Ethics & Compliance

Ethics and compliance

IMPORTANT HREB ANNOUNCEMENTS

Summer Application Deadline

May 1, 2018, is the deadline for submitting HREB applications that require clearance prior to June 15, 2018. Please note, applications that require significant revisions still may not be approved until Fall 2018.

 

Call for HREB Faculty Reviewers

The Mount Royal University Human Research Ethics Board (HREB) is currently seeking full-time (tenured or tenurable) faculty members with expertise in qualitative or quantitative research methods for August 2018. The Board consists of faculty, student, and community members who provide an important service to the University by ensuring that all research meets existing ethical regulations.

Please see the posting for more information on this opportunity.

If you are interested, please submit your CV and expression of interest by Monday, April 30, 2018.


Mount Royal University Animal Care Ethics Announcement

We are pleased to announce that Mount Royal University has been awarded a certificate of Good Animal Practice by the Canadian Council on Animal Care (CCAC) in recognition of the University's animal care and ethics commitment.

All research and teaching involving the use of animals must be approved by the MRU Animal Care Committee (ACC). MRU researchers conducting research at other universities are required to get MRU's ACC clearance for their studies involving the use of animals.

Activities which do not require ethics review by the Animal Care Committee (e.g. use of animals during exams or other events at MRU) must be registered with the Office of Research, Scholarship and Community Engagement.

Further details on the application procedures will be provided in the Animal Research section of this page in April 2018.

Questions can be directed to:

Jonathan Mee
Chair, Animal Care Committee
jmee@mtroyal.ca
(403) 440-5150

Priscilla Wamucii
Research Compliance Officer
acc@mtroyal.ca
(403) 440-8470

If you are thinking of submitting a research or teaching protocol for review by the MRU Animal Care Committee, please contact us as soon as possible to let us know of your intentions.


Tri-Council and Human EthicsThe Tri-Council is comprised of the following three federal research agencies, created and funded by the people of Canada: the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council of Canada (NSERC), and the Social Sciences and Humanities Research Council of Canada (SSHRC). These agencies promote ethical research standards and conduct or research involving humans with TCPS as the benchmark. When funded by any of the three agencies, adherence to TCPS is strictly required.

The Tri-Agency Agreement on Administration of Agency Grants and Awards by Research Institutions requires researchers have an active Human Research Ethics Board (HREB) approval in place before they may receive access to funding for research involving human participants.

Mount Royal University believes in maintaining high ethical standards in research and scholarly activities. If you are a Mount Royal researcher or someone that wishes to conduct research at Mount Royal, using human participants, or human health information, proper ethical clearance needs to be secured for your funded or unfunded research.

HREB clearance for a project is valid for one year. If your project extends beyond a year, you are required to renew your certification.
 


PLEASE NOTE: Applications that are incomplete, or those where significant methods concerns are noted, will be returned to applicants with a request to revise and re-submit prior to ethics review by the HREB.

Submission Instructions for HREB Applications via ROMEO

All research at MRU that involves humans as participants requires review by the Human Research Ethics Board (HREB). Initiating this review process is now paperless through the MRU ROMEO portal.

 

Useful Romeo Process Documents

Registering for ROMEO

Logging into ROMEO

Resetting a forgotten password

Submitting HREB Applications

Submitting SHREC Applications


HREB Review ProcessesDelegated review – Approximate time to initial review response: 3 weeks

Full board review – Approximate time to initial review response: 2-3 months:

  • Applications are judged on the level of risk involved. In general, Full Board reviews are required for high risk and ethically complex studies, or where diverse opinions across researchers are likely. This decision is admittedly subjective. The decision as to whether or not an application goes to Full Board or delegated review rests with the REB Chair. Possible Full Board review applications may also be flagged by a REB member during a delegated review or the Research Compliance Officer during the screening process.
  • Board meetings are generally held the first Friday of each month. Please check the website for the upcoming HREB meeting dates. An application requiring Full Board review must be submitted at least two weeks before the monthly HREB meeting.
  • Please note, meeting the Full Board submission deadline does not guarantee review at the next HREB meeting. Full Board review of the application will be dependent on the soundness of the application after screening, and/or any significant constraints on the HREB meeting agenda.
  • The deadlines for submitting ethics applications for Full Board review in Winter 2018 are as follows:
    • January 12, 2018
    • February 9, 2018
    • March 16, 2018
    • April 13, 2018
    • May 11, 2018
  • Course based review- Approximate time to initial review response: 3 weeks
    • The deadlines for submitting applications for course-based student research-based ethics review are as follows:
      • Winter: December 3
      • Spring: April 7
      • Fall: September 1

     How do I …

  1. Submit a new HREB Application?
    Approximate time to initial review response: 3 weeks
  2. Submit a course-based application?
    Approximate time to initial review response: 3 weeks
    Course-based SHREC applications will be moving to ROMEO in fall 2017. Please stay tuned for those changes.
  3. Submit a modification to my study? (HREB and SHREC applications)
    Approximate review timeline: 1 week
  4. Submit a progress report? (HREB and SHREC applications)
  5. Submit a completion report? (HREB and SHREC applications)
    NOTE: The progress and completion report must be submitted by the anniversary date of study clearance. Submitting a progress report is a request for extension of clearance for the study for an additional year. A study completion report is submitted after the last contact with participants for data collection or analysis.
  6. Know if my application will be delegated?
  7. Submit an external application and international research?
  8. Submit biomedical studies approved by CHREB?
  9. Submit a multi-site application?

