An online system that streamlines submissions and reviews while fostering greater collaboration between researchers and ethics reviewers is transforming how research ethics are managed at the University of Guelph.
Part of the Research Administration Information Management System (RAIMS) – a multi-year initiative to introduce modern technology and optimized business processes – EthOS, U of G’s Ethics Online System, is a platform for submitting, reviewing and managing research ethics applications involving human participants. It replaces manual, paper-based processes with a secure, centralized system connecting researchers, the Research Ethics Office and the Research Ethics Board (REB).
“This system streamlines a complex process, but its real value is in strengthening collaboration between researchers, the Research Ethics Office and the REB,” says Dr. Shayan Sharif, vice-president, research and innovation. “It transforms ethics review from a compliance exercise into a true partnership that supports ethical, high-quality research.”
Modernizing Research Ethics
EthOS was launched in phases, beginning in July 2024, with the main ethics application form, followed by a full release in September 2024 that added amendments, renewals and other features. The latest update in August 2025 introduced user experience and form enhancements, now managed entirely in-house at U of G.
By digitizing forms, automating workflows and centralizing communication, EthOS supports U of G’s goal of modern, efficient research administration and positions the University alongside peers that already use online ethics systems.
Building on this modernization, EthOS streamlines a complex workflow, automating submissions, reviews and feedback exchanges to reduce administrative burden, support more timely and ethical research and strengthen oversight to mitigate institutional and reputational risk.
“This streamlined approach not only makes the process easier for researchers and reviewers but also helps safeguard human participants, uphold ethical standards and protect the University’s reputation as a research-intensive institution,” says Katelyn Wadleigh, manager, Research Ethics. “By bringing all key players into a single, connected system, EthOS also encourages ongoing communication and partnership throughout the life of each study.”
Supporting Research Success
By streamlining administrative tasks, EthOS frees REO staff to focus on education, consultation and risk management, helping researchers prepare stronger ethics applications and improving the review process.
“In this phase of continuous improvement, ongoing success depends on strong support models and proactive engagement,” says Martha Turner, organizational change manager, Research Services Office. “By saving time through EthOS, the team can reinvest those hours into expanding ethics education and outreach services.”
The REO provides tailored support to researchers through the ethics review process, offering weekly drop-in sessions and classroom presentations. Starting this winter, the office will launch online booking for individual consultations and a semesterly newsletter featuring current trends in ethics education.
“We want to give researchers the support they need to prepare successful ethics applications,” says Wadleigh. “That strengthens both our research culture and our shared commitment to ethical, impactful research.”
This collaborative approach is reflected in how EthOS is managed. RSO leads the project in partnership with Computing and Communications Services (CCS). In RSO, Katelyn Wadleigh leads the project and has been closely involved in its development and ongoing management, while Joelle Chartrand, business process optimization and systems manager, manages day-to-day operations. From CCS, Tim Frank provides ongoing technical support and oversight.
EthOS was funded in part by the Government of Canada's Research Support Fund, an important source of funding for support of research facilities, research resources, management and administration of the University of Guelph's research enterprise, regulatory requirements and intellectual property and knowledge mobilization.