Human Research Ethics at the University of Manitoba

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The Ethics of Research Involving Humans Procedure was updated in January 2025. All researchers and members of their research team are now required to upload to their RAS profiles:

• The most recent version of the of the TCPS2: CORE-2022 (Course on Research Ethics). 
• A certificate from UM’s Privacy Training for Researchers OR a PHIA Training Certificate/Pledge. The Privacy Training for Researchers is accessed via UM Learn. For more information on this training please visit the Access and Privacy Office’s Website

All new ethics protocols submitted on or after September 2nd, 2025 must include this documentation. 

The following documents are often required for protocol submissions. Relevant guidance documents and templates are available in the links below as well as in the Guidelines and Templates section of the webpage. 

• Signed Oaths of Confidentiality
  • Principal Investigators, Co-Principal Investigators and Advisors do not need to sign an Oath of Confidentiality.
  • The research project title written in the oath must be consistent with the protocol title.
  • Oath of Confidentiality: UM Personnel Template
  • Oath of Confidentiality: Non-UM Personnel Template
• Recruitment Material
  • Guidelines for Participant Recruitment
• Consent Forms
  • Consent Form Template Fort Garry
• Data Collection Tools
  • Data Storage Guidelines for Research with Human Participants
  • Virtual Platforms Guidelines

REB approval applies to the ethical acceptability of the research and does not, in itself, constitute authorization for the research to proceed (TCPS 2, Article 6.3, Application).

As you prepare your protocol submission, you must consider whether other consultations or approvals are required before your research can begin. Consider seeking any other approval processes before submitting to the REB for ethics review. Please note that this is not an exhaustive list.

• Approvals from Indigenous communities or other organizations
• Data or Material Sharing/Transfer Agreements (Research Contracts Office)
• Research Agreements and Memorandum of Understanding (Research Contracts Office)
• Archival approval
• UM Information Security and Compliance (UM IST)
• UM Survey Review Committee
• Shared Health Research Impact Assessment
• Provincial Health Research Privacy Committee Review (PHRPC)

Overview: All submissions to the Office of Human Research Ethics undergo an initial administrative pre-review. This review ensures that the submission is ready for ethical review by the REB

Expected Timeline: Feedback from the Office of Human Research Ethics will be provided through the Research Administration System within one week.

Overview: Minimal risk studies are sent for delegated review.

Definition: Minimal risk is “research in which the probability and magnitude of possible harms implied by participation in the research is no greater that those encountered by participants in the aspects of their everyday life that relate to the research.”

Deadlines: There are no deadlines for minimal risk studies. Protocols will be received at any time. 

Expected Timeline: The initial review process by the Research Ethics Board is typically three to six weeks. 

Revisions are reviewed by the Chair only. If the application is inconsistent and unorganized, the review process may take longer to be completed. To avoid undue delay, please complete the ethics submission carefully and thoroughly.

Important: Revisions must be received by the Office within 6 months of when REB feedback was provided.

Protocols that have not been approved by the REB within 1 year of submission must be withdrawn.  

Please see the Delegated Review Timeline for further details.

Delegated Review Timeline (PDF) 

Overview: Full board REB meetings are scheduled once a month to review studies that are more than minimal risk. Protocols that are more than minimal risk are reviewed by the whole REB.

Definition: Minimal risk is “research in which the probability and magnitude of possible harms implied by participation in the research is no greater that those encountered by participants in the aspects of their everyday life that relate to the research.” 

Deadlines: Protocols must be received the Office by the initial deadline date. Please note, the REBs do not meet in July.

Please see the Full Board Meetings section for the schedule and submission deadlines.

Expected Timeline: The initial review process by the Research Ethics Board is typically three to six weeks. 

Revisions may be reviewed by the Chair only. If the application is inconsistent and unorganized, the review process may take longer to be completed.  To avoid undue delay, please complete the ethics submission carefully and thoroughly.

Important: Revisions must be received by the Office within 6 months of when REB feedback was provided.

Protocols that have not been approved by the REB within 1 year of submission must be withdrawn.  

Please see the Full Review Timeline for further details.

