All research involving human participants requires review and approval by the relevant York University Research Ethics Board prior to commencement of research activities - this includes research led by students but with whom Faculty members collaborate.
Protocol Submission for Ethics Review
Please ensure you review all the relevant guidelines and templates before your prepare and submit your protocol. Faculty members conducting research involving human participants can access all relevant forms (such as HPRC Protocol Form, Renewal Application Form etc.) via YU Link.
Researchers whose projects require ethics review must submit their protocol and all relevant documents through the online ethics review system. For those researchers who are unable to access the online system, protocol submissions via email will be accepted. Please contact the Office of Research Ethics (ore@yorku.ca) for further information.
Please note that a newly revised HPRC protocol form is available via YU Link. Researchers submitting new ethics applications for review must complete the 2024 version of the protocol form. Should an outdated version of the protocol be provided with your application, you may be requested to complete the latest version of the protocol form prior to the application being circulated to the committee for review.
NOTE: The online system is accessible to faculty researchers only. Student researchers should contact their department/graduate studies for the appropriate forms.
Submission Review Times
Initial application review: Expect the review feedback to be sent to you 25 to 30 business days after your application has been submitted for review.
Revisions: Expect the review of your revisions to take 10 to 15 business days after being submitted for review.
Modifications: Expect the review of amendments to take 10 to 15 business days after being submitted for review.
These times may increase during peak periods such as in March, June, and November.
This duration may also vary if the application is incomplete when received.
While ethics review is not required at the application stage (with some exceptions), as research funds will not be administered without ethics approval in place, it is advisable to submit protocols for review well in advance of award notification dates.
Special Circumstances – Research conducted in schools, hospitals and/or institutions where ethics approval and/or institutional permissions are required
Certain research contexts require additional ethics review processes and approvals. Specifically, but not limited to, research conducted in educational institutions, hospitals and/or medical clinics, research conducted in foreign countries and research conducted in, on or about First Nations, Inuit and Metis communities all require additional ethics review processes and/or approvals to be obtained.
Guidelines are in place to assist researchers in navigating the additional ethics review requirements. Please consult the relevant Guidelines below or contact ORE for further information.
Committee Decisions and Researcher Responses
The review of protocols and decisions made by the relevant ethics committees are done by consensus. In the event that a consensus cannot be reached, the majority decision will be conveyed to the researcher with a notation of the dissenting opinion.
Decisions of the relevant committee are communicated to researchers electronically in the form of either a letter - outlining areas of concern or requiring clarification – or a certificate of ethics approval.
Should a researcher receive a letter from the committee requiring revisions to their protocol/consent documents or requesting clarification of information contained therein, researchers shall forward their responses – in writing electronically via email or online system – to the Office of Research ethics. All communication regarding committee decisions shall be via the Office of Research Ethics.