Fee structure | Frequently asked questions | Contact
The University of Waterloo is committed to maintaining the highest standards in research. To support the administration and oversight of the research ethics review, a fee structure has been established for industry and for-profit sponsored research projects. The fee is charged regardless of whether the project is investigator-initiated or sponsor-initiated. This fee structure aligns with practices at peer institutions across Canada.
Fees do not apply for studies that are:
- funded by public, charitable, or not-for-profit organizations (e.g., NSERC, CIHR, NIH).
- funded by internal Waterloo grants.
- unfunded studies, such as those for student thesis work.
Principal investigators are responsible for communicating the research ethics review fee to sponsors and industry partners and incorporating these fees into their research budget.
Fee structure
As of May 1, 2025, the fees will apply.
The fee is a one-time, non-refundable charge applied regardless of the review outcome. Ethical clearance of a study may be withheld until the review fee is paid in full.
In certain cases, the fee may be waived or reduced. Requests for waivers or reductions can be sent to the Associate Vice-President, Research Oversight & Analysis (i2millig@uwaterloo.ca) with a summary of the project and a detailed reason as to why the sponsor is unable to pay this fee.
If the total budget of the project is $25,000 or less, the review fee is $500 including amendments. It is expected that projects of this size do not exceed one year.
| Fee type | Fee | Notes |
|---|---|---|
| Initial review | $3,500 per submission | Charged for the initial review of the research ethics application. |
| All amendments + annual renewal + closure report | $500 for each year of the project | Covers reviews for all amendments plus annual renewal(s) and closure report. |
| Length of project | Fee | Total fee |
|---|---|---|
| 1-year project | $3,500 | $3,500 |
| 2-year project | $3,500 + $500 | $4,000 |
| 3-year project | $3,500 + $500 + $500 | $4,500 |
| 4-year project | $3,500 + $500 + $500 + $500 | $5,000 |
Billing and payment process
- To streamline the process, contract reviewers in the Office of Research will include the fee in the agreement with a sponsor or industry partner.
Frequently asked questions
Question: Are these fees common in Canada?
Answer: Yes. Many leading Canadian universities, including most U15 institutions, charge similar fees for research ethics reviews.
Question: What if my sponsor refuses to pay the fee?
Answer: Researchers are responsible for informing their sponsors about the fee. Ethical clearance of a study may be withheld until the review is paid in full.
Question: I am in currently working through the details of a contract with an industry partner. Will the fee apply to this contract?
Answer: No. The fee will be applied to all new contracts effective May 1, 2025.
Question: Does the review fee apply to matching funds from industry for a NSERC Alliance grant?
Answer: : If you are currently working on and/or in the process of submitting a NSERC Alliance grant, the fee does not apply.
Question: Does the review fee apply to MITACS fellowships or internships or MITACS Accelerate?
Answer: The fee does not apply to MITACS programs.
Contact
For more information, contact:
Ian Milligan
Associate Vice-President, Research Oversight & Analysis
i2millig@uwaterloo.ca
Updated March 5, 2025