Depending on the level of sensitivity of a survey, researchers may wish to include a withdrawal link for the participant. Try following the directions below in Qualtrics:

• Step 1: Create two surveys in Qualtrics. The first survey will include the full survey. The second survey should only contain a copy of the debriefing page (The participant will see this separate debriefing form if they select the withdrawal link).
• Step 2: Add a link within the full survey. In the full survey, select “Edit Survey.” You may then select “Look and Feel,” followed by “Advanced.”
• Step 3: You can now insert a sentence into the “Footer” box, which will serve as a link to the second survey with the withdrawal debriefing form. For example, “Click here if you would like to withdraw from the survey.” This sentence will serve as a link on the bottom of each page in the survey.
• Step 4: Using the “Edit” Function, turn the footer sentence into a hyperlink that will link to the separate debriefing page created in Step 1.

Every study that is approved by CUREB A or B receives an ethics clearance certificate that includes a set time period during which the study may be conducted. Before the expiry date, researchers must submit an Annual Status Report request to either renew their project or close it. Failure to do so will halt your project and affect your research funding.

You must submit an Annual Status Report request to close your study. This form must also be submitted once the study is complete. (You do not need to wait until your ethics clearance expires.) Find the Annual Renewal or Closure Form in our list of Forms and Templates.

According to the Tri-Council Policy: Incidental findings is a term that describes unanticipated discoveries made in the course of research but that are outside the scope of the research. Material incidental findings are findings that have been interpreted as having significant welfare implications for the participant, whether health-related, psychological or social. (p. 34)

Researchers are obligated to disclose any material incidental findings to participants. In some cases, incidental findings may be such that they prompt legal reporting obligations (e.g., law enforcement or child welfare agency). If you are unsure how to disclose incidental information to participants, or do not know if your findings need to be reported to the relevant authorities, please contact ethics@carleton.ca immediately.

Yes, you must contact the ethics@carleton.ca immediately if any unforeseen event occurs.

Any changes to an approval protocol must be reported to the Research Ethics Board. Changes vary, but may include:

• Title change
• Adding or changing research team members
• Recruiting participants from an additional source
• Moving in-person data collection online by using ZOOM or MS Teams
• Any other changes to your protocol

In all cases, you must submit a change to protocol/amendment request outlining the proposed changes, specifically:

• Outline the changes and include any attachments (e.g., revised versions of the research instrument, recruitment materials, or consent forms).
• Update the CUREB protocol form with all changes to the study methods.
• Submit the Change to Protocol form and all attachments in cuResearch.

In addition to securing human ethics clearance, you will also require clearance for research with animals and/or biohazards.

Please note that you can begin securing approval at the same time as you apply for your human ethics clearance. (Clearance will be conditional until your project has secured all necessary approvals).

Cleared projects receive a reference number that is used on the recruitment, informed consent, and debriefing forms, as well as any communication with the CUREB.

Yes, please search the Secretariat Policy Listings for “Responsible Conduct of Research“.

Honours, graduate students, and faculty are required to learn more about ethical principles by completing the TCPS2 CORE-2022 web-based tutorial designed by the Tri-Council Panel on research ethics.

Successful completion of the TCPS CORE – 2022 is now required of all researchers seeking ethics clearance from CUREB A or B. We request that all researchers complete this by September 1, 2022.  For those who have not yet completed the tutorial, get started now. 

Please complete the Security and Confidentiality Agreement (the Privacy Office form) with the Carleton University Privacy Office prior to starting your research when your research involves the use of personal data held by Carleton.

Personal data, or personal information, is defined as recorded information about an identifiable individual. This includes, but is not limited to, name, contact information, biometric information, demographic information, educational and employment information, financial information, health information, and opinions the individual has made.

Is the form needed when…

A student wishes to ask their department to send out a study recruitment notice to a departmental email distribution list on their behalf?

The form is not required.

A faculty member, instructor, or PI wishes to recruit current students in their class by directly emailing the class?

The form is only required if the email addresses will be used as part of the research.

The form is not required if the PI is simply sending a link to an anonymous survey.

A faculty member, instructor, or PI wishes to post a recruitment notice to their CULearn page to passively recruit students as participants?

The form is not required.

A faculty member, instructor, or PI wishes to post a recruitment notice to their CULearn page in a current class to help another researcher with recruitment?

The form is not required.

A faculty member, instructor, or PI wishes to recruit previous students by contacting them through their Carleton email addresses?

A form is not required. However, instructors need consent from prior students to contact them.

A researcher contacts the registrar’s office to obtain student grades?

Yes, a form is required.

A researcher contacts the Paul Menton Centre (PMC) to send a recruitment email to PMC clients on their behalf?

A form is not required. Please contact the PMC for permission. The PMC will need consent from clients to contact them for research purposes.

A Carleton researcher intends to recruit participants from other universities?

If the participants are not affiliated with Carleton University, our form may not be required.

Please contact the other university’s privacy office and REB to learn about their procedures.

If you have questions about the completion of this agreement or about best practices around privacy management for research, please contact the Carleton University Privacy Office at university_privacy_office@carleton.ca.