Full Review Timeline (PDF)

Overview: Certain protocols may be reviewed by the REB Chair only. This includes:

• Protocols that have been approved by the REB at another Canadian University 
• Secondary Use protocols. "Secondary use refers to the use in research of information or human biological materials originally collected for a purpose other than the current research purpose" (TCPS 2, Article 2.4). 

Deadlines: There are no deadlines for Chair reviews. Protocols will be received at any time. 

Expected Timeline: Chair review is typically one week. 

Revisions are reviewed by the Chair only. If the application is inconsistent and unorganized, the review process may take longer to be completed. To avoid undue delay, please complete the ethics submission carefully and thoroughly.

Important: Revisions must be received by the Office within 6 months of when REB feedback was provided.

Protocols that have not been approved by the REB within 1 year of submission must be withdrawn. 

The UM faculty member must submit the following documents to the REB through the online Research Administration System on behalf of the external PI:

• REB approval certificate from the home institution
• Ethics protocol submission form from the home institution
• Amendment submissions and approvals (if applicable) from the home institution
• All participant facing documents

Researchers from outside of the University of Manitoba may wish to recruit UM faculty, staff, students or alumni for the purpose of data collection. If UM will actively aid in the recruitment process this requires approval from the UM REB. 

The external research team must submit the following documents by email to humanethics@umanitoba.ca for REB review:

• REB approval certificate from the home institution
• Ethics protocol submission form from the home institution
• Amendment submissions and approvals (if applicable) from the home institution
• All participant facing documents

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

Amendments that are administrative in nature will undergo an administrative review and can be approved by Office staff. Where the proposed changes involve ethical considerations or ethical and administrative considerations, amendments will be sent to the Chair for review and approval. If there is any uncertainty about the nature of the amendment, it will be sent to the Chair for determination.  

Expected Timeline: Feedback is typically available within one week.

Overview:  All team members who will interact with participants and/or have access to raw data, including individual level data, be it anonymous, anonymized, coded or identifiable 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. 

Expected Timeline: Feedback is typically available within one week.

Overview: Protocols are approved for one year only. The TCPS 2, Article 6.14, requires that researchers provide, at minimum, an annual status report to the REB for multi-year research projects. At the Fort Garry campus, annual reports are submitted as 'Renewal Requests' in RAS.  

Where there are no ethical implications to continuing the research, Renewal Requests may be processed administratively by the Office staff. Where an ongoing nature of a study may result in changes in ethical acceptability, the Chair or REB must review the Renewal Request. Renewal Requests must contain sufficient details to allow the REB to make an informed judgement about the continued acceptability of the research.  

Renewals must be submitted within the 30 days prior to the protocol's expiry date. It is recommended to submit at least two weeks prior to the expiry date should additional information be required. 

Overview: According to the TCPS 2, Article 6.14, the REB must have continuing research ethics review throughout the life of the project. REB oversight is required until all communication with participants is complete (i.e., recruitment, data collection, follow up, summary of findings etc.). If you will be in contact with participants again, 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'. At the Fort Garry campus an end-of study report is submitted as a Protocol Closure in RAS. 

If you are leaving the university (ex., moving to another institution, retiring or have completed your academic studies), you must submit a Protocol Closure before you leave.

Where there are no ethical implications, Protocol Closures may be processed administratively by the Office. Where the nature of the study or information provided in the Protocol Closure may have ethical implications, the Chair or REB must review the Protocol Closure.  Protocol Closures must contain sufficient details to allow the REB to make an informed judgement about the submission.

Overview: 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

Considerable preparation is required before submitting your ethics protocol for approval. The Starter guide provides information to help you get started.

Starter Guide (PDF) - Revised May 2025

The purpose of the companion guides is to clarify questions that appear in the Research Administration System ethics protocol form and to provide additional tips in completing your protocol. 

