The approvals / permissions required include:
1. Health Information Privacy Committee (HIPC)
- See the HIPC Submission Information web site for current information about the HIPC submission process including: a list of Submission Requirements, instructions and guidelines for completing a HIPC application, the HIPC Application form, when the next scheduled HIPC meeting is being held, and where to send the HIPC submission.
- HIPC Application Form - Annotated Example - pdf – Note: This example may use an outdated Application form and is for guideline / illustration purposes only.
2. University of Manitoba, Health Research Ethics Board (HREB) Requirements
- HREB approvals can be obtained by all U of M employees, students, academic appointments and researchers affiliated with the WRHA. Submissions to HREB must include a U of M or WRHA associated researcher.
- See the Office of Ethics and Compliance - Submission Requirements web page for current information on the HREB submission process, including: guidelines, submission deadline dates, common REB submission pitfalls documentation, and a link to the submission form.
- HREB Application Form - Annotated Example - pdf – Note: This example may use an outdated Application form and is for guideline / illustration purposes only.
NOTE: Please check for updates to the HIPC and HREB requirements before submitting your application as the information / process changes periodically.
- The nature of most research using the MCHP Data Repository requires completion of the HREB Submission Form for Retrospective Chart or Records Review.
- Obtaining approvals from HIPC and HREB is the responsibility of the Principal Investigator (PI) or project coordinator.
- HIPC, HREB, and other approval submissions may be submitted at the same time, but processing time may vary depending upon approval committee meeting schedules.
- Your project may be subject to review by the University of Manitoba Research Quality Management Office.
- Non-U of M researchers and external researchers may require confirmation from other ethics boards that the proposed research project meets the required ethical standards.
Depending on the scope of your research project, additional approvals/permissions may be required from:
3. Non-MHSAL Data Providers (if applicable)
- If your project requires access to data from non-MHSAL data providers (e.g. WRHA, Education, Family Services, Justice) you must submit additional approval requests for use of the data and receive approvals from these agencies.
- The required approval agencies will be identified in the "quotation" letter from the MCHP Associate Director of Research Access and Use.
- The MCHP Repository Access Unit (RAU) will provide you with the necessary templates or processes for requesting approvals from non-MHSAL data providers after you confirm that you have acquired funding for your project - please do not use templates from prior submissions as these processes may have changed.
4. First Nations, Metis, and/or Inuit Representatives (if applicable)
- MCHP is committed to partnership and collaboration when working on research projects that directly or indirectly identify First Nations, Metis, and/or Inuit populations as part of the research carried out using the Manitoba Population Research Data Repository. We have made a commitment when using data that directly identifies Indigenous populations, or a primary outcome could be attributed to an Indigenous population, that partnership and collaboration will be sought from the appropriate individuals, communities, or representative groups. MCHP is committed to research following First Nations/Metis/Inuit ethical standards.
- Partnership and collaboration will be sought when:
- First Nation, Metis, or Inuit individuals or communities will be identified specifically - this includes research that specifically looks at whether a participant is First Nations, Metis, or Inuit (e.g. use of the Manitoba First Nations Research File or Metis Registry, or use of a field that identifies participants belonging to a specific First Nations, Metis, or Inuit group) and the research results use First Nations, Metis, or Inuit community membership as a specific variable, or the interpretation of the results refer to First Nations, Metis or Inuit people, language or culture. This would include the use of data that is collected through specific authorities or groups that represent Indigenous populations (e.g. Child and Family Services (CFS) authorities) and the primary outcome is associated with those populations.
- There is a risk of attribution or stigmatization toward First Nations, Metis or Inuit individuals or communities - this includes situations where there is an over representation of First Nations, Metis, or Inuit individuals in the study cohort or population. MCHP understands that a risk for attribution may not be evident when starting out on a research project; if this changes during the project then input and advice will be sought before continuing with the research.
- The MCHP Repository Access Unit will provide you with the appropriate contact information for requesting approvals / permissions from First Nation, Metis and/or Inuit representatives after you confirm that you have acquired funding for your project.
5. Project Specific Data Approvals (if applicable)