* All students completing a dissertation will be required to complete an ethical review form. Data MUST not be collected without first obtaining ethics approval for your research, or this being formally waived for your project. If you submit a project that includes data gathered from or about people without ethical approval this may be treated as academic misconduct and could lead to a mark of zero being awarded for your project *
Please be aware this page details ethical approval instructions for many WMG courses so please take note of the specific instructions described below for your particular course group.
Both students and supervisors must have completed the required training prior to completing any ethical documentation. The WMG SDA form requires that student supplies evidence of the completion of the GDPR course, as a minimum.
Ethical approval should not be considered as a bureaucratic obstacle; it is an important mechanism for ensuring and demonstrating that the design of your research respects the rights of those who participating in the research.
For most projects your Project Supervisor has the authority to assess whether the ethics of your project method is sound (see Section C for more information), and ALL project supervisors should have completed basic training on research ethics so they can guide you appropriately on these matters.
A) General Guidelines
The general requirements for ensuring you adhere to ethics guidelines are that:
1) You cause no harm to any participants by collecting or publishing data
2) You abide by the UK Data Protection Act for the storage of data
B) Supervisor Delegated Approval Process
The process for ethical approval for the majority of WMG student projects (see Section C) is as follows:
|Stage 1||Ensure the project aims and objectives are agreed with your supervisor and that these meet your course requirements.|
|Stage 2||Complete your background reading for the project and ideally draft your literature review chapter, and share this with your supervisor (unless you are completing an entirely theoretical/ literature-based project). Your background research will usually include a review of suitable methods for your project type and topic so you are confident that your suggested methods will enable to you to answer your research question/ aim and objectives.|
For FTMSc students:
Once you have both agreed on the correct method, and you have a draft Research Methodology chapter, you can then complete the Supervisors’ Delegated Ethical Approval (SDA) form, which should be submitted along with your methodology. You should then submit both documents to Tabula (Research Methodology & Ethical assignment) for review and assessment by your supervisor. If you need any additional documentation (see Section E) then this must be submitted as additional appendices to your assessment along with the ethics form.
The deadline for submission of this assignment is 05th May 2022, but many students will want to submit this much earlier in the year. Students failing to meet this deadline or failing to provide all of the required information for ethical approval at this stage in the year are likely to receive a penalty of a 5 mark reduction to their final dissertation mark.
For UG and PT MSc students:
If student submits for ethical approval but does not receive approval on their first attempt, they can email the supervisor directly for another attempt at this.
The completed methodology and SDA form would usually be received by admin no later than 2 months prior to the project completion deadline, but MUST always be received prior to start of data collection. Please discuss this with your project module leader or supervisor for clarification on what is expected for your particular course.
For OS MSc students:
After detailed discussions with your supervisor about your ideal methodology you should begin to draft your Project Proposal document (see Sections D and E for what this should contain). Once you are both agreed on the correct method, and you have a draft Project Proposal, you can then complete the Supervisors’ Delegated Ethical Approval (SDA) form and append this and any additional information as an appendix to your proposal document. These will then be emailed to your supervisor for review.
The completed methodology and SDA form would usually be received by admin no later than 5 months prior to end of registration date for FT OS students; or 10 months prior to end of registration for PT OS students. Your application for ethical approval MUST always be received prior to start of data collection. Please discuss this with your project module leader or supervisor for clarification on what is expected for your particular course.
The Project Supervisor agrees the research method, and confirms the statements made in the ethics form match their understanding of the project method. The supervisor should then sign the Supervisor Declaration form (sign by use of an e-signature or wet-sign the printed document then scan and upload).
Supervisor then submits the SDA (Supervisor Delegated Approval) form to the relevant Admin team (see below).
For UK FTMSc students the supervisor should submit this to the FTMSc Research Methodology assessment webform.
For UG students, the supervisor should submit this to the UG Ethical approval submissions webform
For other student groups the supervisor should email the completed documents to relevant course office (see front page of ethical approval form) for processing.
The admin teams will usually NOT accept declarations emailed directly from the student or paper copies of the SDA form from supervisors.
The relevant admin team will respond to the ethical approval submission by either:
i) emailing the student and supervisor confirming that ethical approval has been given and providing an ethical approval reference number
ii) emailing the student and supervisor confirming that ethical approval has been waived (for projects where there are no human participants or companies involved)
iii) asking for more information about the project before the ethical approvals processing is complete
NB: Students MUST NOT start collecting research data until this stage is complete and either ethical approval has been formally approved or waived, i.e. (i) or (ii) above has taken place
|Stage 6||Students must include the email confirming or waiving ethical approval within the appendices of their dissertation for evidence of completing this process.|
C) Ethical approval that cannot be delegated to Supervisors
The Supervisor Delegated Approval process described above will be suitable for all projects that include secondary data analysis only, or those that are limited to data collection by interview, focus group, and questionnaire/survey, clinical audit, service evaluation, or involves the evaluation of software or e-Learning materials, and only with participants who are not vulnerable and not dependent (e.g. not receiving health or social care, primary or secondary education, or criminal justice services), where the research does not investigate sensitive or intrusive matters (e.g. health status, wellbeing, political opinions, religious beliefs, professional or academic misconduct, criminal activity, sexual history, etc.).
