Education Research
Ethics Board–EREB /

Education Research Ethics

Information Package

January 2016

Contents

  • General EREB Information
  • Checklist of essential elements
  • Letter of Information & CONSENT FORM – Fillable Template
  • letter of information – Fillable Template
  • consent form – Fillable Template
  • sample Letter of information consent form
  • sample Letter of information
  • Sample consent form
  • sample Letter of information & consent form (Simplified Text)

General information

This document contains useful information, forms, and templates intended to help you complete your research ethics application and submit it to the Education Research Ethics Board (EREB).

All research conducted through Queen’s University must comply with the recently revised Tri-Council of Canada Policy Statement (TCPS2) for Ethical Conduct for Research Involving Humans. TCPS 2 (2014) replaces TCPS 2 (2010) as the official human research ethics policy of the Agencies - CIHR, NSERC, and SSHRC. The Policy is demonstrative of the Agencies continued commitment to promote the ethical conduct of research involving humans. The three core principles – respect for persons, concern for welfare, and justice – continue to be the foundation of the Policy. At the Faculty of Education, Queen’s University, we uphold the principles for ethical research in our review of all submissions. The complete TCPS2 is accessible at:

All students in the Faculty of Education conducting human subject research must submit an application to EREB for initial review, which will subsequently be forwarded to the Queen’s General Research Ethics Board (GREB) for final clearance.

Faculty members’applicationscan be sent directly to GREB for review. However, faculty researchers may still gain feedback from EREB if they wish by writing this request in the ROMEO comment box. If not requested, faculty files will be forwarded directly to GREB. If submitting directly to GREB, faculty members do not need to complete a 2-page description of research or the EREB checklist.

COmpleting your ereb application

Your research ethics application will be completed through ROMEO, Queen’s University’s online ethics application system, available at: you are a student, you must also scan and upload to ROMEO the EREB checklist (found below) with the requisite signatures.

The completed application must be submitted to ROMEO by 4:30 pm of the monthly deadline, as listed here: Once afile has been submitted to ROMEO, it cannot be edited until revisions have been requested by EREB.

You will receive feedback on your application and next steps from a member of EREB within several days of review.In order to complete an application for EREB you:

  1. Must complete the EREB checklist found below or available at: Read the checklist before completing your ethics application and supporting documents.
  1. Should review the sample and fillable templates for the Letter of Information and Consent Forms, which are found in this document. You may use these templates to construct your forms – they contain all the statements required by GREB. Please modify them to fit your research.
  1. Must complete a 2-page proposal (+ references), which includes connection of proposed research to existing research in the field (citations in text) and all other sections (in brief) you would expect in a research proposal
  1. Should review additional information about ethical clearance at Queen’s University found at:
  1. If you are a studentyou must ensure you supervisor signs the statement at the end of the checklist confirming your full proposal has been read and accepted by all committee members and that he/she has read and approved the ethics application. This EREB checklist with your supervisor’s signature must be uploaded as an attachment to ROMEO. EREB will not review applications without this confirmation. If your supervisor is unable to sign the form in person, please upload an email message from your supervisor.
  1. If you are a studentyou must complete the online Course on Research Ethics (CORE) before you file an application. When you complete the course you will be provided with a certificate you must attach to your application. CORE can be found at: under Information and Forms.

Education Research Ethics Board
Checklist of Essential Elements for Completeness /

Name:

Date:

Type of Research:Faculty__ Thesis__ Pilot__ Project__ IN Study__ Course-Based__

Research Title:

YES / N/A
  1. In the case of all graduate student research (including pilot studies, independent studies, projects, theses, and dissertations), the supervisor has read and approved the ethics application. The supervisor has signed the confirmation statement on the last page of this checklist. If your supervisor is not able to sign, please upload an email message from your supervisor as an attachment in ROMEO.

  1. In the case of a Master’s thesis or doctoral dissertation, the supervisor confirms the full thesis or dissertation proposal has been accepted by the committee. The supervisor has signed the confirmation statement on the last page of this checklist. If your supervisor is not able to sign, please upload an email message from your supervisor as an attachment in ROMEO.

  1. Two-page proposal (only two pages + references), which includes connection of proposed research to existing research in the field (citations in text) and all other sections (in brief) you would expect in a research proposal. (attach in ROMEO)

  1. Applicant has read GREB’s application instructions.

  1. Letter of Information for participants; see Items 8-26 (attach in ROMEO)

  1. Consent Form (may be combined with Letter of Information); see Items 27-31 (attach in ROMEO)

  1. Samples of all recruitment scripts and data collection instruments (attach in ROMEO)

LETTER OF INFORMATION CONSENT FORM (may be combined):
  1. Project Title

  1. Identities of researchers and institutions

  1. States in the first paragraph: “This study has been granted clearance by the General Research Ethics Board according to Canadian research ethics principles () and Queen’s University policies ().”

