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St. Joseph's Care Group

Research Services

Research Ethics Board (REB)

Welcome to the online support for the research ethics application process at St. Joseph's Care Group (SJCG). Here you will find information and resources to help you prepare and submit your application.

The Research Ethics Board (REB) at SJCG follows the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans - TCPS 2 (2022), other commonly accepted standards, and the Mission, Vision and Core Values of SJCG. No intervention or interaction with human participants (i.e., clients or staff at SJCG) or their records may begin until the REB has reviewed and approved your research application.

Helpful Documents

These documents provide helpful information as you begin the process of applying to the REB at SJCG.

Document Downloadable Versions
Research Ethics Board Members
List of members
PDF Adobe Acrobat Version
Is it Research? Or is it Program Evaluation?
The REB at SJCG does not review program evaluation or quality improvement projects. This document is intended to help identify whether an activity is research or program evaluation/quality improvement, and thus whether REB review is required.
PDF Adobe Acrobat Version
Guidelines for Researchers
Information on completing the initial REB application and continuing ethics review documents.
PDF Adobe Acrobat Version
Standard Operating Procedures
These are the Standard Operating Procedures that the REB uses to direct routine operations.
Terms of Reference
The Terms of Reference outline the purpose and structure of the REB.
PDF Adobe Acrobat Version

Attention Lakehead University and NOSM U Researchers

A new research ethics Agreement between Lakehead University and St. Joseph's Care Group (SJCG) has recently been established. The agreement reduces the duplication of work for researchers at Lakehead University and NOSM U looking to use the resources of SJCG and will help to avoid duplicate processes including duplicate applications and duplicate Research Ethics Board (REB) reviews. The collaboration illustrates the growing bond between our two institutions, especially pertaining to research.

For Lakehead University / NOSM U researchers looking to access data, staff, patients, facilities, and equipment at SJCG, please complete the Lakehead/SJCG Project Intake Form and submit it to either institution. From there you'll be directed to the SJCG REB application form. Lakehead University's REB will accept the approval of the SJCG REB.

Submission Process

You are encouraged to contact the Manager, Research Services at (807) 346-3697 or for guidance and clarification when completing your REB application.

Using the “REB Forms” (see below), please submit your complete REB application package to For the required signature(s), please print, sign, and scan the relevant page(s).

A complete application package must include the following:

* The Principal Investigator is responsible for di

  • SJCG REB Application signed by the Principal Investigator
  • Organizational Impact Form signed by the relevant SJCG manager(s)/director(s) - more than one form may be necessary*
  • Declaration of Conflict of Interest signed by the co-investigator(s)
  • Study Protocol
  • Study Budget
  • TCPS 2: CORE-2022 (Course on Research Ethics) Certificates for the Principal Investigator and all co-investigators

scussing the study with the appropriate manager/director at SJCG to ensure they have support for their research. For example, this may include figuring out with the manager/director how to recruit participants or how to access health records. The supports must be outlined on the Organizational Impact Form which is then signed by the manager/director and submitted to the REB as part of the application package.

The following documents may also be necessary depending on your study:

  • Information Letter
  • Consent Form
  • Supplementary Materials (e.g., questionnaires, assessment tools, advertisements for recruitment, data collection forms, interview guide, recruitment script)

Please do NOT submit:

  • Publications from academic journals
  • Approval letters from other REBs

The REB cannot review incomplete applications so please include all required documents and signatures in your submission.

Review Process

Upon submission, applications are screened for delegated or full-board review. The Principal Investigator will be contacted by the Manager, Research Services with details about the review path.

Delegated Review
  • This process is reserved for minimal risk studies. Delegated reviews are conducted by a sub-committee of the REB outside the regularly convened meetings.
Full Board Review
  • Studies that are greater than minimal risk are reviewed by the full REB. The Principal Investigator is required to attend the meeting to present the study and respond to feedback from the REB.

Meeting Dates for Full Board Review

The REB is scheduled to meet the first Monday of each month at 12:30 EST. Applications must be received at least 3 weeks prior to the REB meeting date. Upcoming REB submission deadlines and meeting dates are:

Submission Deadline Meeting Date
November 13, 2023 December 4, 2023
December 15, 2023 January 8, 2024
January 12, 2024 February 5, 2024
February 9, 2024 March 4, 2024
March 8, 2024 April 1, 2024
April 12, 2024 May 6, 2024
May 10, 2024 June 3, 2024
August 16, 2024 September 9, 2024
September 13, 2024 October 7, 2024
October 11, 2024 November 4, 2024
November 8, 2024 December 2, 2024

REB Forms

If you have any questions when completing these forms, please contact the Manager, Research Services at (807) 346-3697 or

Initial Application Forms
Forms Downloadable Versions Required
Use for initial ethics review of a study. Even though the application may contain information already in your study protocol, please ensure that you answer each question in the application fully.
DOCX 2016 Microsoft Word Version 2016 Yes
Organizational Impact
Completed by the Researcher and signed by the appropriate SJCG Manager/Director to acknowledge support for the resources required to complete the study.
DOCX 2016 Microsoft Word Version 2016 Yes
Declaration of Conflict of Interest
The Principal Investigator completes Section N of the Application. Each additional study investigator is required to complete the Declaration of Conflict of Interest Form and submit it with the Application.
DOCX 2016 Microsoft Word Version 2016 Yes
Study Completion Form
Form Downloadable Versions Required
Study Completion Report
Complete and submit this form when the study is finished.
DOCX 2016 Microsoft Word Version 2016 Yes
As Needed Forms
Forms Downloadable Versions Help Files
Amendment Application
This form is used to request approval from the REB for changes to the study.
DOCX 2016 Microsoft Word Version 2016 -
Local Serious Adverse Event (SAE) Report
Use this form to report local serious adverse events to the REB.
DOCX 2016 Microsoft Word Version 2016 -
Protocol Deviation/Protocol Violation Report
This form is used to report to the REB any deviations to the study that may have occured.
DOCX 2016 Microsoft Word Version 2016 -
Re-Approval Application
Typically the REB approves a study for one year after which re-approval must be obtained from the REB using this form.
DOCX 2016 Microsoft Word Version 2016 -


-- Updated: January 29, 2024 --

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