Purpose and Policies
The purpose of the Research Ethics Board (REB) is to ensure that appropriate standards are followed and to support researchers in their efforts to conduct ethically sound research when research is conducted using humans. Specific policies and procedures governing Research Ethics Review at KPU can be downloaded below and should be read by all researchers before applying for ethics review.
- Tri Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2) -2022
- Policy RS1 - Research Involving Human Participants
- Policy RS1 Procedure — Research Involving Human Participants
Unless expressly exempted, all research under the auspices of KPU involving humans requires prior review and approval by the REB. This includes research by those who are not KPU employees or students.
Frequently Asked Questions
General
Do I need to submit an ethics application?
Unless expressly exempted, all research conducted within or by KPU faculty, staff, students or other external researchers require ethics review and approval by the REB. This includes research involving:
humans;
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.
The general categories of research that require REB review in accordance with this Policy are defined in the TCPS 2 (2022) Article 2.1. Some research is exempt from REB review where protections are available by other means (Artic les 2.2 to 2.4). Non-research activities do not require REB review even if they employ methods and techniques similar to those in research (Articles 2.5 and 2.6).
What if I don’t submit an ethics application?
On behalf of KPU, The REB reserves the right to immediately halt any research project involving humans that commenced without the required approval, or which does not follow the procedures specified in the approved application.
KPU employees may be served with a warning letter and/ or lose research privileges for serious or repeated violations of ethics policy. For students, penalties may include a warning letter, a failing grade on a research project, or suspension from studies.
Research exempt from review includes:
Research that relies exclusively on publicly available information
Research involving the observation of people in public places
Research that relies exclusively on secondary use of anonymous information.
Activities not requiring REB review:
Quality assurance and quality improvement studies
Program evaluation activities and performance reviews, or testing within normal education requirements when used exclusively for assessment, management or improvement purposes.
Creative practice activities
Only the REB can determine if your research is exempt from review. If you are unsure whether or not you need to submit an ethics application, please check with the REB by emailing reb@kpu.ca.
An exemption letter is required from the REB. Please find guidance here.
Do I need to consult the REB if my research is exempt from REB approval?
Yes. Even if your research clearly falls into one of the exemption categories outlined in the TCPS 2, the authority to determine whether or not research is exempt from REB review rests with the REB and you will need to submit the ethics Review Exemption Form in ROMEO. See the REB Guidance Document for Ethics Exemptions for more information.
What if I don’t agree with the REB?
You can appeal!
KPU has a reciprocal memorandum of understanding with the University of Fraser Valley REB to hear appeals for ethics applications that are not approved by KPU REB. The final decision of the appeal REB is binding on the researcher and KPU REB.
What is the difference between minimal and greater than minimal risk research?
Minimal risk research refers to studies in which the probability and magnitude of potential harm or discomfort are no greater than those encountered in daily life or during routine physical or psychological examinations. Examples include anonymous surveys on non-sensitive topics or standard educational assessments.
Greater-than-minimal risk research involves a higher probability or magnitude of potential harm or discomfort beyond everyday life experiences. This can include sensitive topics (e.g., trauma, mental health), invasive procedures, or studies involving people in vulnerable circumstances. These projects require a more thorough ethics review process due to the increased risk to participants.
What is the difference between a delegated review and full board review?
A delegated review is conducted by one or more REB members and is used for research that poses no more than minimal risk to participants. This review process is typically faster and does not require the full board to convene.
A full board review is required for research that involves greater-than-minimal risk or complex ethical considerations. These applications are reviewed at a convened meeting of the full REB and may take longer to process due to the in-depth evaluation involved.
How do I report an incident to the REB?
To report an incident—such as an adverse event, protocol deviation, breach of confidentiality, or participant complaint—you must complete the Incident Report Form (which can be found on the REB website) and upload the form to your file in Romeo (by creating a new event in the post-review tab). You should report the incident as soon as reasonably possible, usually IMMEDIATELY or within 24 hours of the incident occurrence by submitting the REB Incident Reporting Form. Critical incidents must be reported immediately by email to the Research Ethics Board at reb@kpu.ca
Ethics Applications
What is the difference between benefits to participants and compensation to participants?
Benefits to participants refer to any positive outcomes or advantages that individuals may gain directly from participating in the research. These can include access to new interventions, increased knowledge, personal insight, or the opportunity to contribute to research that may help others. However, many studies do not offer direct benefits to participants. In such cases, this should be clearly stated in the ethics application and consent form that there are no direct benefits to participants.
Compensation to participants, on the other hand, is a form of reimbursement or incentive provided to participants for their time, effort, or expenses related to their involvement in the study. This may include monetary payments, gift cards, course credit, or other tokens of appreciation. Compensation is not considered a benefit and should not be presented as such in the ethics application or consent form.
When do I need to complete Section 9 (Storing/Sharing Research Data in a Database for Future Unspecified Use) in an ethics application?
You must complete Section 9 in ROMEO if your research involves storing or sharing identifiable or de-identified data in a repository, database, or other storage system for potential future research use beyond the current project. This includes situations where data may be made available to other researchers (e.g., open access) or reused in future research by other researchers or by the current research team for studies that have not yet been defined. If your data will only be used for the current study and not stored or shared for future use, you may leave Section 9 blank.
How long will it take for my application to get approved?
Review times can vary depending on the complexity of your study and the volume of applications under review. For minimal risk studies, the average turnaround time for a delegated review is typically 2 to 3 weeks. Studies involving greater-than-minimal risk require a full board review, which may take 4 to 6 weeks or longer, depending on the meeting schedule and required revisions. The REB meets monthly on the 4th Friday of the month except for July and December.
To avoid delays, ensure your application in Romeo is complete, clearly written, and includes all required documents. Submitting well in advance of your planned start date is strongly recommended.
What is the difference between an amendment and a renewal?
An amendment refers to any changes made to an already approved research project. This may include modifications to the study design, recruitment methods, consent forms, data collection tools, research team members, or other elements of the approved protocol. All proposed changes must be reviewed and approved by the REB before being implemented. An amendment approval does not extend the REB approval.
A renewal (also known as a continuing ethics review) is the process of extending REB approval for a study that is still ongoing beyond its initial approval period, which is typically one year. Researchers must submit a renewal request annually if the project continues to involve data collection, participant interaction, or access to identifiable data.
What happens if my file expires?
Your ethics file expires if you fail to submit an application for the annual REB renewal. If this happens, all research activities involving human participants must stop immediately. This includes recruitment, data collection, and any activities related to interacting with participants. Expired files are considered closed, and you will not be able to submit amendments or renewals. If you wish to continue the project, and the project expiry is within 2 weeks, contact the REB coordinator at reb@kpu.ca to request if your file can be reopened. If it is over 2 weeks past the expiry date, you will need to submit a new ethics application for review and approval. To avoid expiration, ensure you submit a renewal request before the expiry date noted in your approval letter.
Data Storage
How long can I keep my data for?
The REB does not mandate a specific data retention period. However, researchers must clearly justify the proposed duration of data retention in their ethics application and describe how the data will be securely stored during that time. This information must also be communicated to participants in the consent form to ensure transparency.
KPU Faculty
Faculty researchers have access to an internal SharePoint site with information, links, and resources.
KPU Student
KPU students wishing to apply for Ethics review must have a supervising Faculty member who acts as Principal Investigator on the project. Applications must be completed and submitted through the Faculty member's ROMEO account. If you have any questions, please contact the REB by email reb@kpu.ca
External Researcher
Please contact reb@kpu.ca for information on how to submit your ethics application for review.