the BRL for a maximum of six months after the study concludes, after which they will be securely destroyed.
• Researchers who require longer retention for IRB or recordkeeping purposes must collect and store their own copies outside of the BRL.
• The BRL does not assume long-term responsibility for financial or participant documentation related to research projects.

Liability Disclaimer

• The BRL is not responsible for the loss, theft, damage, or misplacement of any researcher-owned or study-specific equipment and materials stored in the lab at any time.

Protocol for equipment purchases in the Behavioral Research Lab

Equipment Usability in the BRL:

• The BRL will only agree to split the cost of equipment if it is determined that the equipment can be used for current and future studies in the BRL.

Evaluation of Equipment Needs:

• The BRL will evaluate if the requested equipment is suitable for use within the lab, considering space, technical requirements, compatibility and personnel necessary.
• The equipment should have a benefit to the lab’s broader research goals. It needs to be usable for more than one study.

Cost-Splitting Agreement:

• Cost-sharing will only be considered if the equipment is a benefit to the BRL and the requesting professor’s project(s).
• The specific cost-splitting terms, including percentage breakdown, will be decided on a case-by-case basis.

Maintenance and Ownership:

• The maintenance and storage of the equipment will depend on agreement between the BRL and the professor.
• The ownership will be shared between the BRL and the professor if cost-splitting is agreed upon.

Review Process:

• All equipment purchase proposals must go through a review process done by the BRL team to ensure adherence to the protocol.
• The BRL reserves the right to approve or decline equipment purchase requests based on the criteria outlined above.

Revisions and Amendments:

• This protocol can be revisited and revised as necessary, based on changing BRL needs, technological advancements, or feedback from professors and lab staff.

Protocol for personal hires working in the Behavioral Research Lab

• All individuals working in the BRL must be formally hired and finish “Human Subjects Protection Training Program & Educational Resources” (CITI Training).
• No one is allowed to work in the lab on a trial or informal basis without being hired.
• If faculty wishes to have their RA work in the BRL outside of their own project (e.g. over a semester), they must first consult the BRL.
• In such cases, the BRL should be involved in the hiring process of the RA to ensure that their qualifications are appropriate for work in the lab.