Proposal and Report Submission Format & FAQs
How/who can submit an application for ethical approval?
We have an offline proposal submission system which can be accessed here. You need to download the proposal submission format and submit the complete proposal at firstname.lastname@example.org necessary documents mention in the format. All the staffs, students, or associated workers belonging or affiliated to NNJS can submit the application.
How long does it take to obtain ethical approval?
It usually takes two to six weeks to get ethical approval depending upon the nature of the proposal. Proposals with serious ethical concerns might take more than six weeks. Extra time should be allotted in case the IRC needs additional information. We encourage you to submit your complete application early and address the reviewers’ feedback on time.
How much is the processing fee?
The ethical approval fee depends on the type of research and budget and the budget of the study. For More
How do I pay the processing fee?
You may deposit the ethical approval fee either at NNJS office or at Nepal Investment Bank Limited. The account details are as follows. Bank Name: Nepal Investment Bank Limited, Account Name: Nepal Netra Jyoti Sangh, Account Number: …………………………….. Swift Code:…………… After depositing the fee, you must mail the payment voucher to email@example.com.
What should I do if my study involves participants below 18 years of age?
Studies involving participants below seven years old require you to submit a consent form from a parent or guardian. You should provide an assent form as well as the parent/guardian consent if your study involves participants aged 7 to 18 years. A consent form only is required for participants above 18.
Who is considered vulnerable?
Pregnant women, children, the elderly, disabled people, prisoners, those in regular military services, the mentally disabled, disaster affected populations, those with chronic conditions or anyone with diminished autonomy.
Can I transfer biological samples outside the country?
Transfer of any raw/crude human biological materials outside the country is strictly prohibited. Only extracted and amplified samples may be transported abroad for further study. You are encouraged to perform the laboratory analysis inside the country as far as possible. If you need to perform biological analysis outside the country, you need to submit the curriculum vitae of sample handlers and a commitment letter from the lab where you intend to perform your analysis. The commitment letter should clearly indicate the commitment to use the samples strictly for the purpose of the study and that any samples will promptly be destroyed upon completing the analysis.
What shall I do if changes are made to the proposal after obtaining ethics approval?
If there is a need to make changes to your proposal following ethics approval, you must submit a request for amendment to the IRC NNJS clearly indicating the required changes along with the reasons for the amendments. The request for amendment will not be considered if your study period has expired.
Do all research projects involving human participants need ethical approval?
Yes. All projects involving human participants (people participating in a direct way by answering questions about themselves or their opinions, performing tasks, being observed, comprising data about identified or identifiable people) must secure ethics approval from the IRC NNJS.
Can I obtain approval after I start collecting data?
No. You must secure approval for your project before you begin any part of your research which involves human participants, an example including collecting blood sample, taking photographs or conducting interviews.
Should I apply, or should someone else apply on my behalf?
The principal investigator(s) of the research project, whether student or staff member, is responsible for the completion and submission of the ethics application. The principal investigator is responsible for ensuring that all researchers involved in the project are named, thus ensuring ethics approval is granted for all individuals. Researchers not named on an ethics application are not permitted to carry out any part of the research. If, during the research, new researchers become involved, permission must be sought through the amendment process.
My research has started, and I forgot to apply for approval, what should I do?
Failure to apply for approval constitutes a serious breach of procedure; you will not be able to use any information collected from studies that failed to secure ethics clearance from the IRC. Please note that the IRC NNJS does not provide retroactive ethics approval. If you find yourself in this position, please contact the IRC NNJS immediately to discuss a course of action.
For how long an approval is granted?
Approval is given for the duration of the study mentioned in the research proposal. The expiry date of the approval is explicitly referred to in the approval letter provided by the IRC NNJS.
I need approval in a hurry: what should I do?
Submit your proposal as soon as possible, making sure that you have completed all the sections and supplied all the documents so that there are no delays. Explain your need for urgent approval. We will consider such requests on a case-by-case basis, and we will do our best to make a decision as soon as possible. Please do not ask for urgent approval unless you really need it, as it will cause delays for those who do.
Does NNJS need to seek ethical approval from Institutional Review Committee of NNJS for its own research projects?
Yes. Every research project conducted by NNJS has to go through strict review process and needs to be approved by Institutional Review Committee of NNJS.
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