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

Creating a Follow On Submission in RAS - A Companion Guide (PDF) - Revised May 2025

Administrative Research Guidelines (PDF) - May 2015

Advisor and Supervisor Guidelines (PDF) - August 2024

Age Demographic Questions Guidelines (PDF) - April 2024

Conducting Research in Schools Guidelines (PDF) - May 2019

Creating Consent Forms Guidelines (PDF) - December 2024

Data Storage Guidelines for Research with Human Participants (PDF) - August 2024

Demographic Questions Guidelines (PDF) - September 2022

Incentives Guidelines (PDF) - January 2025

Indigenous Research Guidance Document (PDF) - August 2024

New Protocol vs Amendment (PDF) - October 2024

Observational Research Guidelines (PDF) - November 2024

Participant Recruitment Guidelines (PDF) -  Revised April 2025

Practitioner-Research Guidelines (PDF) - May 2015

Recruitment for Future Studies Guidelines (PDF) - November 2024

SoTL Guidelines (PDF) - Revised May 2025

Virtual Platforms Guidelines (PDF) - September 2022

Consent Form Template - NON SURVEY (Word Doc) - Revised May 2025

Consent Form Template - SURVEY (Word Doc) - Revised May 2025

Consent Form Template - Permission to Contact for Future Studies (PDF) - December 2024

Oath of Confidentiality (PDF)

Determinations on whether you require REB approval must be made by an REB Chair. To inquire about your proposed study, please send the following information to humanethics@umanitoba.ca:

• Purpose of the data collection
• Research method to be used
• Who will be recruited 
• Recruitment methods
• Data collection tool(s) to be used (survey questionnaire, interview guide, etc.)

You will receive an email response once a determination has been made. 

Information on how to get started with your ethics submission can be found on this webpage. Refer to the following helpful guidelines and templates:

• The Starter Guide provides a comprehensive list of what you will need to think about when planning your research.

• The Companion Guide provides tips on how to answer questions in the ethics protocol.

• The Participant Recruitment Guidelines has a list of required information for recruitment materials.

• The Consent Form Templates have been updated. Review them prior to submitting your protocol to ensure that all mandatory statements are included.

Determinations on whether UM ethics approval is required must be made by an REB Chair. To inquire about your proposed study, please send the following information to humanethics@umanitoba.ca:

• The roles of each UM team member (e.g., PI, Co-PI, Co-I, etc.).
• An indication of which UM team members will interact with research participants (if any).
• An indication of which UM team members will see any line-level/individual data (as opposed to aggregate data). 
• The UM resources be used, including recruiting UM students, staff and/or faculty, use of equipment and use of facilities. 
• If the study has been approved by a Canadian REB, note the REB that provided the approval. 

Determinations on whether a protocol will require a full board review are provided once the protocol is submitted to our office. If you are unsure on whether your study is more than minimal risk, submit it by the REB deadline. Researchers are encouraged to submit their protocol well in advance of the REB deadline.

The Office of Human Research Ethics cannot provide this type of advice. Questions on study design must be addressed by your Advisor. 

The Office of Human Research Ethics cannot provide this type of advice. You must consult with your Advisor for guidance before submitting to the REB. 

0.00 Glossary Of Terms (PDF)

1.01 Authority and Purpose (PDF)

1.02 Research Requiring REB Review (PDF)

1.03 Training and Education (PDF)

1.04A Conflicts of Interest - REB Members and Office of Human Research Ethics Personnel (PDF)

1.04B Conflicts of Interest - Researchers (PDF)

1.04C Conflicts of Interest - Organizations (PDF)

1.05 Signatory Authority (PDF)

1.06 Use and Disclosure of Personal Information (PDF)

2.01 Composition of the REB (PDF)

2.02 Management of REB Membership (PDF)

2.03 Duties of REB Chairs (PDF)

2.04 Duties of REB Members (PDF)

2.05 OHRE Staff as REB Members (PDF)

3.01 REB Submission Requirements and Administrative Review (PDF)

3.02 REB Meetings (PDF)

4.01 Delegated Review (PDF)

4.02 REB Review Decisions (PDF)

4.03 Initial Criteria for REB Approval (PDF)

4.04 Ongoing REB Review Activities (PDF)

4.05 Continuing Review (PDF)

4.06 Research Completion (PDF)

4.07 Management of Migrated Protocols (PDF)

4.08 Suspension or Termination of REB Approval (PDF)

5.01 REB Review During Publicly Declared Emergencies (PDF)

6.01 Communication with Researchers (PDF)

6.02 Communication with Research Participants (PDF)

7.01 Informed Consent Form Requirements and Documentation (PDF)

8.01 Researcher Qualifications and Responsibilities (PDF)

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