FAQs
I'm thinking of applying for ethics review but I'd like to find out a bit more information/ask a question first.
There's lots of useful information on the UREC (University Research Ethics Group) website. You’ll also find the forms you need to fill out here.
How long will it take for my ethics review to be considered?
The Ethics Review Panel aims to get back to researchers 10 days from when they received the application. This is only for a first response. It's normal fo the panel to ask for revisions to be made. They might also ask you to clarify your points or give more information. You should aim to hand in your application at least three or four weeks before your project is meant to start. You can help by submitting all supporting documentation when you first hand in your application. As a rule, the panel will want to see any documents (guidance sheets, questionnaires etc.) that you talk about in your application.
I’m not sure if my project comes under research or service evaluation - how do I know if I need to get ethical approval or not?
One of the questions asked the most is “Do I need to get ethical review for my project?” The best way to answer this is not to try and decide whether your project counts as evaluation or research because this is often a complicated area which can be further confused by the topic your working on. A better way to think about it is to ask yourself if your work will include any sensitive issues, for example race, religion, gender, sexual orientation, mental or physical health issues, socio/economic issues, or if it will involve vulnerable people. If the answer is yes, then your project may need to be reviewed (as high or low risk will depend on the work), and you should ask your nominated person for advice on going forward. If your work involves contact with anyone under 18 years of age, then it is high risk no matter what topic is being covered.
Are there legal as well as ethical areas I need to know about?
You'll most likely need to understand the Data Protection Act. Depending on what your research is about you might also need to know about other laws, for example, the Mental Capacity Act and government guidance on safeguarding children. You can also find the University guidance on safeguarding on the University of Sunderland's website. As always, if in doubt talk to your nominated person.
My colleague has some interesting data from a project they ran last year. Can I use this information in my own work/project? And can other people use the data from my project for a different reason?
Information, even when anonymous, can't be used for anything other than what has been agreed in the original project unless ALL participants have been asked for, and have given, their consent for this to happen. If you think there is a chance the information you've collected could be used for another reason you have to ask your participants to agree to this when they sign the consent form. You can do this by adding in the wording:
"I agree for the data collected from me to be used in potential future research conducted by xxxxxxx at the University of Sunderland in London."
The consent form should also include information on confidentiality – please look through to the example form on the UREG website. If you want to use someone else’s data then you must check that they have signed consent from all participants for this to happen.
What other documents and information should I include with my application form?
You should submit any documents or information that you talk about in your application, or that will be used in the project. This might include
- Participant consent forms
- Guidance for interviewers
- Questionnaires
- Information sheets for participants
- Promotional materials used to advertise the project or activities associated with it etc
If in doubt, check with your nominated person!
I am repeating the same study/survey/focus group as last year. Do I need to go through the full approval process again this year?
Research that is carried out yearly doesn't normally need to go through the full approval process each time. But your project has to be reviewed each year to make sure there have been no significant changes. Four weeks before starting the annual activity you should contact the Ethics Administrator to talk this through. If there has been a significant change, a new ethics application will need to be submitted. All yearly activities must go through a full ethics review after five years, whether or not there have been significant changes.
My project has changed since ethics approval was granted. Do I need to put in a new application?
As above, this depends on if the changes are significant.
My project is developing in phases. Do I need separate reviews for each phase?
Some projects develop in phases or stages, with one phase collecting information used in the next. In these cases it can be hard to be accurate about what the second phase will look at, as that might depend on what happens in the first phase. If you’re planning an application and you think your project falls into this category you should make this clear on your application form, explaining the different stages of the project and explaining in detail the first phase. If this is done, then there will be no need for a second review. If your project has already started and you think you will need to look into areas in your second phase that were not on your application form a second review may be necessary and you should ask the advice of your ethics contact.
Can I use my personal email address?
No, you have to use your University email address at all times during the study.
Can I give participants my mobile number
No, please do not share your personal contact details with participants.