Approval Process

The following outlines the University of Guelph Research Ethics Board (REB) review and approval process, including directions about who can apply for Research Ethics approval, the review process, and how to maintain continued approval over the course of the study. Researchers are encouraged to contact the REB at reb@uoguelph.ca if they have questions.

How to know if a research study requires REB review?

A project may need to be reviewed by the REB if it involves human participants, their tissue, and/or data about them. The Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans defines in Chapter 2 (TCPS2) when REB review is required:

Article 2.1 The following requires ethics review and approval by an REB before the research commences. Research involving:

  1. living human participants;
  2. human biological materials, as well as human embryos, fetuses, fetal tissue, reproductive materials and stem cells. This applies to materials derived from living and deceased individuals.

How long will it take to obtain approval?

The process can take anywhere from eight (8) to ten (10) weeks, depending on the complexity and quality of the submission. Incomplete applications are returned to the applicant with a Pre-Review for Clarification (PRC) request, described further down this page. This flow diagram outlines the review process.

Who can apply for REB approval?

The Principal Investigator named on an REB Application must be a faculty member at the University of Guelph. 

Note: This is an institutional requirement and not exclusive to the REB.

  • Post-doctoral fellows and sessional lecturers must have a regular faculty member to act as the Principal Investigator.
  • Applicants from outside the university community may require a regular faculty member act as the Principal Investigator, depending on the project and the involvement of the institution. 

There are exceptions to this rule, including:

  • Senior staff members can be Principal Investigators. They should be the most senior individual in their department/area.
  • Adjunct Professors or Emeritus Professors can be Principal Investigators.
  • A course instructor can be the Principal Investigator for an REB Application covering student work for that course. The instructor must complete their CORE training and submit a copy of the certificate(s) with their submission.

When might a project require review at a full board REB meeting?

Full board review is required when the study poses greater than minimal risk to the research participants. Minimal risk is defined as “research in which the probability and magnitude of possible harms implied by participation in the research are no greater than those encountered by participants in those aspects of their everyday life that relate to the research.” For a full discussion of risks, consult TCPS2, Chapter 2 B.

When would a study be escalated to full board review?

  • Please submit the application as soon as possible
  • Minimal risk studies can be submitted anytime

Studies requiring full board review (higher than minimal risk) must be submitted at least two weeks prior to the meeting date. Please refer to submission deadlines for more information. Submitting by this deadline does not guarantee that your project will be reviewed on that specific meeting date. If your submission requires pre-review for clarification, it will be reviewed at the next full board meeting once the pre-review for clarification process is complete and your REB Application is ready for review. Give yourself time and plan ahead.

What is Pre-Review for Clarification?

Ethics Office staff will review your submission for anything which requires clarification BEFORE the submission is reviewed by the REB. This process helps the researcher to prepare a clear and complete package ready for REB review and speeds up the review process.

How do I obtain approval to engage human participants in a research project?

Starting on July 25, 2024, submit new applications for engaging human participants in a research project through the Research Ethics Online System (EthOS) website. Consult the Getting Started in EthOS and User Materials for Applicants for guidance on how to submit the online applications.  

Note: For REB Applications before July 25, 2024, please continue using the Pre-Ethos REB Application Process.

I received feedback from the REB. How do I make these revisions and how long will it take?

Responding to feedback from the Research Ethics board starts with a modification request notification from EthOS with a letter outlining the required changes or feedback requests. You will need to make the changes, document how you have addressed them, and then re-submit the application. 

My study was approved but something has changed. How can I revise my ethics protocol post-approval?

  1. Submit an Amendment Request to the REB with revisions described in detail. An Amendment is considered a ‘subform’ in EthOS and can be initiated from your main application. 
  2. The Ethics Office can review and approve many of these amendments. However, more complex amendments may require review from an REB member and/or Chair, and could be added to a full board meeting agenda for review.
  3. As with a new study submission, the REB may send amendment feedback with questions, clarifications, and requested changes.
  4. Once review is complete and modifications are resolved, you will receive a new approval certificate for the amendment.

My study is complete (no further participant involvement, data collection, chart access, data clarification & data transfer) and I am ready to close my study. What is the process I need to follow?

  1. Please submit a Study Closure form to the REB through EthOS.
  2. You will receive an email notification from EthOS to inform you this study has been closed.

My study will continue past the current approval period. How do I renew for another year?

  1. Please submit an Annual Renewal form to the REB through EthOS.
  2. You will receive an email notification and a certificate indicating another year of continued approval from EthOS.