Submit an Ethics Application
Welcome to the Research Services Portal for online submission of research ethics approval, operational review, and continuing review forms. Please refer to the videos, FAQs, and help documents on the right hand side of this page. If you have questions about using the Portal, please consult these materials before contacting us.
When you are ready to begin your submission, log in to the Research Services Portal.
New Research Ethics Application for 2018
Ongoing review of our processes and consultation with researchers have led us to update our Research Ethics application form. Due to the BC Ethics Harmonization Initiative activities to ensure consistency and efficiency of ethical review across the province, we aimed for applications to mirror (as closely as possible) the applications in the Provincial Research Ethics Platform (PREP) that will be launched in spring 2018.
From January 1st, 2018 we will use new application forms specific to whether the study is considered ‘health’ research or ‘clinical’ research.
You will find links to example/working copies of the new forms on the right. You may find this useful if developing your application with colleagues. We will not accept this MS Word document in lieu of completion of the application in the Research Portal.
The Health Research Ethics Board (HREB) reviews research that is predominantly behavioural or social sciences related. Studies may involve the study of patients or healthcare providers and retrospective chart reviews. Studies also may involve interviews, focus groups, observations, the administration of questionnaires or tests, or retrospective chart review (where no clinical interventions are performed as part of the study). However, they do not include performing clinical interventions. Clinical interventions are defined as the administration or testing of drugs, medical devices, medical imaging or diagnostic techniques, and the taking of blood or other specimens.
The Clinical Research Ethics Board (CREB) reviews research that involves surgery, clinical interventions, and the analysis of clinical data. The CREB will also review clinical studies involving registries and/or the linkage of databases. This does not include retrospective chart reviews.
If you are unsure of which form to use, please call our office at 250-519-6726 before you start your application. Any applications started in the system prior to January 1st will be accepted.
We look forward to your feedback on our changes, so please feel free to let us know how the forms are working for you, and if you have any recommendations. We welcome your feedback on the new forms and invite you to complete this short survey after you have checked out the new application forms: Feedback form.
Our goal is to review and respond within three weeks of receiving a completed application. The timeline for full approval will be affected when other approvals are required, such as:
- operational approval from affected departments
- contracts and/or data access and sharing agreements
- a privacy assessment
Please contact the Ethics office as soon as possible to begin these requirements so that your submission can be processed quickly.
Ongoing studies must be reviewed at least annually to ensure they continue to be conducted as described in the initial approval. The annual renewal process can be completed within the Research Services Portal and must be 'submitted' by the Principal Investigator.
The Principal Investigator or other identified study main contact will receive a reminder approximately six (6) weeks in advance of the expiry of the study through the Research Services Portal.
If the study is not renewed prior to the expiry of the current Research Ethics approval, it will be considered as lapsed and you will be unable to conduct research activities until such time as the renewal is in place. In addition, the lapse will be reported to the department head(s) where the research is taking place and not further funds will be released. We may also be required to notify the funding agency, study sponsor, and/or regulatory authorities of the lapse of approval.
Notification of Study Closure
The Principal Investigator is required to notify the REB when the study is ready to be closed (i.e. when there are no active study activities with participants, and the study can be archived for the requisite period of time indicated in the application). Please submit the Study Closure form in the Research Services Portal.