1. If you are new to research or applying for research ethics, please read the following guide to Responsible and Ethical Conduct of College Research.
   This guide will help you to identify what kind of projects require ethical approval as well as briefly describe some of the ethical principles to be considered when applying for research ethics within an applied college. We strongly encourage our research community, if this is your first time applying for research ethics, to contact the chair of the research ethics board to discuss the possible ethical implications of your project.
2. All current REB forms are linked at the bottom of this webpage. For assistance in completion of the application form, please watch this video. For further guidance about when research ethics submission is required for your project you can review this recent staff development presentation.
3. If you plan to conduct research that involves surveying, interviewing, or gathering data from any human subject (including students and colleagues), a REB Application submission is required.
4. All submissions to the RRC Polytech Research Ethics Board will be submitted electronically to reb@rrc.ca
5. For assistance with the application process or questions as to how research ethics need to be applied to your project, please email reb@rrc.ca
6. The RRC Polytech REB follows the ethical guidelines governing research involving human subjects as outlined in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans – TCPS 2 (2022).
7. All submissions to the REB require the researcher(s) listed as principle investigator (PI) or co-PI, including student researchers (if listed as PI), to submit proof of completion of the TCPS 2: CORE Tutorial which introduces the researcher to the principles of the Tri-Council Policy statement.
   1. Protocols will not be reviewed without proof of completion of the TCPS-2 CORE tutorial.
   2. Researchers will need to create an account in the CORE tutorial system, RRC Polytech is listed in the dropdown menu of options.
   3. The tutorial takes on average 3 hours to complete depending on how many activities you explore within the system. The tutorial will walk researchers through the core principles of the Tri Council Policy Statement.
   4. Completion of the tutorial will provide you with a PDF certificate to save for your records. The tutorial only needs to be completed once and has no expiry. If you have completed the tutorial since it began in 2011, your certificate will be accepted.
8. Required process for Course-based research.  If you are an instructor who has developed an assignment where students are interviewing or surveying human subjects for research purposes, please complete the new Course-Based Research Application Form.
9. Application deadlines are listed below. Please allow five weeks for completion of review. Minimal risk protocols may be reviewed using a delegation process. High risk protocols will be reviewed by all Board members.

Monthly Meeting Dates, 2025/2026

Meeting Date	Submission deadline for all protocols
September 12, 2025	August 15, 2025
October 16, 2025	September 18, 2025
November 18, 2025	October 21, 2025
December 16, 2025	November 18, 2025
January 21, 2026	December 24, 2025
February 19, 2026	January 22, 2026
March 16, 2026	February 16, 2026
April 23, 2026	March 26, 2026
May 20, 2026	April 22, 2026
June 18, 2026	May 21, 2026

10. Protocols that have been pre-approved by Research Ethics Boards at another Canadian post-secondary institution following TCPS policies, can submit the Addendum for Pre-Approved Protocols (see Forms below) and attach the approved forms and approval certificates from the original institution of approval.
11. Researchers are expected to review RRC Polytech Policy R1 – Research Involving Human Subjects before submitting their protocol.

1. REB Submission Received: A submission, also called a protocol, is received to the reb.rrc.ca email address. The REB Chair reviews the submission: Is it complete and does it include all necessary info and documents as per the instructions on REB website?
   
   Is the protocol complete?
   • If no, the submission is returned to the Principal Investigator (PI) with further instructions to revise and send in as a new submission.
   • If yes, proceed to Step 2: Risk Determination
     
2. Risk Determination: Chair decides the level of risk, from minimal risk to more than minimal risk, of the research. 
   
   Is it more than minimal risk?
   • If no, proceed to Step 3: Delegated Review
   • If yes, proceed to Step 4: Group Review Required
3. Delegated Review: Chair assigns two REB members to review submission based on call for volunteers and/or relevant expertise. Reviewers forward documentation outlining questions and/or recommendations. Chair compiles results. 
   
   Is additional information needed and/or questions?
   • If no, Approval Certificate is sent and the PI 
   • If yes, proceed to Step 5: Letter of Response sent
4. Group Review Required: Submission added to upcoming REB meeting agenda. Members discuss at meeting and Chair compiles results.
   
   Is additional information needed and/or questions?
   • If no, Approval Certificate is sent. 
   • If yes, proceed to Step 5: Letter of Response sent
5. Letter of Response Sent: Chair drafts Initial Response Letter to PI stating the reviewer’s recommendations and required changes: 
   
   Does PI respond to letter?
   • If no, the submission paused pending a response and return of revised materials. After one call/email follow-up to PI, Chair labels submission as no response. If a response is received at a later date, Chair will return to REB for discussion.
   • If yes, see Step 6: Reviewed Submission Returned
6. Reviewed Submission Returned: Once PI returns submission, the Chair reviews edits.
   
   Have all issues been addressed and changes made?
   • If no, Chair returns to delegated reviewers (minimal risk) or REB (more than minimal risk) to discuss. A PI must make corrections as requested by the Chair. This process from corrections to Letter of Response repeats until corrections have been made. In some cases, a PI may provide additional information or explanation (in lieu of making change) that requires REB discussion and a different decision (i.e., removal of original request or a different request). Process starts again at Step 5: Letter of Response Sent.
     
     Ultimately, if a PI is unwilling to make the changes required by the REB, the REB is within their right to deny approval of the research project. 
   • If yes, Approval Certificate is sent.