Research Ethics Process and Review

UCLASS Primary: RE200 – Ethics Review and Approval

Retention Rule Number: Specific Retention Rule #2000.02

Function/Activity: To document the ethics review process for research protocols and ethics applications involving the use of human subjects, and to document the activities of the Conjoint Faculties Research Ethics Board (CFREB).

Description/Type of Records: Minutes and agendas, ethics review applications and summaries, ethics protocols, ethics approvals, correspondence, ethics certificates, progress reports, final reports.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Office of Research Services

Conjoint Faculties Research Ethics Board (CFREB)

     CFREB agenda packages 5 years Permanent preservation in the Archives
     CFREB ethics applications and protocol case files Receipt of final report + 12 years Confidentially shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Faculty Ethics Review subcommittees
     Ethics applications for course-based research Conclusion of research + 1 year Confidentially shred or delete

NOTE: This rule DOES NOT include the records received or generated by the Conjoint Health Research Ethics Board (CHREB).

Access to this series shall be limited to those with the authority for the following purposes:
  1. File and/or case management
  2. Evaluation of the application
  3. Legal review
  4. Research (at the discretion of the Chair of the Conjoint Faculties Research Ethics Board)
For Offices of Primary Responsibility (OPR):
Limitations Act, Chapter L-12, s.3(1).
Tri-Council Policy Statement:  Ethical Conduct for Research Involving Humans (TCPS2) (2010), Article 6.17.
Interagency Advisory Panel on Research Ethics (Feb 2004).
Freedom of Information and Protection of Privacy Act, Chapter F-25.
Approval Information:
  • John Reynolds, Associate Vice-President (Research), January 15, 2015
  • Christopher Sears, Chair, Conjoint Faculties Research Ethics Board (CFREB)
  • Jo-Ann Munn Gafuik, Senior Specialist, Legal Serivces, Policy and FOIP, January 22, 2015
  • Bonnie Woelk, University Records Committee (Chair), January 23, 2015