APPENDIX 1 : APPLICATION TO CONDUCT RESEARCH



-366395-23749000APPENDIX 1: APPLICATION TO CONDUCT RESEARCHBACKGROUNDResearch Ethics The Vanier College Research Ethics Board (REB) is an independent entity that uses the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans?(TCPS2) to guide decision-making about research ethics. The TCPS2 outlines key considerations for ensuring that research is conducted ethically:Avoidance of harm: Research participants should not be harmed by their participation, and any potential risks must be minimized and communicated clearlyConfidentiality: Participants must be able to trust that private information will not be shared in a way that could identify them Voluntary participation: Participants must be able to freely choose to participate or to opt out, without worrying about penalties for not participatingInformed consent: Participants must be aware of what their participation entails, including any possible risksWhat is “research” for the purpose of the Research Ethics Board?For the purposes of this document, “research” refers to the collection of quantitative or qualitative data for the purposes of a study that may at some point be published or presented publicly and/or that may be used as part of an academic assignment submitted at another institution (for example, the PERFORMA MTP). Initiatives undertaken at Vanier strictly for internal quality improvement purposes – for example, looking at course success rates for the purpose of evaluating or proposing changes to the structure of a program – are not considered to be “research” unless the findings will be published outside of Vanier.A research project involving human participants must undergo Research Ethics Board review if it falls into at least one of the following categories:It recruits members of the Vanier community (students, teachers, or staff) as participantsIt is conducted by researchers based at Vanier, whether or not the participants are members of the Vanier communityIt uses data that is accessible within the college but not normally available to the publicResearch carried out by students as part of course activities typically does not require a review by the board, but is covered by guidelines for teachers, and is under the ethical supervision of the course teacher. In such cases, the teacher must approve the research and is responsible for ensuring that it is carried out according to ethical standards. More information is available at the following link: . For any projects where it is unclear whether REB review is necessary, the final decision about whether to review it lies with the REB. Projects that should be reviewed by the REB but proceed without seeking such approval will be cancelled, meaning that any data collected must be destroyed and no research publication or presentation can be made based on that data.Institutional suitability“Institutional suitability” refers to the evaluation of the feasibility and appropriateness of a project, given the human and material resources available at the college, as well as the institution’s policies and priorities.Vanier students are highly solicited as research subjects. For that reason, researchers are not allowed to recruit participants via mass email or MIO. In some cases, at the discretion of the Research Officer and the Research Ethics Board, researchers can be allowed to ask individual teachers to circulate information to their students via email or MIO.Instead of recruiting via mass email, researchers are welcome to create recruitment posters to be put up around campus, or to ask individual teachers if they may make a short announcement at the beginning of class. In such cases, the poster and/or the text of the announcement must be included as appendices to this application.Any research survey that will be completed in class must have the permission of the class instructor and must not take more than twenty minutes of class time, unless the survey has direct pedagogical relevance to the class. Surveys longer than twenty minutes must take place outside of class times.Research projects will not normally have access to the Omnivox system to conduct surveys and researchers are encouraged to find other platforms instead. Exceptions may be made in cases where the projects have direct institutional and/or pedagogical relevance to Vanier.If you will be requesting data from the college, you are strongly encouraged to consult first with the Research Analyst in order to discuss the feasibility of obtaining the data.Research Ethics Board ProcessWhen you submit an application to Vanier’s REB, it will be first reviewed by a Research Officer in the Pedagogical Support and Innovation (PSI) office for completeness, suitability, and compliance with Vanier’s regulations around research. Projects with multiple writing errors that make the proposal difficult to understand may be sent back to the researcher for revision. Once the application has gone through this initial review (and, if applicable, once any requested changes have been made), it proceeds to the Research Ethics Board.Depending on the risk level of the study, the REB Chair will decide whether the application will under go a full review or an expedited review. In the case of an expedited review, the REB makes every effort to complete the first examination of the project within two weeks. In the case of a full review, which must be done at a meeting of the REB, the process can take several weeks. The REB Chair then communicates with the researcher to request any necessary changes. Approval will be given once the project is seen to meet the ethical criteria outlined above. Recruitment and data collection cannot begin until REB certification is