If the project is something other than these types and the project uses human participants for their research using other research methods (i.e. involves research through observation, experimentation, action research, ethnography; or involves NHS patients/staff, children, vulnerable adults, etc.), students MUST apply for full ethical approval through the Biological Sciences Research Ethics Committee (see BSREC webpage for further guidance). If you are in this situation it is important that you allow at least 1 month for BSREC to assess your research proposal, and you MUST NOT start data collection until you received full ethical approval from BSREC. As above, once you have been granted ethical approval you will receive an email from BSREC, which you can then use as evidence for successful completing the ethical approvals process.
If you are at all unsure whether your project meets the Supervisor Delegated Approval requirements, please discuss this with your supervisor or contact wmg-ft-projects at warwick dot ac dot uk for further guidance.
D) What your Research Methodology/ Proposal chapter should contain
This is fully detailed by your relevant Study Skills module (the SPA module for FTMSc students); but a research methodology or proposal document should contain comprehensive information of the research methods to be used, why they are appropriate, detail about any participants, and any other ethical considerations.
This information only needs to be in DRAFT form for your ethics submission, but in enough detail that your supervisor (and a potentially third party) can understand what data you intend to collect and what you will then do with it.
*** NB: If you are considering use of surveys or interviews, a DRAFT of ALL survey, or interview/ focus group questions MUST be included with your submission***
E) Additional Documentation
a) Participant Consent Form;
It is advised that students seek to gain formal consent for all face-to-face interviews by asking participants to sign a Participant Consent Form (PCF). This is especially important if it is believed that the interview may contain any contentious or sensitive information.
There are template Participant Consent Forms for WMG students within the right hand column; including one for face-to-face interviews and one for online surveys (both include further guidance on their use).
b) Participant Information Leaflet;
Any participants that you meet for face-to-face for interviews, focus groups or surveys should also be shown a Participant Information Leaflet (PIL) to inform them of the general details of the research.
There is a template PIL's for students doing interviews in the right-hand menu (the simpler WMG example is recommended unless you are applying for BSREC ethics approval).
If you are carrying out research remotely it is advised that a cover letter (covering as a minimum the information contained in the PIL) is sent to all participants to inform them of their rights. Students using electronic surveys (i.e. Qualtrics), can provide the PIL in the survey header, and a template example is given in the right-hand menu. Under the new GDPR guidance, you should always get your participants to 'tick a box' or similar for participants to consent for usage of their data.
When submitting these documents with your ethical approval documentation, you only need to provide your template Participant Consent Form and Participant Information Leaflet (i.e. the blank consent form not any forms signed by your participants) as you will not have begun your data collection by this point.
Likewise, the Information Leaflet should have all of the relevant information, apart from the ethical approval reference number and associated date left as X's. Once you receive ethical approval, please then insert this additional reference data into your Information Leaflet for distributing to participants and then inclusion in your dissertation appendices.
F) Other Information
a) Travelling abroad for data collection;
If you are intending to travel abroad to collect ANY information from participants, then you MUST have received ethical approval for your research BEFORE you travel. Any data collected overseas without prior ethical approval will be subject to penalties, which could include failing your dissertation module. Please also see the University guidance on projects collecting data overseas
b) Use of external software tools;
The University allow use of some external software tools to conduct research. The full list of approved tools can be found on the BSREC website (see the right hand side menu and look for link called 'IDC approved research services'). Students should not be using any other tools for their research, except those mentioned as fully reviewed and approved by the University.
c) Missed ethics deadline;
Any student missing the usual deadlines for ethical approval will need to submit for ethical approval as soon as they are able to following the deadline, or should ensure that their project only involves secondary data and that no data is gathered from or about people during their research project.
d) Changing your methods post-ethical approval
Some changes to research methods affect the approved ethics status of your research (e.g., changing the sample from an adult to a child population), whilst other changes would not affect this (e.g. increasing your sample group from 20 to 30 respondents although their characteristics do not change). If you make any changes at all you must discuss this with your supervisor to determine whether you should submit a modified ethics application for approval. If you are in any doubt, or wish to change your methods significantly after you have received ethical approval, please send a new SDA form to your supervisor with details of the additional data, or changes to data collection you would like to make. Supervisors can then send the new form to the Full-time Master's Office to gain additional approval for the new or improved methods.
e) Resubmission dissertations
Students are advised not to collect any NEW data for any resubmission of their dissertation. If you feel you need to collect new data in order to gain a pass for your work, please first discuss this with your project supervisor, and if necessary the projects team to confirm this is necessary. You WILL then be required to submit another ethical approval form (preferably via your supervisor as they are required to sign this document) to collect any new data that was not described within the original paperwork.
f) NHS projects during COVID
Please see the NHS website but generally UG and PG projects are not likely to receive ethical approval from the NHS during this very busy time.
* Projects submitted using data gathered from or about people without ethical approval will be subject to penalties, which could include failing your dissertation module *