Application & Review

Initial application, post-approval activities, meetings & fees

Application

Policies, guidance, and processes relating to ethical review and oversight of Clinical and Behavioural research studies undertaken by BC Cancer researchers can be found on this website, as well as the UBC Office for Research Ethics website at: https://ethics.research.ubc.ca/.

If you have any questions, please contact: reb@bccancer.bc.ca

NOTE: Please ensure you refer to our policy on Who Can be a Principal Investigator on a BC Cancer research project before submitting an application for research ethics review - see Policies, Procedures & Guidance

Post-approval

Amendments

Please see section IV– Study Amendments at:

https://ethics.research.ubc.ca/clinical-research-ethics/creb-guidance-notes/post-approval-guidance-notes

Please note that Amendments requiring REB full board review/approval must be submitted by the deadline for a full board meeting (see Meetings & Fees tab for meetings/deadlines).

Questions? email reb@bccancer.bc.ca

Annual Renewals

Please see section III – Annual Renewals at:

https://ethics.research.ubc.ca/clinical-research-ethics/creb-guidance-notes/post-approval-guidance-notes

The pdf document below is to help determine whether full board review or expedited review of an annual renewal submission is required. This also indicates when a study no longer requires annual renewal and reporting of Serious Adverse Events (SAEs), and when a study can be considered complete (at which time a completion of study notice must be submitted to the REB in RISe).

Quick Reference Table for Annual Renewal & SAE Reporting & Completion of Study (Oct 18, 2012)

Please note that Annual renewals requiring full board review/approval must be submitted by the deadline for a full board meeting (see Meetings & Fees tab for meetings/deadlines).

http://www.bccancer.bc.ca/our-research/ethics-oversight/research-ethics-board/application-review

Questions? email reb@bccancer.bc.ca

Adverse Events

Please see section VII – Submitting Unanticipated Problems at:

https://ethics.research.ubc.ca/clinical-research-ethics/creb-guidance-notes/post-approval-guidance-notes

Questions? email reb@bccancer.bc.ca

Protocol Deviations

‎Please see section VIII – Protocol Deviations at:

https://ethics.research.ubc.ca/clinical-research-ethics/creb-guidance-notes/post-approval-guidance-notes

Questions? email reb@bccancer.bc.ca

Acknowledgement

Please see section VI –Request for Acknowledgement at:

https://ethics.research.ubc.ca/clinical-research-ethics/creb-guidance-notes/post-approval-guidance-notes

Questions? email reb@bccancer.bc.ca

Study Completion

Please see section V – Study Completion at:

https://ethics.research.ubc.ca/clinical-research-ethics/creb-guidance-notes/post-approval-guidance-notes

Questions? email reb@bccancer.bc.ca

Meetings & Fees

Meetings & Deadlines

2023 Submission Deadlines and Meeting Dates for Full Board Review

*Month*	Submission Deadline	Meeting Dates
January	Jan 3	Jan 24
February	Feb 7	Feb 28
March	Mar 7	Mar 28
April	Apr 4	Apr 25
May	May 2	May 23
June	Jun 6	Jun 27
July	Jul 4	Jul 25
August	Aug 1	Aug 22
September	Sept 5	Sept 26
October	Oct 3	Oct 24
November	Nov 7	Nov 28
December	Nov 27	Dec 12
January 2023	Jan 2	Jan 23

2022 Submission Deadlines and Meeting Dates for Full Board Review

Month	Submission Deadlines	Meeting Dates
January	Jan 4	Jan 25
February	Feb 1	Feb 22
March	Mar 1	Mar 22
April	Apr 5	Apr 26
May	May 3	May 24
June	Jun 7	Jun 28
July	Jul 5	Jul 26
August	Aug 2	Aug 23
September	Sep 6	Sep 27
October	Oct 4	Oct 25
November	Nov 1	Nov 22
December*	Nov 25	Dec 13

Jan 2023 Jan 3 Jan 24

*Reminder: No new studies reviewed at December meeting (only renewals, amendments, or response to deferral)

Please note: We strictly adhere to deadlines.

New applications

Applications requiring full board review (e.g., new applications, deferral responses, PAAs, etc.) must be received in the REB inbox (i.e., already approved by the Department Head) prior to midnight on the deadline date to be considered for that month’s meeting.

If applicable, the initial review fee must be submitted prior to the application (see below for information on fees). Applications received after the midnight deadline or without fees will be deferred until the next month's meeting or until payment is received in full.

Please submit new applications at least 3 days prior to the deadline to allow for department head approval.

Submit minimal risk projects for delegated review at any time (no deadline or meeting dates).

Annual Renewals

Annual Renewals requiring full board review should be submitted by the deadline date for the applicable full board meeting for review prior to the expiry date.

Annual Renewals requiring expedited review should be submitted 2 weeks prior to expiry.

Questions? email reb@bccancer.bc.ca

Fees

BC Cancer Research Ethics Fees.2021.pdf

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 BC Cancer account into which the refund should be transferred or identification of the designate to whom the cheque is to be made payable.

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