received.Once REB approval has been obtained, the ethics certificate will be issued and is valid for one year. If data collection is ongoing at the end of that year, a renewal of the certificate must be requested. Once a research project is complete, a final report or summary of results should be sent to the REB.Contact informationIf you have any questions about whether your project requires ethics review, how to prepare your application, or the feasibility of your proposed research, please contact Angela Vavassis, Pedagogical Counsellor – Innovation, at vavassia@vanier.college or by phone at 514-744-7500 ext. 7655.VANIER COLLEGE RESEARCH ETHICS BOARD APPLICATION FORMInstructionsPlease complete the form below in its entirety. Be sure to include as much information as you can about your research protocol. Write in the active voice where possible, in order to avoid ambiguity about who is responsible for carrying out each step. If your application to conduct research is part of a larger research project, please attach the overall proposal to this application as well. Please note, however, that the larger proposal does not replace this application form and that all applicants are expected to fully complete this form.If you have any questions about how to prepare your application or about the feasibility of your proposed research, please contact Angela Vavassis, Pedagogical Counsellor – Innovation, at vavassia@vanier.college or by phone at 514-744-7500 ext. 7655.Once your application is complete, please submit it electronically to Angela Vavassis at vavassia@vanier.college. Research project titlePerson(s) responsible for the projectNameOrganization/DepartmentEmailPhoneDescription of the research Please provide a brief abstract of the research project (approximately 300 words).Research sampleBriefly describe the research sample: number of participants, type of participants (students, faculty, staff), and any other characteristics that will be used to determine the sample.Methods of recruiting participantsCheck all that apply and include any relevant details in the “Comments” box below. Note that sample text for all recruitment materials, such as posters or in-class announcements, must be included as appendices to this application.Posters ?Flyers ?In-class announcements ?Information table ?Targeted emails ?Other (explain) ?Comments:Research methodsCheck all that apply and explain your choice of research methods and how they will be carried out in the “Comments” box below. Surveys ?Focus groups ?Interviews ?Secondary use of data (academic records, demographic data, etc.) ?Other (explain) ?Comments: Methods for obtaining informed consentBriefly describe the methods for obtaining informed consent from all participants. Treatment of participants in the course of the studyWhat will participants be required to do?How much time will their participation take?Will research activities take place during class time?Will access to data not provided directly by the participants be required? (For example, student grades obtained from their teacher or from LEA, staff info obtained from the college, etc.)ConfidentialityThere are two main levels to confidentiality: first is whether the researcher is able to identify or potentially identify the participants, and second is whether any potentially identifying information is provided in any publication or presentation of final research results. Please indicate the level of confidentiality or anonymity that will be offered to participants. If multiple options apply, please select all relevant options. In the “Comments” section below, provide a justification, as well as an explanation of how this level of confidentiality will be explained and maintained. Anonymous ?The researcher has no possibility of identifying any of the dataConfidential ?The researcher has access to some identifiable information but no identifiable information will be used in reports or publications.Anonymized to the researcher ?A third party removes any identifying information from the raw data before the researcher receives the dataCoded ?A system of coding is created so that multiple instances of participation can be linked to each other, but not to the identity of the participant (such cases can be anonymous or confidential depending on the research protocol)Non-anonymous ?Identifiable or potentially identifiable information is included in the presentation or publication of the dataOther ?Please explain:Comments:Data storage and managementHow will hard and digital data be securely stored and managed? Who will have access to it?For how many years will data be stored before being destroyed? (Currently, the standard for published or funded research is to store data for seven years.)Comments:Disclosure of intended deceptionIf your study involves any intended deception, provide an explanation and justification.Assessment of possible risks to participantsDescribe any possible risks to the participants as well as the ways risk is reduced or managed, and any support mechanisms offered around sensitive topics.Conflict of interestIf anyone on the research team is a faculty member seeking to recruit their own students, or if there are any other perceived, potential, or actual conflicts of interest involving research team members, please explain how the conflict of interest will be managed, eliminated, or mitigated.Post-study debriefingBriefly describe how participants will be informed of the study outcomes. In the case of a teacher doing research in your own classes, posting a summary of results to the course LEA or sending a MIO to all students fulfills this requirement.NotesIf there is any other information you would like the Research Ethics Board to know about