Thunder Bay, Ontario, Canada

en français

St. Joseph's Care Group

Research Services

Research Ethics Board (REB)

Welcome to the online support for the research ethics process at St. Joseph’s Care Group (SJCG). Here you will find what you need to know about the ethical conduct of research at SJCG, as well as information about resources and services to help you submit an application. If you have questions at any point, please contact the Manager, Research Services at (807) 346-3697 or

The Research Ethics Board (REB) at SJCG ensures that research involving clients, clients’ health records, and staff meets the highest ethical standards. This is done in accordance with the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans - TCPS 2 (2018), other commonly accepted standards, and the Mission, Vision and Core Values of SJCG.

All research involving SJCG clients, SJCG staff, their materials and/or their individual information must have SJCG REB approval, and if applicable, a signed research agreement in place.

Helpful Documents

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

Document Downloadable Versions
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

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.

IMPORTANT! - You are responsible for discussing your study with the appropriate Manager/Director at SJCG and ensuring that you have support for the research that you want to do. This may include figuring out with the Manager/Director how you will recruit clients/residents or staff, how you will get access to health records, etc. These details are not things that the REB can arrange for you. The supports from SJCG required for your study must be agreed to and arranged before your application is submitted to the REB. Details of organizational support are outlined on the Organizational Impact Form which is signed by the appropriate SJCG Manager/Director and submitted to the REB.

Using the “REB Forms” (see below), please submit your complete REB application package to You do not have to submit a hardcopy of the REB application. For the required signature(s), please print, sign, and scan the relevant page(s).

A complete application package must include the following:

  • 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 Certificates for the Principal Investigator and all co-investigators

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, telephone script)

The following documents should not be submitted with your application:

  • DO NOT INCLUDE: Previous publications from academic journals
  • DO NOT INCLUDE: Approval letters from other REBs

 **Please ensure that your application is complete. Applications submitted in parts and/or without the necessary signature(s) will not be reviewed by the REB until all required documents are provided. This will cause delay the review process.

Once submitted, complete applications are screened and a decision is made for either full board review or delegated review.

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. The REB prefers the Principal Investigator attend in-person but teleconferencing is available if needed.
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.

Meeting Dates for Full Board Review

The REB is scheduled to meet the first Monday of each month at 12:00 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 16, 2020 December 7, 2020
December 14, 2020 January 4, 2021
January 11, 2021 February 1, 2021
February 8, 2021 March 1, 2021
March 22, 2021 April 12, 2021
April 12, 2021 May 3, 2021
May 17, 2021 June 7, 2021
August 23, 2021 September 13, 2021
September 13, 2021 October 4, 2021
October 11, 2021 November 1, 2021
November 15, 2021 December 6, 2021

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: March 12, 2021 --

About SJCG | Contact SJCG | Employee Portal | Français | Privacy Statement | Terms of Use | Website Map
2020 © St. Joseph's Care Group - All rights reserved
Supported by: The North West Local Health Integration Network of Ontario