  1. Aims and procedures, requirements of participant and purpose of procedures, in language comprehensible to the participants or their parents/guardians.

  1. Estimate of total time, frequency, and overall duration of procedures, including follow-ups.

  1. Description of risks, discomforts, inconvenience or statement of no known risks and description of benefits (see sample letters for examples).

  1. Statesthat participation is voluntary and that the participant is free to withdraw at any time with no negative consequences. Specifies the perceived consequences that may be of concern, for example: school standing, relationship to the investigator, professional standing, access to resources, or patient care.

  1. If appropriate, states that the researcher will maintain confidentiality/privacy/anonymity (select one) “to the extent possible.”

  1. States the procedure for participants who wish to withdraw (e.g., who to contact).

  1. Statesthat if participant withdraws, the participant may request removal of all or part of his or her data. (Select N/A if data are collected anonymously).

  1. Recording devices to be used are described (audio, video, photo).

  1. States that participants are not obliged to answer any objectionable or discomforting questions.

  1. Describes who has access to the data (e.g., researcher and supervisor).

  1. States how the results of the study may be disseminated (e.g., professional journals, academic conferences, etc.) NOTE: If the data will be made available online for others to use – i.e., it is open access – this must be clearly explained in LOI and consent forms.

  1. Includes a statement regarding data storage and deletion. For faculty research, state “in accordance with the Faculty of Education’s policy, data will be retained for a minimum of five years.”

  1. If data are used for secondary analysis, states that they will contain no identifying information.

  1. Description of remuneration.

  1. For faculty only: The following wording is used in the last paragraph: Any questions about study participation may be directed to <Principal Investigator’s name> at <telephone & email>. Any ethical concerns about the study may be directed to the Chair of the General Research Ethics Board at 613-533-6081 or .

  1. For graduate students only: The following wording is used in the last paragraph: Any questions about study participation may be directed to <graduate student’s name> at <email > or my supervisor <name> at <telephone & email>. Any ethical concerns about the study may be directed to the Chair of the General Research Ethics Board at 613-533-6081 or .

Consent Form Portion (whether combined or separate)
  1. Statesthat the participant has read and retained a copy of the Letter of Information/ConsentForm and has had any questions answered.

  1. Specific consent is sought for each type of recording (audio, video, photo).

  1. States in bold text: “Please sign one copy of this Consent Form and return to [name]. Retain the second copy for your records.”

  1. Includes spaces for parent/guardian name & signature (if applicable), participant’s name & signature, and the date.

  1. If applicable, includes a space where participants can provide email or postal address if he or she requests a copy of the results of the study.

FOR ALL GRADUATE STUDENT RESEARCH

As the supervisor of the research described in this application, I confirm that I have read and support the full ethics application, including all forms and attachments.

______

Supervisor Name and SignatureDate

FOR ALL THESIS/DISSERTATION RESEARCH (excluding pilot studies)

As the supervisor of the student applicant, I confirm that the student’s full thesis/dissertation proposal has been accepted by all committee members.

______

Supervisor Name and SignatureDate

LETTER OF INFORMATION & CONSENT FORM
Fillable Template /

“TITLE OF PROJECT”

Optional personal introduction; e.g., Dear ____, you are receiving this invitation to participate in research because...

This research is being conducted by <Graduate Student> under the supervision of <professor>, in the Faculty of Education at Queen’s University in Kingston, Ontario. This study has been granted clearance by the General Research Ethics Board according to Canadian research ethics principles ( and Queen’s University policies ( <Optional: The <insert external agency> has also approved this study.

What is this study about? The purpose of this research is to <purpose plus a sentence or two of explanation>.

What is involved to participate in this study? The study will require <number of visits, duration per visit, location of data collection. In total, participating in this study will require <insert total amount of time>. <Optional line: Your contribution will be recorded viaspecify device(s), e.g., audio, video, photo>. There are no known physical, psychological, economic, or social risks associated with this study <OR description of risks, if applicable>. The benefits to this study are <description of benefits to participant, research community, or the group of people as applicable>.

Is participation voluntary? Yes. You should not feel obliged to answer any questions that you find objectionable or that make you feel uncomfortable. You may choose to withdraw from the study at any time with no effect on your <perceived potential repercussion, e.g., standing in school>. If you wish to withdraw, contact <name and contact info>. If you withdraw, you may request removal of <insert all or part > of your data from the study.

What will happen to your responses? Your responses will be kept confidential. Only < who has access to the data, e.g., name of researcher and supervisor> will have access to this information. Your <confidentiality/privacy/ anonymity (select one)> will be maintained to the extent possible. Results from this study may be <means of dissemination, e.g., published in professional journals or presented at scientific conferences>, but any such presentations will maintain individual confidentiality. In accordance with the Faculty of Education’s policy, data will be retained for a minimum of five years. If data are used for secondary analysis they will contain no identifying information. <Optional: You are entitled to a copy of the findings, if you are interested. If you would like a copy of the findings, please contact: insert contact information>.