your project, please include it here.AppendicesPlease include copies of any of the following documents that apply to your project.IncludedNot applicableA copy of the research proposal associated with this application??A copy of the ethics approval certificate from your home institution (if you are not a Vanier researcher) ??A copy of the participant consent form (see below for a template)??Copies of all recruitment and publicity materials??A copy of the research instrument(s), including any question(s) and/or questionnaire(s) to be administered to participants??NB: Parts of this Research Ethics Board application document have been adapted with permission from the form created by Daniel Tesolin for Dawson College.CONSENT FORM TEMPLATEReplace the instructions in the form below with the information requested. You are welcome to use a different structure for the consent form, but it must still include all of the information requested in this template.This information must be provided in clear and easily understood wording and format. Keep in mind that many Vanier students come from academic environments where the primary language was not English. Avoid professional jargon and complex explanations. Information may be clearer in point form. Please note that for online surveys where participants provide no identifying information, a paper consent form may not be necessary; submitting the survey can be considered consent. Sample language to use in such cases is included as part of the statement of consent at the end of the form.Title of the ResearchThe research consent form should include the exact title of the research protocol (i.e., the title under which the research was approved and funded). Researcher(s)The name(s), degree(s), department (and affiliation, if other than the institution where the research is being conducted), and contact telephone number(s) of all researchers should appear immediately below the title of the research project.It is imperative that the contact person (usually the principal researcher) be explicitly identified and an invitation offered to the prospective research participant to call with any questions. Time of availability should be clearly indicated (e.g., Monday to Friday, 9:00 to 5:00).Sponsor(s)The name of the company(ies) and/or the granting agency(ies) that is (are) sponsoring the research must appear on the form. Description of the ResearchThe general goals of the research must be explained.A step-by-step description of the research as it will be experienced by the research participant must be provided. The prospective research participant must easily understand how they will be involved in the research (e.g., completion of a questionnaire, testing of equipment, testing of a new teaching method). In providing this description it is important to explain:Whether any specific conditions need to be met or testing is required to determine eligibility for research participation (e.g., age group, gender, psychological testing)Whether the research design involves specific research techniques such as randomization, sequential assignment, blinding, or placebo controlApproximately how much participant time will be required.participant grades or other information from their educational record will be accessed.Whether research participation will result in missed school or workWhether future use of the research data (e.g., subsequent use of photographs, videos, sound recordings) is or is not anticipated. If future use of the data is anticipated, this must be explained and the prospective participant must be assured that the data will be maintained in a manner that ensures confidentiality. If future use of the data is not anticipated, the participant should be told that the data will be destroyed once the research is complete (the usual time from for destroying original data is now 7 years for most research institutions and granting agencies). Potential HarmsPotential harms and potential benefits of research must be described separately from one another. Moreover, to further the goal of voluntariness, potential harms must be listed prior to potential benefits.If there are no known or anticipated harms associated with the proposed research, this should be stated explicitly. If there are known potential harms to the research participant, these should be described as accurately as possible. This description should include relevant information about the nature of the potential harm(s) (how serious is the potential harm?), and the probability of occurrence (how likely is it that the potential harm will occur?). As well, information concerning the possibility of reversibility should be included along with a description of any precautions that will be taken to minimize the probability of occurrence. In either case, there should be a statement acknowledging the possibility of unforeseen harms. Suggested Wording"There are no known harms associated with your participation in this research.”Potential BenefitsIf there are no potential benefits to the prospective research participant, this must be stated explicitly. If there are potential benefits to the participant, these should be described as accurately as possible. This description should include relevant information about the nature of the potential benefit(s) (how important are these benefits?) and the probability of occurrence (how likely is it that the potential benefits will occur?). Any compensation provided for participation must be explained here.In research projects where there may be anticipated benefits to society or to a specific group within society (e.g., students in a future version of a course), these potential benefits must be explained in a separate paragraph so as