REB Fees apply only to research that receives its funding from a for-profit entity (i.e., pharmaceutical/medical device company) or other for-profit organization.
The BCCA REB has two fees: initial review fee and annual renewal fee.
Effective 1 September 2015, the initial ethical review fee is $4,000 CAD (Canadian Dollars) for each new application funded by a for-profit entity, and covers the cost of the initial review of the new application (regardless of the outcome of the review).
Fees for annual renewals are separate from this initial fee (see Annual Renewal fees below).
Studies that are funded by the following are excluded from REB fees:
- Cooperative groups (i.e; NSABP);
ii. National Cancer Institute of Canada Clinical Trials Group
iii. Grant from a non-profit organization, for example, CIHR, NIH or a cancer-specific foundation
iv. BCCA internal
The fee may be waived in other circumstances if requested in writing with an explanation.
As at 1 July 2015, the UBC BCCA REB requires payment of the initial review fee to accompany the initial application (please note that services provided by the REB commence immediately upon submission of the application). If payment is not received, the application will not be placed on the Agenda for review at the REB meeting. The change is implemented in order to reduce significant outstanding revenue, as well as the administrative burden associated with pursuing outstanding fees. The PI is responsible for communicating REB fee requirements to their sponsor.
Refunds: Once the REB has commenced review processes, a refund is not available. If an application is withdrawn prior to review, a refund is only available upon request. A refund under these circumstances is not automatically issued - the Principal Investigator must notify the REB by email to request a refund and include an explanation for the withdrawal. The email must include the REB #, project title, and the details for the refund such as the BCCA account into which the refund should be transferred or identification of the designate to whom the cheque is to be made payable.
Effective 1 September 2015, the annual renewal fee is $750 CAD (Canadian Dollars) per renewal that meets the criteria below. NOTE: the increase to annual renewal fees will not apply to contracts existing prior to 1 September 2015 given budgetary agreements (these will remain at $500), but will be phased in to apply to projects after 1 September 2015.
The annual renewal fee applies to only to projects that are funded by a for-profit entity (i.e., pharmaceutical/medical devices company) or other for-profit organization that were submitted for initial ethics review on or after April 1, 2011 and are ongoing.
This fee covers the cost of the annual renewal and other ongoing oversight, including amendments and unanticipated events.
Criteria for Discontinuing the Renewal Fee
The REB will discontinue renewal fees once a study is completed and a "Completion of Study" notice is submitted in RISe and acknowledged by the REB. Until that time, an ongoing project must maintain a valid ethics approval and submit a request for renewal annually.
There are certain conditions under which the REB may waive the renewal fee for an ongoing project, therefore, when submitting a request for annual renewal it is important to clearly explain the status of the study and the status of subjects locally; and, if applicable, state what the study-specific long term follow up involves.
The REB will discontinue the renewal fee for an ongoing study where it is either clear or requested in the renewal application that the following apply:
- study is closed to accrual, and
- all research related interventions are complete for all subjects except for long term follow up (as defined below), or
- study is limited to the analysis of data
"Long term follow-up" activities may include:
- the collection of follow-up data to monitor for disease progression or recurrence.
- quality of life surveys.
- a blood draw for a small amount of blood (e.g., 30ml or two tablespoons) once or twice a year.
- chest x-rays, abdominal ultrasounds, etc to be done, if that is the usual practice for that patient population.
The REB will consider discontinuing the fee due to other circumstances if a request with an explanation is included in the renewal application.
Questions regarding REB fees:
Please email: email@example.com