Renewing a Study

All approved research must be reviewed by HREBA on an annual basis, (at minimum) in order to determine whether approval of the research should be continued or withdrawn.  Annual review of the study will occur until all data has been collected, all contact with research participants has concluded, and the closure of the research has been acknowledged by HREBA.

 

Renewal by Full Board Review

If the study has not yet accrued any participants, is currently accruing participants or the participants are currently receiving the study intervention, your annual renewal must be reviewed at a Full Board meeting.

Always keep the HREBA – CC meeting dates in mind, as the annual renewal must be reviewed at a committee meeting before its expiry date.  If you miss the last committee meeting prior to the study expiry date, it will result in a lapse of ethics approval.

For studies that are currently in paper format, annual renewal applications must be received at the HREBA office in hard copy 30 days before the study expiry date, using the Annual Renewal Form.

For studies that use the IRISS electronic platform, annual renewal applications must be completed using the IRISS system within 30 days of the study expiry date.

 

Renewal by Delegated Review

If the research is closed to accrual and participants are no longer receiving the study intervention, the study is in follow-up/data analysis, or if the study was initially approved by delegated review, it is possible that the renewal can be reviewed by delegated procedures (i.e. it may not be required to be reviewed at a Full Board meeting).

 

Annual Renewal Dating

The process for determining approval and expiry dates (paper and electronic) is outlined below:

Review Type Effective Date Expiry Date
Full Committee Date of the meeting the Committee approved the renewal A maximum of one year from the approval date

(ex. 01 June 2016 to 31 May 2017)

Delegated Date the Chair or Vice-Chair approved the renewal A maximum of one year from the approval date

(ex. 01 June 2016 to 31 May 2017)

 

PDF Document: 405 Guidance for Renewing a Study