not to confuse potential benefits to others with potential benefits to the research participant.Suggested Wording"There are no known benefits to you associated with your participation in this research.""You will not benefit directly from participation in this research."ConfidentialityIt is important for the prospective research participant to know who will have access to the research data and how such data will be stored. Usually, it is possible to assure the prospective research participant that confidentiality will be respected and that no information that discloses the participant's identity will be released or published. Explain how anonymity or confidentiality will be assured.If there is any possibility that participants may be asked to allow for identifying information to be released or published, this possibility should be indicated and explained on the form. In rare instances it will not be possible to ensure confidentiality: for example, if there is a risk of disclosure of violent behaviour that the researcher will be obligated to report. When this is the case, the prospective research participant must be made aware of this limitation.Suggested Wording"Confidentiality will be respected. No information that discloses your identity will be released or published [without your specific consent]." (Note that the wording in square brackets should only be included in cases where the researcher may want to ask participants’ permission to disclose identifying information.)Or“This research is entirely anonymous. The researcher will not have any access to identifying information about you and will not be able to identify you in any published work that arises from this project.”ParticipationThe prospective research participant must be told very explicitly that they have the right to refuse to participate in the proposed research and, moreover, that a decision to participate in the research is not binding. It is important to make it clear that participant withdrawal may be made at any time without negative consequences. It is equally important to advise participants that withdrawal of their participation does not necessarily include withdrawal of any data compiled up to that point. If withdrawal from the research is possible (e.g., stopping a survey in the middle, declining to participate in later phases, etc.), participants must be informed about how they may withdraw.This section should include an offer to share the research findings with the participant upon completion of the research, and how that would be done.Suggested Wording"Participation in research must be voluntary. Your choice of whether or not to participate will have no impact on the education you receive or on your grades. If you choose to participate and later decide to change your mind, you can say no and stop your participation in the research at any time. Again, there will be no impact on your education or your grades."ConsentThis section should provide a brief (one paragraph) summary of the research stating that the potential harms, benefits, and alternatives have been explained. There should be a statement to the effect that the prospective research participant:Has read and understood the relevant informationUnderstands that she or he may ask questions in the futureIndicates free consent to research participation by signing the research consent formSuggested WordingStatement of Consent I certify that I have read the above information, understand the risks, benefits, responsibilities and conditions of participation as outlined in this document, and freely consent to participate in the ______ project.Name: Signature: Date: Note: For anonymous surveys being conducted on paper or electronically, names and signatures will usually not be required. Instead, following provision of all the above information, the statement of consent can read as follows: By [submitting]/[clicking to continue or submit] this survey, I certify that I have read the above information, understand the risks, benefits, responsibilities and conditions of participation as outlined in this document, and freely consent to participate in the ______ project.Consent with a GuardianParental consent is usually not required for minors (those under 18 years of age when the research is deemed to be low-risk. The Vanier REB will determine whether or not parental consent is required for minor participants. The researcher will be advised as to whether parental consent is required or may be waived. When consent must be provided by a substitute decision-maker, there should be a record of the prospective research participant's assent to research participation, provided the prospective participant is capable of assent (e.g., this is possible for older children). Suggested WordingStatement of Assent I certify that I have read the above information, understand the risks, benefits, responsibilities and conditions of participation as outlined in this document, and agree to participate in the ______ project.Name: Signature: Date: Statement of Parental/Guardian Consent (for participants under the age of 18 years)I certify that I am the legal parent or guardian for _____________________________ (Name) born _______________________________ (Date of Birth).I certify that I have read the above information, understand the risks, benefits, responsibilities and conditions of participation as outlined in this document, and freely consent to _____(Name)___ ‘s participation in the ______ project.Parental/Guardian Name: Parental/Guardian Signature: Date:NB. This template was based on a sample consent form template developed by the National Council on Ethics in Human Research ................
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