Human Research Ethics at the University of Manitoba

The Research Ethics Boards (REB) at the University of Manitoba (UM) are committed to safeguarding the rights, welfare, and dignity of all research participants. Our mandate is to support researchers in conducting studies that meet the highest ethical standards and comply with the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2), all relevant university policies and procedures, and applicable provincial legislation. Through guidance, review, and ongoing oversight, the REB aims to ensure that ethical integrity remains at the core of research at the UM. 

Follow these steps for conducting research with human participants:

Step 1: Do I need REB review? Where should I submit?

For UM researchers, ethics approval may be granted by either:

  1. the University of Manitoba, OR
  2. RITHIM (for health research). 

To avoid unnecessary delays, researchers must confirm whether their study should be submitted to the University of Manitoba or RITHIM. Further details can be found below. 

Does my study require REB review and approval?

All research studies involving human participants must be reviewed and approved by an REB before the study can begin. This has been mandated by the Tri-Council Policy Statement on the Ethical Conduct of Research Involving Humans (TPCS 2), which guides the conduct of research with human participants in Canada. No recruitment or other interaction with participants can begin until REB approval is in place.

Some activities may look like research but do not require REB review because they do not fall under the TCPS 2 definition of "research". These activities may include quality assurance and/or quality improvement studies, program evaluation activities, and/or are done for management or improvement purposes.

If you aren't sure whether your study requires REB review and approval, please complete the REB Review Consultation Form.

Should I submit ethics to the University of Manitoba or RITHIM?

The UM REBs review all research studies with the exception of health. Health research studies are reviewed under RITHIM.

If you intend to 1) recruit participants through a public health care facility, whether actively or passively, and/or 2) undertake research at a public health facility, and/or 3) access personal health information from a Trustee as defined under The Personal Health Information Act, it is likely that you will submit to RITHIM.

However, the first thing you should do is complete RITHIM's Routing Questions to confirm.

RITHIM will determine whether your research falls within their mandate. If so, follow their instructions. 

If RITHIM determines your research does not fall within their mandate, then submit your ethics application to the UM REB through the online RAS system.

I am a researcher from outside of the UM. Does my study require UM REB approval?

If you are undertaking health research in Manitoba, please refer to RITHIM's website.

The need for UM Research Ethics Board (REB) review and approval depends on many factors including whether a UM researcher is involved, whether the study has already undergone REB/IRB review, and the jurisdiction of the REB/IRB.

Please complete the Multi-Institutional Research Study Consultation Form to determine whether UM REB review is required.

Note: If you are a researcher coming to or leaving UM, please provide these details in the 'Additional Information' section of the Consultation Form.

Step 2: What do I need to consider while planning my research?

Planning for an ethics submission is different than planning a study for a funding proposal. The information and Planning Guides below will help you plan and prepare key sections of your ethics submission.

Planning Guide: How to Plan for a Research Ethics Board Submission

We are piloting this planning guide. Please feel free to use it and if you have any feedback, email humanethics@umanitoba.ca. 

Planning Guide: How to Plan for a Research Ethics Board Submission (docx)

 

 

Planning Guide: Research Data Management

We are piloting this Research Data Management Planner. Please feel free to use it and if you have any feedback, email humanethics@umanitoba.ca.

Research Data Management Planner (docx) 

Required Training

All research team members must complete:

The completion certificates must be uploaded by each team member to their respective RAS profiles.

*External team members may complete this training through the Access and Privacy Office’s website.

Consultations and other approvals

REB approval applies to the ethical acceptability of the research and does not, in itself, constitute authorization for the research to proceed. 

As you prepare your protocol submission, think about whether other consultations or approvals are required before your research can begin. Common additional approvals may include:

  • Approvals from Indigenous communities, organizations, groups
  • Approvals from other communities, institutions, organizations, groups
  • Data or Material Sharing/Transfer Agreements (Research Contracts Office)
  • Research Agreements and Memoranda of Understanding (Research Contracts Office)
  • Approval for depositing data into an archive
  • UM Information Security and Compliance for use of software, data storage options (UM IST)
  • UM Survey Review Committee

Step 3: What do I need to know about working and engaging with communities, institutions, organizations, or groups?

The importance of community engagement

Engaging with the community or communities which are the focus of your research is essential to ensure your study is both meaningful and well supported. 

Some key guiding ethical principles of community-engaged research include:

  • recognition of potential risks to the community and mitigation of those risks  
  • community participation in all aspects of the research process from research questions development to study design, data analysis, and knowledge sharing  
  • benefit to the community  
  • paying attention to and addressing issues of power, privilege, and positionality  
  • focus on building and maintaining trusting relationships  

When communities are included at the beginning of the research development process, they have the opportunity to shape and own the study and its findings to their benefit. The work of engaging communities must be intentional, respectful, and mutually beneficial.

