Draft RS04: Research Ethics Board replaces VIU policy 31.03 Vancouver Island University Research Ethics Board (VIU REB) and its associated procedure.
The purpose of this policy is to promote ethical research practices, protect the interests of human participants, and describe institutional standards governing research involving human participants in compliance with the Tri-Council Policy Statement: Ethical Conduct of Research Involving Humans.
Consultation on the draft policy is now open and members of the VIU community are invited to share their feedback. The consultation runs from December 16, 2024 until 4 pm on January 24, 2025. Input received during the community consultation will help inform changes to the proposed policy. Any feedback or submissions received after the consultation period concludes may not be reflected in the revised policy or in the consultation summary report.
A board level policy is required because the Tri-Agencies require the REB be accountable to the highest body within the university. This policy ensures VIU is meeting the tri-council requirements and manages risk.
VIU’s existing policy was adapted into the new template, with new sections added where required. The associated procedures were removed from the policy because the procedures are based on the Tri-Agency requirements for REBs. Content that was more operational and/or defined by the Tri-Agencies Ethical Statement has been removed and will be part of the Terms of Reference/procedures for the REB. The procedure was de-coupled from the policy to allow the procedures to be more easily updated if/when Tri-Agency requirements change, and because they are highly operational in nature.
Table of Concordance: Policy
|
Section |
Notes |
|---|---|
|
Purpose |
New, based on comparators |
|
Scope and Application |
New, “exempt activities” added from existing policy |
|
Policy |
New/adapted from existing policy:
|
|
Considerations |
New |
|
Roles and Responsibilities |
New, role of the REB and researchers taken from original policy. |
|
Review |
New, added to reflect shorter initial review so that research policies do not all renew the same year |
|
Reporting |
Includes a requirement to submit an annual report to the Board of Governors as REB is accountable to the Board |
|
Related Documents |
New |
|
Revision History |
New |
Removed
- Research and Scholarly Activities Exempt from Ethical Review: one section was removed as it is more clearly outlined in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans.
- Provost & VP, Academic under “Administrative Responsibility:” In the original policy, the Provost is listed under “Administrative Responsibility” and the President under “Executive Responsible.” There is no longer an “Administrative Authority,” but instead a “policy owner” who is responsible for developing and maintaining the policy. As this is the responsibility of the AVP, Research and Graduate Studies, they were made the “Policy Owner.” The President remains the “Responsible Executive.”
- Commitment to Protect Human Participants: Sections have been removed and will be moved to Terms of Reference/Procedures of the REB as they are more operational in nature. These will be part of the required commitments of researchers in order to achieve REB approval.
- Delegated Reviews: REB is given the authority to delegate reviews in the “Roles and Responsibilities” section. This content was moved to the procedures as it is delineated in the Tri-Agency Core Ethical Statement.
- Scholarly Review as Part of Ethics Review: This section was removed as standards are outlined in the Tri-Agency Ethical Statement and specific criteria is more logically part of procedures.
- Appeals: The ability to hear appeals and determine the appeal process is delegated to the Associate Vice-President, Research and Graduate Studies in the “Roles and Responsibilities.”
Share your input
Once you have reviewed the policy, please share your feedback in one of the following ways:
- By taking this short survey
- By sending an email to: Policy@viu.ca
- By writing to:
Policy Office
Office of the General Counsel and University Secretary
Nanaimo Campus
Building: 305, Room: 432
Mail drop: 305-4A
Feedback provided will be anonymized in all reporting.
Formal submissions
Formal submissions from groups or organizations can be submitted by email to Policy@viu.ca or in writing (see above). Please state the name of your group and the position of the person submitting the feedback. These submissions will not be anonymized and feedback will be attributed in reporting.
Thank you for participating!
Once consultation is complete, this policy will go through the Board of Governors approval process. The policy may be updated based on the feedback received. The Policy Office may also make minor changes to formatting/wording for consistency. Consultation feedback and policy changes will be outlined in the consultation report. The consultation report will be provided to the Board of Governors and posted on this policy page.
We anticipate this draft policy will be provided to the March 31, 2025 Board of Governors meeting for approval. Check back on the RS04: Research Ethics Board policy page for updates as this policy moves through the policy approval process.