Frequently Asked Questions

How do I obtain a REB System account?

You can create your own account by selecting 'New User' on the Log In page. Please follow the prompts to complete the creation of your account.

What does the term Project mean?

A Project means a study or exemption project. A list of your Projects are available on your Work Area.

How do I start?

On your Work Area page, select 'Create Project' on the left-hand menu then select which type of project you are creating. More information can be found in the "REB System - Applicant Guide" available on the Templates page (click 'Help' then 'Templates' in the drop-down menu).

Why is a Project missing from my Work Area?

If you are not the project owner, then you must be entered as a Collaborator on the Project to have it accessible from your Work Area. To become a Collaborator, the Principal Investigator or project owner must add you to the Project by selecting the 'Roles' button on the left-hand menu. They then submit the e-mail of your account and your role. Upon submission of this information, the Project should appear on your Work Area.

How do I update a Project?

A Project needs to be updated when newer versions of the forms are available. To update a Project, the project owner must select 'update' on one of the Project forms. Only the project owner can update a Project.

Why I need to register my study?

While the Principal investigator will not need to apply to the ROHCG REB for approval for CTO studies or studies conducted at other sites, the IMHR will still need to be aware of the project as the study will be considered part of IMHR research. Studies must then be registered with REB through the REB System. The Principal investigator must send updated versions of the study materials to the IMHR REB when available and complete annual renewal forms to capture recruitment numbers.

Who receives e-mail notifications about Project updates?

For any given Project, e-mail notifications are sent to the Principal Investigator and Main Contact for the Project.

How do I add new team members to a Project?

To add a new team member, submit an amendment for the Project and update the study personnel information on the application. To give the new member access to the Project on their Work Area, you will need to add the person as a Collaborator on the project. To do this, select 'Roles' on the left-hand panel and insert their account e-mail and role on the Project.

How do I transfer ownership of a Project to another person?

To transfer the project ownership, click 'Transfer' on the left-hand menu on your Work Area. Select the Project that will be transferred and enter the e-mail of the account the Project will be transferred to. Upon submission, the receipt will receive a request to accept the transfer or reject it. Once the request is accepted, ownership of the project is transferred.

Who needs Good Clinical Practice (GCP) training?

We recommend that all study members have GCP training completed. In the case of clinical trials, training is required for any person who will be delegated a task in a clinical trial. They must provide their GCP certificate to the study team before they are delegated any task and a copy must be retained in the study records.

Do I need to submit my Case Study for REB approval?

Case studies are when one or more clients have an unusual diagnosis and a novel treatment will be used to treat their illness. Case studies are considered clinical care and, therefore, are not considered research. As a result, the Research Ethics Board does not provide oversight. Results from case studies can be published to benefit clinical care. If you wished to publish a case study, please get in contact with Clinical Records. Often times, the case study is unique and publishing the result will likely identify the patient based upon the rarity of their condition. As such, the patient should be asked to consent for their case study to be released to benefit clinical care.

Do I need to share my results with my participants?

Many consent forms ask participants if they would like to be informed of the results. If so, you may send the results of the study to those who consented to receive them. If your consent form did not include this question, we recommend that you reach out to past participants to ask for their consent to share the results with them. If they confirm, then you may share the results with them.

Where can I post posters in the Royal?

According to the Royal policy, CORP VI-iii 130, all sign requests for posting on the bulletin boards are to be approved by the manager responsible for that area or group specifically designated on the bulletin board (e.g. Human Resources, Unions, Occupational Health, etc.). Corporate, facility-wide or public-facing announcements need to go through Communications, be stamped ‘approved’ and marked with a removal date and returned to the Program in question for posting. All material will be removed from the bulletin boards once the removal date has been met. In practice, this is often done informally. Most teams contact communications to gain approval for posting their posters in the common areas. Typically, research study postings from the Royal are alright to post on bulletin boards and not the walls. Please take down your posters when they are no longer applicable.

I want to do research at both the ROHCG and OHRI sites. How do I get started?

To begin, please submit the form available here: https://omc.ohri.ca/REB-Royal/ Your application will be reviewed and a primary board will be decided. Please note, this decision must be made prior to any REB approval at either site.

What if I want to apply for Clinical Trials Ontario (CTO) REB Approval?

For studies that are using multiple sites across Ontario, the Principal Investigators may opt to apply to Clinical Trials Ontario (CTO) for REB approval. The benefit of CTO is that individual sites do not need to apply to their respective REBs for approval; they simply apply to be an additional site on the CTO approval, which can streamline REB approval process. If a Principal investigator chooses to apply to CTO, they must inform the IMHR via e-mail. Once REB approval has been granted by CTO, the study must be registered on the ROHCG REB System. For more information, please review the CTO website: www.ctontario.ca