Submitting a research proposal to the Science Faculty Research Ethics Committee
Read all about the University of Malta Research Ethics Review Procedures found on the University Research Ethics Committee’s (UREC) website.
If you are a researcher (also referred to as applicant) follow the guidelines outlined in the University of Malta Research Code of Practice.
Useful documents may be found at UM Documents and Other Documents
We also advise you to refer to the Frequently Asked Questions (FAQs), sample documents, all available on the UREC website as well.
A new platform called URECA for filling in the REDP form has been launched from Friday 1st October 2021.
A replica of this UREC form is also available.
The following are guidelines for researchers when going through the ethics procedure.
1. Prepare a detailed plan of your research – this should include a reasoned evaluation of the project, a proposal and details of data collection protocols.
2. The URECA Form can be completed online. This should be completed AFTER you have prepared a detailed plan of your research but BEFORE you start data collection or processing. You are advised to consult the relevant FAQs on the UREC website when preparing your submission and before filling in the online form. (see above).
3. The Research E&DP form consists of three sections:
Part 1: Applicant and project details
Part 2: Self-assessment and relevant details
Part 3: Submission
a) Go through Parts 1, 2 and 3 and fill in where relevant. If any of the questions in Part 2 are marked as ‘Yes/Unsure’ the application will be REVIEWED by FREC. The applicant cannot start data collection before approval is given by FREC (see point 5). If none of the questions in Part 2 are marked as ‘Yes/Unsure’, then the form will be kept in FREC records, and the applicant may start data collection immediately after supervisor endorsement – see c). Forms in FREC records may need to be consulted for audit purposes, or if proof of FREC review is required by external parties at a later stage, so it should be ensured that the information in the URECA form is detailed and correct regardless.
b) Together with the form, any relevant assisting documentation such as project proposals, consent forms, non-disclosure agreements, recruitment letters and/or information sheets, data collection tools (interview questions, questionnaires and/or research tools) AND full trail of emails should be attached. Refer to sample documents link above for model documents. Furthermore, any consent forms should reflect the requirements indicated in Section 3.1.3 of the University of Malta Research Code of Practice (see link above). All attachments should ideally be provided in PDF format.
c) Students are to fill the form with the help of the supervisor. Supervisors should ensure that the URECA form is clearly written, contains sufficient information on the project in the project description section, and indicate clearly whether any data will be used. In the case of published secondary data, the source of the data should be provided. Furthermore, supervisors should also ensure that any assisting documentation is up to standard. When the student submits the form, the supervisor will be asked to endorse the form. Supervisor should endorse the form as soon as possible if in agreement with the content, or provide feedback to the student on the changes required if not.
4. If your research raises matters relating to data protection (special categories of personal data), you may wish to refer to the UREC-DP checklist (see UM documents link above) for guidance. Any research that raises data protection issues will be reviewed by both the FREC and UREC-DP.
5. In the case where research requires FREC review, the initial response shall normally take no more than 30 working days from the time supervisor gives endorsement of the submitted application form to FREC. The response can be one of the following: (i) Approval – the researcher may proceed with the study proposed; (ii) Conditional Approval – the researcher may proceed with the study proposed on condition of certain amendments to the satisfaction of FREC; (iii) Approval Withheld – pending clarifications or major amendments to the documents, where in the latter case these need to be resubmitted. If the proposal also needs to be submitted to UREC-DP, then the initial response shall normally be given within an additional 30 working days. Should a reply not be received within the stipulated time, kindly contact the FREC chair Dr David Suda, or the FREC secretary Ms. Margherita Borg Buhagiar to pursue progress on your application further.
6. Please note that if new data is required for the research project, it is necessary to go through the ethics procedure (described above) again, as this procedure is only valid for the project details submitted. Furthermore, if, after following all the points above, there are still issues that require clarification, please contact your department FREC representative for further guidance.
7. Applicants who need to approach a cooperating institution for their research, but the institution's cooperation is or may be subject to approval of the application by FREC, are to tick 'Yes/unsure' for Question 17 of the URECA form, prior to submitting the application to the FREC for review. Once FREC has reviewed the application, and any necessary amendments required by the FREC have been made, FREC will advise applicants that their submission has been approved conditionally, with the condition being that the applicant should send FREC a copy of an official letter from the cooperating institution confirming its willingness to cooperate with the researcher. Data collection or any other relevant research activities should not commence before the applicant has submitted this official letter to FREC.
The researcher is expected to submit the necessary forms to FREC as early as possible in the stages of their research. Should the application require FREC review, a first reply should be expected within 30 working days of submission of the application.