The ethics approval process is necessary to ensure that all research activities involving humans conducted at the College meet all ethical standards set by Canada’s Tri-Council research granting agencies. The process and work needed throughout an ethics review is described in the Research Ethics Policy and Ethics Review Procedure.
Summer Closure
Please note that the REB will pause operations from June 15 to August 25, 2025. Any applications received during this period will be automatically acknowledged and queued in the order received for review once we resume.
Process Overview:
Research Ethics Review – Overview of Procedures for Research with Human Participants (Infographic)
| Step | Description |
|---|---|
| Preparation | Get familiar with the approval process and get your ethics application ready using the Reviewer Checklist and downloadable application form. |
| Application | Submit the application form and any supporting documents (please convert all Word documents into PDF format for submission) online at the Ethics Application Submission Link. |
| Review by REB | Your application is reviewed by the Centennial College Research Ethics Board (CC REB) within 20 business days. You may need to revise your study design to obtain approval. |
| Approval and Renewal | After REB approval, check if your study needs Institutional Approval prior to proceeding. If your study extends to over a year, you will need to submit a Renewal Form. |
| Completion | Once your study is complete, you must submit an Ethics Completion Status Report to inform the Research Ethics Board. |
Preparing for ethics review:
Before you begin, familiarize yourself with the following documents. If you are a new researcher, sample applications and documents can be found in our Tools and Resources page.
- Ethics Application Reviewer Checklist – we strongly recommend that you use this as a guide for everything you need to prepare your application
- Downloadable Ethics Application Form – Please download this form (click the top right corner, last icon) and compose all parts of your Ethics Application. You will be converting this into a PDF file to upload onto the Ethics Application Submission Link when you’re ready.
Submitting your ethics application:
- When you are ready to submit your application for ethics review, convert your Application Form into a PDF format and upload it onto the Ethics Application Submission Link.
Note: To save a Word document as a PDF file, go to "File" > "Save As", and then under the "File Format" dropdown, select "PDF", then "Save".
Once the form is submitted, the REB will send out a call for reviewers and respond in 15-20 business days. If you are a researcher who is planning to conduct a study at several Ontario community colleges, Centennial College accepts the Multi-College Ethics Application Form. - Researchers wishing to access Centennial College students, faculty, staff or institutional resources, must also complete the brief institutional approval form in order to request permission to proceed with the proposed research project. Permission may or may not be granted on the basis of the project’s costs, effort, risk, impact on members of the college, and/or impact on institutional resources. Research ethics approval does not constitute institutional permission.
The review process typically takes 10 to 30 days depending on the nature of your study. Please note that you are responsible for obtaining any further approvals that might be required to complete your project.
If you have any questions, please contact David Byrne, Research Ethics Board Chair, at DByrne@centennialcollege.ca.
Submission and review timelines (Updated June 2025):
Application Review Windows
To accommodate reduced SWF hours and ensure quality review, the REB will operate on a limited intake model with designated submission windows and a protocol cap per term:
- Fall 2025:
- Main Window: September 1 – 15
- Supplemental Window (if capacity allows): November 1 – 7
- Winter 2026:
- January 5 – 26
- Spring 2026:
- May 1 – 15
Only complete applications received during these windows will be considered, and they will be reviewed in the order received.
Review Capacity
- Fall & Winter Terms: Up to 6 protocols per term
- Spring Term: Up to 4 protocols
- These limits allow space for advising, consultation, and administrative duties, ensuring that no faculty member exceeds their designated SWF.
Review Timeline
- Initial review turnaround: Within 20 business days of receipt, depending on capacity.
- All applicants will receive acknowledgment and a clear estimate of expected review time.
Review Prioritization
When needed, applications may be triaged based on:
- Imminent funding deadlines
- Study sensitivity or compliance needs (e.g., Ministry, federal mandates)
- Institutional or ethical complexity
We encourage all researchers to plan ahead and submit within the listed windows. Updated information will also be posted on our online platforms shortly.
Thank you for your attention and continued partnership in supporting responsible research.
While the study is underway:
If a study continues for more than one year, the researcher must submit an annual Ethics Renewal Form. If any changes are made to the study, the researcher must submit an Ethics Amendment Form before proceeding.
When the study is completed:
At the end of the study, the researcher must submit an Ethics Completion Status Report.