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Research Ethics Board Review

Activities Requiring Research Ethics Board Review

As outlined in the Tri-Council Policy Statement 2: Ethical Conduct for Research Involving Humans (TCPS2), research involving human participants and research involving human biological materials require ethics review and clearance by a research ethics board (REB) before the research commences.

Therefore, research involving human participants and/or human biological materials conducted by Laurier students, faculty and staff requires review and clearance by the REB.

If you are an undergraduate student conducting minimal risk research as part of your coursework, the review may be delegated to your departmental Research Ethics Committee.

Steps To Take Before Applying for REB Review

Which Application To Submit for Review

What Materials to Submit for Review

Post Clearance Review Requirements

REB Clearance Periods

The Research Ethics Board (REB) grants approvals for a one-year period at a time and has a four-year maximum clearance period for projects involving human participants. You are required to submit annual reports to maintain clearance and may request a one-year extension when submitting your annual report (for up to a maximum of four years). You must submit a final report upon completion of the project to close and archive it on the Romeo system. Once the four-year maximum renewal period has passed, you must submit your final report and a new application for REB review if you plan to continue the project beyond the maximum approval period.

Projects that have been archived for less than six months may be reactivated following the submission of a modification request for a new end date provided that this does not extend the end date beyond four years from the original date of REB clearance. ​Projects that have been marked as expired for less than six months may be reactivated following the submission of the required annual report with a request to re-activate the file and extend the end date provided that this does not extend the end date beyond four years from the original date of REB clearance.​ ​If a project has been marked as archived or expired for six months or more, it cannot be reactivated and a new REB application must be submitted for review and clearance. 

Please note that the REB may grant exceptions to this maximum approval period on a case-by-case basis if justification is provided (e.g., requesting an extension due to a leave or COVID-19 related delays or requesting an extension related to a grant extension).

Modification Requests

The REB must review and provide clearance for any changes or modifications to projects that relate to the researcher’s dealings with his or her participants before changes are implemented. Examples include adding a new survey, recruiting additional participants, or adding a project team member. Such modifications will be submitted through Romeo.

Modification requests must include a clear and detailed summary of all requested changes. If these changes require revisions to previously approved research materials (e.g., consent form, recruitment ad) then revised copies of these documents must be submitted for review. Any revisions to previously approved documents should be made using track changes (or highlighting or underlining the changes in the document) to facilitate the review process. Modification requests will not be processed until any overdue annual reports have been submitted. Please see the Romeo Quick Reference Guide for instructions on how to submit a modification request.

Adverse Event Reports

Researchers are required to report all unanticipated occurrences associated with their research to the REB immediately following their occurrence with an adverse event report. This includes but is not limited to any undesirable experience or response by a study participant (emotional, psychological, or physiological in nature) related to study participation or as a result of the research procedures.

Annual/Final Reports

All REB projects require the completion of a final report and projects lasting longer than a year also require the completion of annual report(s). You will receive email reminders that a report is due within 60 and 30 days of the due date and you can also monitor projects that have reports due on Romeo.

Projects with overdue annual/final reports are automatically marked as expired. The REB will notify Research Finance when an REB project, tied to a research account, has been marked expired. In such cases Research Finance will freeze the funds associated with this project. 

Once you indicate that the project is inactive (i.e. contact with participants is complete) in an annual/final report, the project will be archived in the Romeo system.