Will you be compensated for your participation? Yes, you will receive <compensation, e.g., $ amount, name entered into a draw to win X> for your time. [Only include this section if there is compensation]

What if you have concerns? Any questions about study participation may be directed to graduate student’s name> at <email > or <name> at <telephone & email. Any ethical concerns about the study may be directed to the Chair of the General Research Ethics Board at or 613-533-6081.

Thank you for your interest in participating in this research study.

Your signature below indicates that you have read this Letter of Information and have had any questions answered to your satisfaction. Please keep a copy of this letter for your records.

Name:______Date:______

Signature:______

<Optional Consent: Please fill out either Section A or Section B, and section C if applicable>
Section A
I agree to allow <insert name> to use the videotape/photo/audio> of our session for one or more of the following purposes:
1) Publication in a Journal / Signature: ______
2) Demonstration to Students / Signature: ______
3) Demonstration at a Conference / Signature: ______
Date: ______
I understand that neither my name nor my child's name will be associated with the work.
Section B (additional consent as applicable)
I prefer not to have the videotape of my child shown in classes or at conferences or reproduced in any form.
Signature: ______
Date: ______
Section C (additional consent as applicable)
Are you interested in participating in future studies? / Yes / No

Contact Information:

Email: ______

Phone: ______

Address: ______

LETTER OF INFORMATION
Fillable Template /

“TITLE OF PROJECT”

Optional personal introduction; e.g., Dear ____, you are receiving this invitation to participate in research because...

This research is being conducted by <Graduate Student> under the supervision of <professor>, in the Faculty of Education at Queen’s University in Kingston, Ontario. This study has been granted clearance by the General Research Ethics Board according to Canadian research ethics principles ( and Queen’s University policies (

What is this study about? The purpose of this research is to <purpose plus a sentence or two of explanation>.

What is involved to participate in this study? The study will require <number of visits, duration per visit, location of data collection. In total, participating in this study will require <insert total amount of time>. <Optional: Your contribution will be recorded viaspecify device(s), e.g., audio, video, photo>. There are no known physical, psychological, economic, or social risks associated with this study <OR description of risks, if applicable>. The benefits to this study are <description of benefits to participant, research community, or other group of people as applicable>.

Is participation voluntary? Yes. You should not feel obliged to answer any questions that you find objectionable or that make you feel uncomfortable. You may choose to withdraw from the study at any time with no effect on your <perceived potential repercussion, e.g., standing in school. If you wish to withdraw, contact <name and contact info>. If you withdraw, you may request removal of <insert all or part > of your data from the study.

What will happen to your responses? Your responses will be kept confidential. Only < who has access to the data, e.g., name of researcher and supervisor> will have access to this information. Your <confidentiality/privacy/ anonymity (select one)> will be maintained to the extent possible. Results from this study may be <means of dissemination, e.g., published in professional journals or presented at scientific conferences>, but any such presentations will maintain individual confidentiality. In accordance with the Faculty of Education’s policy, data will be retained for a minimum of five years. If data are used for secondary analysis they will contain no identifying information. <Optional: You are entitled to a copy of the findings, if you are interested. If you would like a copy of the findings, please contact: insert contact information>.

Will you be compensated for your participation? Yes, you will receive <compensation, e.g., $ amount> for your time. [Only include this line if there is compensation]

What if you have concerns? Any questions about study participation may be directed to graduate student’s name> at <email > or <name> at telephone & email. Any ethical concerns about the study may be directed to the Chair of the General Research Ethics Board at or 613-533-6081.

Thank you for your interest in participating in this research study.

CONSENT FORM
Fillable Template /

“TITLE OF PROJECT”

Name (please print clearly): ______

  1. I have read the Letter of Information and have had any questions answered to my satisfaction.
  1. I understand that I will be participating in the study called <title>. I understand that this means that I will be asked to <state basic data collection procedure>.
  1. I understand that my participation in this study is voluntary and I may withdraw at any time. I understand that every effort will be made to maintain the confidentiality of the data now and in the future. Only researchers affiliated with this study will have access to my data. The data may also be published in professional journals or presented at scientific conferences, but any such presentations will be of general findings and will never breach individual confidentiality. I understand that I am entitled to a copy of the findings, if I am interested.
  1. I am aware that if I have any questions, concerns, or complaints, I may contactgraduate student’s name> at <email > or <name> at <telephone & email. Any ethical concerns about the study may be directed to the Chair of the General Research Ethics Board at or 613-533-6081.

I have read the above statements and freely consent to participate in this research: