University ethics approval processes
View the different approval processes for staff, students and dissertation supervisors.
Staff
Access the University's Ethics Application System (login required)
All staff applications submitted via the online system will be reviewed and approved by at least two members of the SCHARR Research Ethics Committee. Applications can be submitted at any time and will be reviewed as and when they are submitted. An initial decision will be made within three weeks of receipt of a complete application.
Preparing your application
Useful information to help you prepare your ethics application including template documents can be found below.
Information and forms for ethics applications (login required)
If you wish to discuss some aspects of your application prior to submitting it, contact the SCHARR Ethics lead, Anju Keetharuth (d.keetharuth@sheffield.ac.uk).
10 top tips to get your ethics application approved at the first review (PDF, 99.1KB)
Submitting your application
A help sheet is available to guide staff through the online ethics review system and application process
Staff system guide (PDF, 2.01MB)
Staff application guide (PDF, 281KB)
The flowchart below explains the way an application moves through the system, and who's responsible for each stage:
Staff application flowchart (PDF, 149KB)
Please note that in addition to ethics approval, some studies require researchers to follow the research governance procedure to meet their obligations to the sponsor.
PGR students
Access the University's Ethics Application System (login required)
Review process
Students are responsible for deciding whether ethics approval is required and which ethics review procedure is applicable, with input from their supervisors. Students carrying out research overseas should check with the country’s institutions what ethics permissions are required locally.
The flowcharts below will guide you to determine firstly whether ethics approval is required, and which route to follow to obtain approval if this is the case.
PGR ethics application flowchart (PDF, 201KB)
Completed PGR applications for review through the University Procedure will be reviewed once a month by the SCHARR Research Ethics Committee. PGRs and supervisors are usually invited to attend the meeting as part of the review process for these applications.
Dates for SCHARR Research Ethics Committee meetings
Students are strongly encouraged to follow up with their supervisors that they have reviewed the application and have pressed the submit button to ensure that the application is submitted on time for the monthly deadline.
Preparing your application
Useful information to help you prepare your ethics application, including template documents, can be found below.
Download our student application guide (PDF, 282KB)
10 top tips to get your ethics application approved at the first review (PDF, 99.1KB)
Information and forms for ethics applications (login required)
If you wish to discuss some aspects of your application prior to submitting it, contact the SCHARR Ethics lead, Anju Keetharuth (d.keetharuth@sheffield.ac.uk)
Submitting your application
The flowcharts below explain the way an application moves through the system and who is responsible for each stage.
Please note that in addition to ethics approval, some studies require researchers to follow the research governance procedure to meet their obligations to the sponsor.
Download our PGR system guide (PDF, 1.9MB)
Download the PGR application flowchart (PDF, 171KB)
PGR supervisors
Access the University's Ethics Application System (login required)
Expectations of PGR supervisors
PGR supervisors are expected to support their students in determining whether ethics approval is required and which ethics review procedure is applicable.
Supervisors are expected to provide assistance to the students with the ethics application including checking the relevant documentation required (such as information sheets, consent forms, topic guides, text for inviting participants (email or letter), and data management plans). Example templates are available below.
Information and forms for ethics applications (login required)
Supervisors are requested to ensure that they approve changes in time for the deadlines for when applications need to be submitted for review at the monthly committee meeting. While supervisors' attendance at committee meetings is not compulsory, students value this extra support.
In our experience, supervisors have also found this useful as they are able to hear first-hand the comments made by the committee, ask further questions and seek clarification on the proposed changes and the application in general.
Dates for SCHARR Research Ethics Committee meetings
Supervisors are requested to provide support to their students to address any compulsory amendments.