The  community engagement journey begins with planning for the study, well before the REB submission is developed. Talk to people about your ideas and ask for feedback. Be open to pivoting based on your conversations. Find out how involved the community wants to be and how you can support each other to meet mutual goals. Ask what approvals might be required, from whom and in what form. Document your conversations and be prepared to explain how your engagement activities have impacted study development and execution.  

Research with Indigenous Peoples

For information about research with Indigenous Peoples, please visit the Indigenous Scholars and Research webpage. 

Step 4: What research documents are required and what resources are available to help me create them?

The tab ‘Resources for all Research’ is relevant to most studies. The Office has also developed guidelines on additional topics that have ethical implications.

START HERE: What documents are required?

The following documents are required for ethics submissions:

  • Signed Oaths of Confidentiality
    • Principal Investigators, Co-Principal Investigators and Advisors do not need to sign an Oath of Confidentiality
    • The research project title on the oath must be consistent with the protocol title
    • Template: Oath of Confidentiality (PDF)
  • Recruitment Material
  • Consent Forms
    • Individuals must provide free, informed and ongoing consent to take part in a research study
    • Written consent forms are typically used to provide individuals with all the information required to make an informed decision to participate
    • It is highly recommended to use the appropriate Consent Form Template below:
    • If you will have multiple participant groups or multiple phases/experiment/methods, use the Creating Consent Forms Guidelines (PDF) to help determine if a single consent form or multiple consent forms should be created.
    • For all studies where a University of Manitoba-affiliated researcher is either Principal Investigator or a member of the research team, consent forms must include the University of Manitoba logo and researcher's University of Manitoba affiliation
  • Data Collection Tools (e.g. interview guides, surveys, observation guides, focus group guides, etc.)

Resources for all Research

I am an Advisor or Instructor

I am collecting demographic information

I am conducting a survey

I am conducting non-participant or participant observational research

I am doing Scholarship of Teaching and Learning (SoTL)

I am doing autoethnography or self-study

I want to create a repository for recruiting future participants

If you need any documents in an alternate format, please contact humanethics@umanitoba.ca

Step 5: Where do I create my University of Manitoba REB application?

Ethics applications to the University of Manitoba REB are submitted online through the Research Administration System (RAS). The following Companion Guides have been created to provide clarification and additional tips as you complete your submission. 

Companion Guide - Creating a Human Research Ethics Protocol in RAS (PDF) - June 2025

Companion Guide - Creating a Follow On Submission in RAS  (PDF) - Dec 2024

Your CORE and Privacy Training for Researchers certificates must be uploaded to your user profile in RAS as soon as possible as they are required for submission.

Research Administration System website

For RAS assistance or to request a training session, contact ras_support@umanitoba.ca.

Step 6: Where can I get help preparing my REB application?

Email the Office of Human Research Ethics

Researchers who need support while preparing their ethics submission are encouraged to contact the Office of Human Research Ethics (OHRE) by emailing humanethics@umanitoba.ca. 

The OHRE team can provide assistance by answering general questions on the ethics process and submissions, or connecting you with an REB Chair, if required. Reaching out by email early on is a straightforward way to get timely assistance.

Inquiries associated with an existing protocol must include the protocol number in the subject line of the email. 

Students must copy their Advisors on all email communication to ensure everyone stays informed.

Virtual Drop-ins

The Office of Human Research Ethics (OHRE) provides weekly drop-in sessions for all researchers, including students. Drop-ins are useful for asking general questions on the ethics process and submissions. Detailed reviews of protocols and/or study documents and questions on REB feedback are handled by the REB.

If you are not available during the specified time, please email humanethics@umanitoba.ca with your questions or to set up another time to meet. 

Link: Virtual Drop-in Session

Time: Wednesdays from 2:30 p.m. to 4:00 p.m.
Meeting ID: 614 1855 7678
Passcode: Ethics101

Please log in using your myumanitoba.ca or umanitoba.ca account. 

Please note the following: 

  1. Due to the confidential nature of some questions, we can only accommodate one person/research team at a time. You will be in the waiting room until we are available to assist you. If you anticipate attending the drop-in session but have limited availability, we encourage you to email humanethics@umanitoba.ca and we will do our best to accommodate you.
  2. Questions about REB feedback must be sent by email to humanethics@umanitoba.ca. These emails will be forwarded to the appropriate Chair.
  3. Students should review their questions with their Advisor prior to attending the drop-in.

