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Ethics review process

To help you consider whether your research project requires an ethics review, please complete the online training in research ethics within your first six months of study.  

The importance of research ethics reviews

The University must make sure that all researchers properly consider any ethical issues linked to their research. This includes the design and methods used, how the research is carried out and shared, and how any data is stored, reused, shared or linked in future.

You should follow the University’s ethical review process as set out in the Research Ethics Policy. Further guidance can be found on the Research Ethics at Leeds page, covering Faculty Research Ethics Committees, external ethics approval, and how to submit or amend an ethics approval form.

What to consider when planning your ethics review

The ethics review process can take at least six weeks. You should take this into account when planning your research and discuss your application with your supervisors as part of your supervision meetings.

If your project requires ethics review, you must receive ethical approval from a recognised research ethics committee before any research activity starts. Certain projects, such as those involving NHS patients or clinical trials, will require special ethics review processes. If this is the case for your project, your supervisors can advise on the next steps. Faculty Research Ethics Committees (FRECs) are responsible for reviewing individual ethics applications.

You will also need to bear in mind that University of Leeds oversight is required for any studies that are delivered under external ethics approval, as covered in our Research Ethics policy.

If you will be undertaking research involving animals under Home Office approval from an external organisation, you must notify the University of Leeds Animal Welfare and Ethical Review Body (AWERB) before commencing any work by emailing h.o.admin@leeds.ac.uk. 

Further information, including the application form for University review, can be found in the ethics review section of the Governance and Compliance website. 

Ethics and your progress reviews 

Your awareness of the ethical implications of your research and ethics approval will be checked at the training plan stage, first formal progress report stages, transfer stage, at annual progress reviews and at examination entry. It is therefore important to keep your progress up to date in the Graduate Record of Achievement and Development (GRAD).

What you will need to do and record in GRAD at each progress stage:

First Formal Progress Report

  • Confirm that you have completed the Academic integrity and Research integrity and ethics training courses (or access and complete the training if not)
  • Indicate whether your project is likely to require ethics review and outline any steps taken so far
  • If ethics review is not required, briefly explain why

Transfer stage

  • Confirm whether ethics review is required. If not required, briefly explain why. If it is required, confirm whether approval has been obtained
  • If ethics review is required, upload your ethics approval form to confirm:
    • Ethics reference number, approving committee, and approval date
    • Chief Investigator (CI) name. If the CI is not you, provide details and written confirmation that the ethics approval covers your work
  • If ethics approval is external, upload evidence of University of Leeds ethical approval or oversight (e.g. via Chair’s scrutiny)
  • If ethics review is required for your research but not yet approved, confirm the steps that have or will be taken

Annual Progress Review (APR)

  • Provide an update on your ethics approval status, including: Reference number, approving committee (e.g. Faculty Research Ethics Committee), and approval date
  • If there were any ethics-related actions from your transfer or previous APR, explain how these have been addressed
  • Whether there have been any changes requiring an amendment to your earlier ethics approval (e.g. study design changes or extensions)

Examination entry

  • Confirm key ethics approval details:
    • Reference number, approving committee, and approval date
    • Chief Investigator (CI) name. If the CI is not you, provide details and written confirmation that the ethics approval covers your work
    • If external ethics approval was used, provide evidence of University of Leeds ethical approval or oversight (e.g. via Chair’s scrutiny)

Changes to your project 

Changes to your research study may require an amendment to a previous ethics review, and you must contact the Research Ethics team in Governance and Compliance if this is the case. This includes any changes to the end date of your studies because of a suspension or extension — learn more about amending your ethics approval.

Ethics approve and your thesis 

If your research required ethics approval, include confirmation of ethics approval from the relevant body (e.g. research ethics committee) in your thesis. This may involve including a copy of the relevant approval in the appendix. Please consult your supervisors for advice on the best approach. 

Failure to seek appropriate ethics approval through the review process could have implications for the award of your research degree.  

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