Frequently asked questions

If your project involves collecting information from people, using human data, their tissue or undertaking research that may affect participants, it is likely to require ethics review. Independent ethics review helps ensure that participants are treated with respect, risks are appropriately managed, and the research is conducted ethically and responsibly.

To help us undertake a thorough review, you'll generally need to provide a completed application form, participant information sheet, consent form, recruitment materials (where applicable), and any supporting documents relevant to your study. The exact requirements may vary depending on the type of research being undertaken, so we recommend reviewing the application checklist before submitting.

Once we receive your application, our Secretariat will acknowledge receipt and undertake an administrative screening to ensure all required documents have been provided. If any information is missing, we'll contact you before the review begins. Once your application is complete, it is allocated to reviewers with relevant expertise and progresses to independent ethics review.

• Approved or Approved with minor comments – Your project has met the ethical requirements and may proceed.  The minor comments are for your consideration but do not need to be seen by committee.

• Further Information Required – Additional information or clarification is needed before a decision can be made.

• Resubmission– The committee has identified significant ethical concerns and will work with you to revise your application. 

• It is unlikely an application will be declined as this would have been identified prior to submission.

Once your project has been approved, you may begin your research in accordance with the approved protocol and any conditions outlined in your approval letter. Throughout the life of your project, you are responsible for conducting the research as approved and informing The Collective of any significant changes, adverse events or issues that may affect the ethical conduct of the study.

Yes. As a condition of ethics approval, researchers are required to provide progress and/or final reports as outlined in their approval letter. These reports help The Collective monitor approved research, ensure studies continue to be conducted ethically, and provide an opportunity to report any significant developments or issues that have arisen during the course of the project.

The Collective's fees are based on the review pathway and level of review required. Our fees cover administrative screening, independent ethics review by experienced committee members, committee deliberation, and the preparation of a formal ethics decision. Current fees are available on each review pathway page. As a not-for-profit, all revenue is put back into the Collective and ethics sector.

Yes. The Collective holds professional indemnity insurance to support the ethics review services we provide. Alongside our governance framework, independent review processes and quality assurance measures, this helps ensure researchers and organisations can engage with our services with confidence.

The Collective offers three review pathways: Social Science, Health-Adjacent, and By Māori, for Māori. The appropriate pathway depends on the nature of your research, the participants involved, and whether your study includes health-related components or Māori-led research. Our scoping tool can help you determine this, or email us!

Yes. We encourage researchers to contact our Secretariat if they have questions. Whether you're unsure if your project requires ethics review, need help selecting the appropriate review pathway, or would like advice on preparing your application, we're happy to assist. Early discussions can help ensure your application is complete and minimise delays during the review process.

Our standard review timeframe is 18  days calculated from the date a complete application is received. This includes pre-screening. Expedited review options are available for time-sensitive projects at an additional fee. If further information or revisions are required during review, the timeframe may be extended until the requested information has been received.

It is common for the committee to request additional information or suggest amendments before making a final decision. This is a normal part of the ethics review process and is intended to strengthen your research and ensure ethical issues have been appropriately addressed. Once you've responded to the committee's feedback, your response will be reviewed either under delegated authority by the Chair of the committee, or by the original reviewers if they have requested this during their review. 

The Secretariat is available to discuss your outcome letter, and can arrange a meeting with the Chair should the applicants request. 

Research projects often evolve as they progress. If you need to make changes to your approved study—such as updating your methodology, participant materials, research team or study procedures—you should submit an amendment for review before implementing those changes. This helps ensure your project continues to meet ethical requirements while protecting participants throughout the research process.

If an adverse event, unexpected incident or other issue occurs that may affect the safety, wellbeing or rights of participants, please notify The Collective as soon as reasonably practicable (or within 7 days). We will work with you to determine whether any amendments, additional safeguards or other actions are required to support the continued ethical conduct of your research.

An invoice through our Xero software will be issued once your application has been accepted for review. Payment terms are outlined on the invoice, with payment being required on the 20th of the month, or as soon as feasible. Review will commence irrespective of up front payment.

If you have any questions about invoicing or payment, please contact our Secretariat.

The Collective has applied for approval as an Institutional Ethics Committee under the HRC's approval process. While this application is currently being considered, The Collective operates in accordance with recognised ethical principles, robust governance processes and independent review procedures. Many ethics committees are not accredited by the HRC.