Membership, Composition, Roles and Responsibilities
SOP Title: Ontario Tech REB Administration
Number.Version: REB SOP 104 Membership, Composition, Roles and Responsibilities
Version Date: February 14th, 2013
Approval Date: September 29th, 2013
Approved By: REB
Revised and Approved: October 19, 2016
Purpose
| 1. | This standard operating procedure describes the membership, composition, roles, and responsibilities of the Ontario Tech Research Ethics Board (REB). |
General Procedure Statement
| 2. | Research Ethics Board membership (e.g., appointment, terms) must be adequately managed to continue to meet the latest TCPS composition requirements and to maintain the appropriate diversity, experience, and expertise for the type and volume of research reviewed. |
Responsibility
| 3. | This SOP applies to all Ontario Tech REB members including the Chair, Vice-Chair, Research Ethics Coordinator, and all Administrative Personnel or designate(s). The President, through the Office of Research Services and the REB Chair/Vice-Chair, is responsible for monitoring and managing the Ontario Tech REB membership composition. |
Specific Procedures
| 4.1 | Composition The REB shall be comprised of at least ten members, including the following: - Chair - Vice-Chair - At least two (2) members with broad expertise in relevant research disciplines covered by the REB - At least one (1) member who is knowledgeable in ethics - At least one (1) member who is knowledgeable in relevant law when biomedical research is being reviewed - At least one (1) community member who has no formal affiliation with the institution - Research Ethics Coordinator who will be an ex-officio non-voting member. In addition, it is desirable (but not mandatory) to have 1 “member-at-large” who does not typically conduct research on human participants. |
| 4.2 | Definitions and Roles A. Academic Members: The backgrounds of the Academic members shall be varied in order to promote complete and adequate reviews of the types of research activities commonly reviewed by the REB. B. Community Member(s): The community member(s), who can be either scientific or nonscientific reviewers, should be knowledgeable about the local community and be willing to discuss issues and research from that perspective. C. Ad Hoc Reviewers (Non-voting): The chair may invite individuals with competence in special areas or knowledge to assist in the initial or continuing review of issues that require expertise beyond or in addition to that available on REB. These individuals are non-voting members and their presence or absence will not be used in establishing a quorum for an REB meeting. |
Appointments and Re-appointments of REB Members
| 5.1 | Terms of Duty Academic and Community members are expected to commit to 3-year terms. Appointments are renewable, with no restriction on the number of terms, subject to review and recommendation by the REB Chair and the Research Ethics Coordinator. All appointments shall be made by the President or designate. |
| 5.2 | Recruitment and Selection of Members |
| 5.2.1 | Potential new members will be identified through referrals from current REB members, recommendations from the Research Ethics Coordinator, or calls for interest posted by the Office of Research Services. Diversity in expertise, background, and community representation will be prioritized in recruitment. |
| 5.2.2 | Interested candidates will be reviewed by the REB Chair and Research Ethics Coordinator to ensure suitability, expertise, and ability to contribute to the REB’s mandate. Recommendations will be forwarded to the President or designate for final appointment. |
REB Member Roles and Responsibilities
| 6.1 | Chair Responsibilities The role of the REB Chair is to provide overall leadership and ensure the integrity of the REB review process. Responsibilities include: - Overseeing REB meetings - Ensuring compliance with TCPS and institutional policies - Serving as liaison with the Office of Research Services - Guiding discussions and ensuring balanced deliberations - Delegating tasks to Vice-Chair or members as appropriate |
| 6.2 | Vice-Chair Responsibilities The Vice-Chair supports the Chair and may assume their responsibilities in the event of absence or conflict. Responsibilities include: - Assisting in review assignments - Advising on policy and procedural matters - Supporting training and mentorship of REB members |
| 6.3 | Member Responsibilities All members are expected to: - Review assigned submissions in advance of meetings - Attend and participate in REB meetings - Maintain confidentiality of all submissions and discussions - Disclose any conflicts of interest - Undertake training in TCPS and institutional procedures as required |
Removal of REB Members
| 7. | REB members who consistently are unable to fulfill the above responsibilities may have their appointment reviewed by the REB Chair and Research Ethics Coordinator. Following review, a recommendation for removal may be made to the President or designate. |
Leave of Absence of REB Members
| 8. | Members who plan to go on a temporary leave of absence (e.g., sabbatical, medical leave or extended vacation) should notify the REB Chair and Research Ethics Coordinator in advance, so that quorum and membership requirements can continue to be met. |
Resignation of REB Members
| 9. | Members who plan to resign must inform the REB Chair or designate and Research Ethics Coordinator in writing. A resignation letter will be acknowledged, and appreciation expressed for the member’s service. |
Expiration of Term
| 10. | Upon the expiration of a term, a thank you letter will be sent to the member on behalf of the REB and the President, acknowledging their contributions to research ethics oversight at Ontario Tech. |