Additional resources for supervisors
View the slides used in the video above
Checklist for ethics reviewers (PDF, 45.9KB)
Additional information
For any additional queries, contact our Research Support Officers, Molly Girvan and Rosie Lynch:
- Email: scharr-rec@sheffield.ac.uk
- Tel: +44 114 222 5446
Alternatively, you can book a 15-minute appointment with ethics lead Anju Keetharuth
Visit the University's central ethics webpages at Research Services
UG/PGT students
Access the University's Ethics Application System (login required)
Review process
The process described applies to all postgraduate taught (PGT) and undergraduate (UG) students whose placements are supervised by a SCHARR staff member.
Students are responsible for deciding whether ethics approval is required, and which ethics review procedure is applicable.
Students carrying out research overseas should check with that country's institutions to determine whether ethics permissions are required locally.
Low-risk applications completed via the University procedure will be reviewed and approved by your supervisor.
High risk applications will be reviewed once a month by the SCHARR Research Ethics Committee.
Dates for SCHARR Research Ethics Committee meetings
Preparing your application
Download our student application guide (PDF, 282KB)
10 top tips to get your ethics application approved at the first review (PDF, 99.1KB)
Book a 15-minute appointment with ethics lead Anju Keetharuth
Submitting your application
The documents below explain the way an application moves through the system and who is responsible for each stage.
Download our UG and PGT system guide (PDF, 1.4MB)
Download our UG and PGT application flowchart (PDF, 183KB)
In addition to ethics approval, some studies require researchers to follow the research governance procedure to meet their obligations to the sponsor.
PGT dissertation supervisors
Access the University's Ethics Application System (login required)
Expectations of PGT supervisors
PGT supervisors are expected to support their students in determining whether ethics approval is required and which ethics review procedure is applicable.
They are also expected to assist students in completing an ethics application, including checking the relevant documentation required (such as information sheets, consent forms, topic guides, text for inviting participants and data management plan).
View templates for ethics application documents
PGT supervisors are expected to support their students in determining whether the application is low or high-risk using these guidelines. If in doubt, contact the SCHARR REC (scharr-rec@sheffield.ac.uk).
Low-risk applications
Supervisors are required to approve low-risk applications (see the training minimum requirements below).
Supervisors who do not feel comfortable granting approval, or would like additional support, should contact SCHARR REC or book a 15-minute appointment with ethics lead Anju Keetharuth.
High-risk applications
Applications classified as high-risk will be reviewed by the committee on a monthly basis.
Deciding whether ethics approval is required
All research involving human participants requires ethical approval.
Research conducted overseas
For research conducted overseas, it is first important to check whether ethics approval is required locally. If so, then permissions need to be applied for in the country where research will be carried out. You should also follow the alternative ethics review procedure to determine whether additional ethics approval is required by the University of Sheffield.
NHS research
If the research involves the NHS, you should use the Health Research Authority (HRA) decision tool to determine whether NHS approval is required.
Anonymised data
For research involving completely anonymised data (and the provider agrees this is the case) and where permissions have been obtained from those whose data you intend to use, the University’s Ethics Application System includes a questionnaire to help establish whether ethics approval is required or not.
This self-declaration process enables a researcher to obtain a letter confirming that they have been through a process of ethical assessment, providing their answers to the questions indicating that ethics approval is not required for their research. This letter needs to be attached to the dissertation (follow the instructions in your handbook).
If the research involves personal data, or consent has not been obtained for the data to be used in this way, a full ethics application via the University ethics procedure is required
Systematic or literature reviews
No ethics approval is required for systematic reviews or literature reviews based on published work.
Minimum training requirements for supervisors approving low-risk applications
All ethics reviewers (including those who have undertaken ethical reviews for another organisation but who are new to the University of Sheffield) should have read the University’s ethics policy governing research involving human participants, personal data and human tissue.
In addition, they should undertake at least one, and ideally more, of the following:
- Attend one of the UREC’s regular workshops for ethics reviewers or a department-run equivalent.
- Look at the key resources for ethics reviewers provided on the central ethics web pages.
- Read one or more of the example ethics applications for UG/PGT students.
- Shadow an experienced colleague whilst they ethically review one or more applications.