Submit an Ethics Application

NOTICE:  Island Health Research Ethics and Compliance Office has moved. Please see our revised contact information with effect from 01 Aug 2017.

Welcome to the Research Services Portal for online submission of research ethics approval, operational review, and continuing review forms. Please refer to the videos, FAQs, and help documents on the right hand side of this page. If you have questions about using the Portal, please consult these materials before contacting us.

When you are ready to begin your submission, log in to the Research Services Portal


Our goal is to review and respond within 3 weeks of receiving a completed application. We aim to provide the researcher with full approval in that response. The timeline may therefore be extended if other approvals are required, such as:

Please contact the Ethics office as soon as possible to begin these requirements so that your submission can be processed quickly.

Requirements for Submission 

This Checklist Prior to Submission (.doc) describes all required documents and standards for every ethics application, including important information on what will be required by the Research Ethics Board (REB). Prior to uploading your documents to the Portal, please ensure that you have followed the checklist. 

If the documents submitted with your application are incomplete or do not meet the standards in the checklist, our office will contact you to let you know that changes are required before we can accept your application for review.

UBC Family Practice Resident, Dietetic Intern, Pharmacy Resident and Summer Medical Student Research Projects

In order to streamline the process of ethical review and approval, UBC Family Practice Resident Research, UBC Dietetic Interns, UBC Pharmacy Residents and UBC Summer Medical Students Research Projects need to apply ONLY to Island Health for their projects. Refer to this UBC Guidance Note (PDF) for more information.

Please submit your application to Island Health Research Ethics through the Portal and ensure you notify UBC in accordance with the UBC guidance document.

Annual Renewal

Ongoing studies must be reviewed at least annually to ensure they continue to be conducted as described in the initial approval.  The annual renewal process can be completed within the Research Services Portal and must be 'submitted' by the Principal Investigator. 

The Principal Investigator or other identified study main contact will receive a reminder approximately six (6) weeks in advance of the expiry of the study through the Research Services Portal.

If the study is not renewed prior to the expiry of the current Research Ethics approval, it will be considered as lapsed and you will be unable to conduct research activities until such time as the renewal is in place.  In addition, the lapse will be reported to the department head(s) where the research is taking place and not further funds will be released.  We may also be required to notify the funding agency, study sponsor, and/or regulatory authorities of the lapse of approval.

Notification of Study Closure

The Principal Investigator is required to notify the REB when the study is ready to be closed (i.e. when there are no active study activities with participants, and the study can be archived for the requisite period of time indicated in the application).  Please submit the Study Closure form in the Research Services Portal.