Workshops

Anyone from the research community is welcome to attend this introductory session, which focuses on submitting for Research Ethics Board review at the University of Manitoba. Sessions are held virtually using Zoom. 

CORE'd Out? A Guide to Research Ethics Board Submission at the University of Manitoba

Dates: 

  • Check back for future workshop dates

Zoom Meeting Link

Meeting ID: 656 4064 6231
Passcode: 431283

Support for Health Researchers

Online support sessions for health researchers are provided by RITHIM. Please see RITHIM's Upcoming Researcher Training Sessions.

Step 7: How does the REB review process work?

Administrative Pre-Review

All submissions to the Office of Human Research Ethics must undergo an initial administrative pre-review to ensure that the submission is ready for review by the REB. 

Submissions that are considered by the REB Chair to be under-developed or incomplete will be returned to the Researcher. The office will reach out to offer support to prepare for resubmission.

Delegated Review

Studies categorized as minimal risk to participants will be reviewed by one or two members of the REB and the REB Chair. Protocols for minimal risk studies can be submitted for review any time. There are no deadlines.  

Delegated Review Timeline (PDF) 

Full Board Review

Studies categorized as more than minimal risk to participants are reviewed by the full REB. The REB meets once a month (except for July) to discuss all more than minimal risk protocols. Please see REB Information and Meetings for REB meeting dates and deadlines.  

Full Review Timeline (PDF)

Chair Review

Certain submissions may be reviewed by the Chair only. These include:

  • Protocols that have been approved by the REB at another Canadian University  
  • Secondary Use protocols where the researcher intends to use research information originally collected for a purpose other than the current research purpose

Submission falling in this category can be submitted for review any time. There are no deadlines. 

Determining REB Review Types Guidelines (PDF) - August 2024

Note: Revisions must be received by the Office within 6 months of receipt of REB feedback. Submissions that have not been approved by the REB within 1 year of submission must be withdrawn.

For details on the policies, guidelines, and standard operating procedures that guide research involving humans and the REB, please visit Human Research Ethics: Policies and SOPs.

Step 8: What are my responsibilities after initial REB approval?

Researchers are responsible for conducting their study exactly as approved by the REB, ensuring that recruitment, consent processes, data collection, and data management all follow the study protocol.  

All of the continuing review submissions listed below are submitted through the Research Administration System. The following Companion Guide has been created to provide clarification and additional tips as you complete your submission. 

Companion Guide - Creating a Follow On Submission in RAS  (PDF) - Dec 2024

Amendment Requests

Any changes to the approved protocol or research materials must be reviewed and approved by the REB before implementation through an amendment request.  

For guidance on whether your changes require an amendment or a new protocol, please review the New Protocol vs Amendment Guidelines (PDF).

Personnel Change Requests

All team members who will interact with participants and/or have access to individual level data must be listed on the Personnel Table in the protocol.

If the research team changes a Personnel Change Request must be submitted to update the protocol. 

Renewal Requests

REB approval is given for no more than one year. Studies being undertaken for more than one year must be renewed before the expiry date noted on the approval letter. It is the researcher’s responsibility to renew their study before it expires. Researchers cannot undertake research with human participants without obtaining and maintaining REB approval.   

Note: RAS will send reminder emails prior to the expiry date.

Protocol Closures

REB oversight is required until all communication with participants is complete. If you will be in contact with participants after data collection and member checking is complete, even if it is just to send a summary of findings, you will need active ethics.

An end-of-study report is required when the research is complete or if the study status has become 'Terminated'. An end-of study report is submitted as a Protocol Closure in RAS. 

If you are leaving the university please email humanethics@umanitoba.ca for further instructions on whether to close your studies.

REB Events

Any deviations from the approved protocol or adverse events must be reported to the REB immediately through an REB Event. If you are unsure on whether you should submit an REB Event, please contact humanethics@umanitoba.ca

Leaves of Absence

If a Principal Investigator is on Leave (except Research/Study Leaves), please contact the Office of Human Research Ethics for information on how to manage your ethics protocol. 

NOTE: Student PIs on Parental or Exceptional Leave must inform the Office of Human Research Ethics of their status, as they cannot engage in thesis work until their return. For more information, please see the Academic Calendar.

Human Research Ethics Newsletter

Sign up to the Office of Human Research Ethics Newsletter.

Contact Us

RESEARCH PARTICIPANTS: 

Research participants/potential research participants with questions about their rights as participants or concerns about a study can contact the office through email or phone.

RESEARCHERS:

  1. Researchers must contact the office in writing via email to ensure the office can maintain its records.
  2. Inquiries associated with an existing protocol must include the protocol number in the subject line of the email.