Overview
The Yorkville University Research Ethics Board (YU REB) is an interdisciplinary body established to review research involving humans according to mandated ethical standards. The REB operates under the authority of the Ethical Conduct of Research Involving Humans Policy and ensures all research meets the highest ethical standards while complying with the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2, 2022).
Mission: To protect the rights and wellbeing of human participants while supporting ethical research that advances knowledge and benefits society.
Who Needs REB Review?
- Faculty members, students, and staff conducting research involving human participants
- External researchers seeking to recruit Yorkville community members or use university resources
- Course-based research assignments involving human participants
Types of Review:
- Delegated Review: Research involving minimal risk to participants will be reviewed by 2-3 REB members.
- Full Board Review: Required for research involving more than minimal risk to participants, vulnerable populations, deception or partial disclosure, Indigenous communities, and course-based research activities.
REB Procedures and Guidelines
This guide outlines the complete process for research ethics at Yorkville University, from determining whether REB review is needed, through the application and approval process, to conducting research ethically and fulfilling ongoing compliance requirements.
Step 1: Determine if REB Review is Required
Research EXEMPT from REB review:
- Research using publicly available information protected by law
- Observation of people in public places
- Secondary use of anonymous information
- Quality assurance/improvement studies, program evaluation, or performance reviews within normal educational requirements
- Creative practice activities
If uncertain, contact the REB Chair to request a ruling on whether review is required.
Step 2: Complete TCPS 2 CORE Training
All researchers on the project must:
- Complete the TCPS 2: CORE-2022 online course on research ethics
- Obtain a certificate of completion
- Submit certificates with the REB application
The principal investigator is responsible for collecting certificates from all team members.
Step 3: Prepare Your Application Package
Required Documents:
- REB Application Form
- TCPS 2 CORE Certificates for all researchers
- Supporting Documentation, which may include:
- Research proposal
- Consent forms
- Assent forms (if applicable)
- Information letters for participants
- Recruitment materials/advertisements
- Data collection instruments (surveys, interview guides, etc.)
- Data management protocols
Additional Requirements:
For student researchers:
- Faculty supervisor must be a co-applicant
- Supervisor must submit TCPS 2 CORE certificate
- Include evidence of program-level review (if required by your program)
For external researchers:
- Evidence of favorable ethics review from home institution
- Complete Yorkville REB application form
- All supporting documents
Step 4: Submit Your Application
Submit your complete application package to reb@yorkvilleu.ca
The REB Chair or designated member will review your submission and may request additional documentation.
Step 5: REB Review Process
Review Type:
Your application will undergo either:
Delegated Review (for minimal risk research):
- Review by 2-3 REB members
- Faster turnaround time
- Results reported to full board
Full Board Review (required for):
- Research above minimal risk
- Research involving deception or partial disclosure
- Research with vulnerable participants
- All course-based research applications
Decision Timeline:
- Delegated Reviews: Typically one month
- Full Board Reviews: Conducted at monthly REB meetings (additional meetings may be scheduled as needed), typically two months
Step 6: Respond to REB Feedback
The REB may:
- Approve your research and issue a Certificate of Study Approval
- Request modifications and clarifications to your design, methodology, or procedures
- Deny approval if the research cannot meet TCPS 2 requirements
If modifications are requested:
- Address all concerns raised by the REB in the REB Reviewer Form
- Submit a Revised Application Form with track changes or additional documentation as requested
- For minor changes: Submit revised materials for review
- For major changes: Resubmit complete application for new review
Step 7: Receive Certificate of Study Approval
Once approved, you will receive a Certificate of Study Approval that:
- Authorizes you to begin research
- Is valid for one year from issue date
- May include specific conditions you must follow
Important: Research involving Yorkville participants, data, or facilities also requires Provost approval before you can begin. Review Institution Approval to Conduct Research at Yorkville University Policy.
During Your Research: Ongoing Compliance
You must:
- Follow your approved protocol exactly
- Use only REB-approved consent forms and materials
- Obtain informed consent from all participants
- Protect participant privacy and confidentiality
- Report adverse events or protocol deviations immediately to the REB
Seek REB Amendment Approval before:
- Making any modifications to your approved design, methods, or procedures
- Changing recruitment materials or consent forms
- Extending your research beyond the original scope
Before your approval expires:
- Apply for renewal/extension at least one month before the expiry date on your Certificate
- Submit REB Renewal application even if research is still ongoing
Step 8: Complete Your Research
Within one month of completing your research:
- Submit a Study Completion form to the REB Chair
- Retain research records for the minimum period specified in your approval
- Destroy records according to your approved protocol while maintaining confidentiality
Key Reminders
The REB requires that all researchers adhere to the protocol as approved by the REB, and outlined below.
- No research may begin without REB approval (and Provost approval where required)
- Failure to obtain approval is a breach of academic integrity
- Certificates expire after one year—plan ahead for renewals
- All modifications require REB approval before implementation
- Complete TCPS 2 training before submitting your application
Research Responsibilities and Expectations
The principal investigator shall:
- Monitor the research study to ensure that it is conducted in an ethical manner;
- Supervise all team members and research procedures;
- Ensure that all researchers are qualified and trained in ethical research practices;
- Protect the welfare of all research participants; and
- Adhere to the requirements outlined in the Certificate of Study Approval.