  

  

We recognize that disagreements between researchers and the REB over a decision can arise from time to time. If a disagreement cannot be resolved between the researcher and reviewer, the following process should be followed:
Step 1The researcher sends a written appeal to the HREB office accompanied by supporting documentation to hreb@mtroyal.ca.
Step 2The Chair of HREB reviews the researcher's request and provides their decision within two weeks.
Step 3If the researcher is not satisfied with the HREB Chair's decision, the appeal will be sent to the Board. The researcher will be invited to present their case to HREB within 30 days.
Step 4The researcher is notified on HREB's decision.
Step 5If the researcher disagrees with HREB's decision, the appeal is sent to the appeal board, which is located at the University of Calgary.
Step 6The researcher receives notification on the University of Calgary Ethics Appeal Board decision and the appeal process is completed.

   

  

HREB Training

Researchers have the responsibility to comply with the Tri-Council Policy Statement (TCPS2) guidelines outlined on the TCPS2 CORE (Online Course on Research Ethics) or Ethics 101 training provided at MRU.

 

TCPS 2: CORE - Tutorial

The online tutorial TCPS 2: CORE (Course on Research Ethics) is an introduction to the 2nd edition of the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2). It consists of eight modules focusing on the guidance in TCPS 2 that is applicable to all research regardless of discipline or methodology.

 

CORE Tutorial Module 9

Research Involving First Nations, Inuit and Métis Peoples of Canada.

 

CORE Tutorial Module 10

Multi-Jurisdictional Research.

 

Ethics 101

A few Ethics 101 sessions are available during the semester. The sessions consider principles of “Ethical Conduct for Research Involving Humans” as required by the Canadian Tri-Council Policy Statement, and assists researchers planning to apply for Ethics Clearance from HREB. Custom sessions for groups are available by request.

Date for Winter 2018 - TBD

    

Biomedical Studies

Any biomedical studies involving human participants or human health information cannot be reviewed locally, as only five boards in the province are legally able to perform such reviews. Mount Royal University has signed a Memorandum of Understanding with the University of Calgary's health board (CHREB) that allows our researchers to access their services. Please submit your application to CHREB using their forms, found at CHREB at the University of Calgary.

In addition, Mount Royal University does not review biomedical studies that involve biomedical treatments or interventions. These are also reviewed by CHREB at the University of Calgary, with the exception of course-based student research that is biomedical in nature, but does not fall under the HIA.

MRU Researchers must submit their CHREB approval letters, approved application forms, and all supporting documents (e.g. recruitment advertisements, consent forms, questionnaires, interview guides, debriefing forms, etc.) on the ROMEO system. Please click on this link for instructions on how to submit the documents on ROMEO.
    

 

Conflict of Interest

Conflict of Interest (COI) in research exists in any situation where there is potential divergence been the Researcher’s personal interests and his or her obligations to the University.

A COI may be perceived, real, or potential.

  • Real Conflict of Interest occurs when a private interest that is known to the researcher interferes with their responsibilities to the university.
  • Perceived Conflict of Interest exists when a reasonably well-informed person could have a reasonable apprehension that a COI exists.
  • Potential Conflict of Interest is one that could develop into an actual COI. The potential for Conflict of Interest exists when the researcher can foresee that they have a private interest that may be sufficient to influence a University related duty or responsibility in the future. 

 Please review MRU’s Conflicts of Interest in Research Policy (POL 960-15.1) for more information.

Any potential or perceived Conflict of Interest must be immediately disclosed by the Researcher(s) involved. Failure to do so constitutes misconduct and may be pursued under the University’s policy on Integrity in Research and Scholarship (POL 585-2).

  

Release of Funds

The HREB Release of Funds process enables researchers to access their funding pending preparation and approval of a fully developed ethics application.

There can be times where the first months, or years, of a research project do not involve human participants. In these situations, preparing (and reviewing) a complete ethics application during the developmental phase of the project may be impossible. Researchers may still receive access to their project funds via a request for an HREB Release of Funds.

The HREB Release of Funds Agreement is valid for up to one year. In cases of a multi-year award where human participant research will not begin until later in Year two or Year three, the HREB Release of Funds Agreement will need to be renewed.

It is the responsibility of the researcher to either renew the HREB Release of Funds Agreement, or obtain ethics approval prior to the HREB Release of Funds Agreement expiry date.

If the HREB Release of Funds Agreement expires prior to renewal or ethics approval being obtained the ORSCE will cease to release any remaining funds until the renewal has been updated, or ethics approval has been obtained.

To Apply:

  1. Submit the completed HREB Release of Funds request to our Research Compliance Officer, Priscilla Wamucii, at hreb@mtroyal.ca
  2. The Research Compliance Officer will send you a Release of Funds Agreement based on the information you provided in your HREB Release of Funds request for your review and signature.
  3. The Research Compliance Officer will advise the Office of Research, Scholarship and Community Engagement when the signed Release of Funds Agreement has been received.
  4. The Office of Research, Scholarship and Community Engagement will open your new research account and you may begin your research activities. 

Approval of the HREB Release of Funds request will result in the generation of a 'Release of Funds Agreement' in which the researcher explicitly agrees they will not conduct any human participant research until after they have obtained HREB approval for the research.

  

Animal Research

Processes are currently underway to handle this type of research. Please contact the Office of Research Services, Scholarship and Community Engagement for current information.

 

Hiring Forms

Hiring a Research Assistant

Learn more about hiring a research assistant.
 

Research Assistant Employment Agreement (position is being funded through a Tri-Agency grant)
Research Assistant Employment Agreement (position is not being funded through a Tri-Agency grant)
RA Employment Agreement Information Sheet

Contracting Services

Learn more about contracting services.
 

 Please direct hiring form questions to Suman Panta, ORSCE Research Finance Analyst, at spanta@mtroyal.ca or (403) 440-8639.

If you have any questions or require more information on ethics and compliance, please contact Research Compliance Officer, Priscilla Wamucii, at 403.440.8470 or hreb@mtroyal.ca.