Information for

Researchers must ensure continuation of their ethics clearance by submitting an Annual Renewal Report - Form 105 (PDF). This is a fillable PDF form. Sign and send a paper copy to the Office of Research Ethics in East Campus 5, third floor.

Ethics clearance is valid for 12 months from the ethics clearance date.

Applications may remain active for as long as the study is in progress as long as you submit your annual continuing review reports in a timely fashion and in the absence of factors which may alter the risk level (e.g., significant adverse events and major cumulative modifications and protocol deviations).

Failure to complete and return the Annual Renewal Report may result in suspension of ethics clearance.

If you receive a suspension notice no further contact with participants is permitted unless there is a risk to participant safety.

Renewal reports not received within 60 days of the start of the suspension period may result in the study being closed.

Continuation of research where the file has been closed will require submission of a new application.
Researchers may be required to close a study and submit a new application when the research has been modified substantially and no longer corresponds to the original application.  

Greater than minimal risk research may require the submission of renewal reports at intervals less than 12 months as deemed appropriate by one of the Research Ethics Committees.

You may also use the Form 105  to tell us when all contact with participants has completed. Only at this time will your ethics file be closed.

Waterloo ethics process
pre submission and training
q and a
application process
review committess
report problems
close a study
need help?