Attending an ethics review meeting

Before the meeting

• You will be informed about the venue and time slot for the meeting by letter or phone call, usually from the secretary of the committee. (S)he can often offer some useful advice about how the meeting runs, so ask politely.
  
  
• Be very well-versed in your research protocol.
  
  
• Be prepared to justify any aspects of your study that may raise an ethical question.
  
  
• Rehearse a brief verbal presentation on the key aspects of your study (2 to 3 minutes long).
  
  
• Bring along your research protocol and other documents that you would like to refer to during the meeting. You may bring demonstration models if they would help the committee understand your study better.
  
  
• If you are unable to attend, you should delegate someone who has sufficient knowledge about your proposed study. This is usually a co-investigator.
  
  
• If you are conducting a study for an academic qualification (whether Undergraduate, Masters or PhD), you are encouraged to bring along your academic supervisor.

On the day of the meeting

• Arrive on time.
  
  
• There may be other researchers before and after you. While the ethics committee will strive to keep to schedule, you may need to wait beyond your allocated time if discussions for the previous applications have taken longer than expected. The committee will notify you about any delay as soon as they can.
  
  
• Wait outside until you are called to enter the meeting room.
  
  
• The chair of the meeting will greet you and ask you to introduce yourself.
  
  
• Although the committee would have read your application beforehand, you will still be asked to talk about your study. Be aware that some committee members have non-medical or non-scientific backgrounds. You may be asked to pause and clarify if there is anything they do not understand.
  
  
• Answer any questions posted to you honestly.
  
  
• Be open to suggestions for improvement. You may wish to take note, but all the recommendations of the committee will be written in their formal decision letter to you.
  
  
• The meeting is also an opportunity for you to ask questions and seek advice from the committee. If you have any concerns about the recommendations of the committee, you should raise them.
  
  
• The duration of your meeting may vary between 5 to 20 minutes. Once all questions have been answered, you will be thanked and allowed to leave.

After you leave the meeting

• The committee will continue to discuss your study taking into account what you have told them, and then agree on an outcome for your application.
  
  
• You will receive a formal decision letter usually several days after the meeting.
  
  
• The decision letter will state:
  • The designations of all committee members at the meeting with you
  • The committee’s decision about your application (e.g. approved, rejected or revisions needed)
  • The committee’s recommendations
  • Further actions that you should take (e.g. how often you need to submit a progress report)