Research Ethics Committee

Procedures for Applications

Step 1

Check Application Submission Deadlines and Meeting Dates (see → link)

Step 2

Register within the Ethics database (→ Registration Form), with your personal details, if not already registered. If this is your first application to the Committee, a personal account will be established for you. If you have made any previous applications to the Committee, the current proposal will be added to your account which can be viewed when you enter the site. You can track your application at any time by viewing your account.

A unique Project ID for your proposal will be issued. The finance department will require this Project ID in order to process grant applications based on this research. Once a Project ID has been issued, the application form and guidelines will be available for download.

A sample copy of the documentation can be viewed below.

Step 3 (if required)

Criminal Record Checks (see → link) - If the research includes access to children (someone who is under 18) or contact with vulnerable adults (see → definition) it is now a requirement by law for both student and staff researchers to undergo criminal record checks. It is imperative that researchers to whom this applies take action promptly. It can take a month or more to arrange and complete the check; but it is important that researchers have received their clearance before entering a position of trust. Please quote your Criminal Record Check Disclosure Number in section A2 of the application form.

Please note that UCL, in accordance with CRB guidelines, does not accept portability of CRB checks which UCL staff or students may have from previous organisations as proof of satisfactory clearance.

Step 4 (if required)

Data Protection – You can register for Data Protection on the → UCL Legal Services website by downloading 'Form 2: Research Registration Form'. The form should be completed on-line and e-mailed to: data-protection@ucl.ac.uk. The Legal Services should be able to process your application within 5 days upon which time you will be issued with a Data Protection Registration Number.

Please quote your data protection registration number in section A2 of the application form as evidence that the project has been registered with the UCL Data Protection Officer.

Step 5

Risk Assessment – If the research places you as the researcher at any risk greater than that which you would encounter in your daily life (e.g. interviewing alone or in dangerous circumstances) then a project risk assessment form will need to be completed.

If you need to complete a risk assessment form your department should be able to provide this. If not, please refer to the UCL Safety Services webpage for details on how to complete a generic project risk assessment form which should be co-signed by your Head of Department or the Principal Researcher.

Step 6 (if required)

Insurance – The insurance for all UCL studies is provided by a commercial insurer. For the majority of studies the cover is automatic. However, for a minority of clinical research studies the insurer requires prior notification of the project before cover can be provided (see → UCL Insurance).

If you require further information about insurance cover, please contact the Administrator of the UCL Research Ethics Committee who can be contacted on tel: 020 7679 7844 or email: ethics@ucl.ac.uk.

Step 7

Complete the application form ensuring that both the Principal Researcher and the Head of Department have signed the form. The Head of Department should also indicate on the form whether the application is being submitted for (a) Chair's action or (b) Full Committee review based on the criteria of minimal risk (see → application guidelines).

Step 8

When the application is complete, please send EITHER 12 copies (the original and 11 double-sided photocopies) for full-committee review OR 3 copies (the original and 2 double-sided photocopies) for Chair's action to the:

Administrator of the UCL Research Ethics Committee
Graduate School, UCL, North Cloisters, Wilkins Building
Gower Street, London WC1E 6BT