GEO Ethics Review Procedure

about the research ethics review procedure

This procedure has been implemented to identify and assess potential ethical issues of research conducted within the geosciences domain. In accordance with the UT Research Ethics Policy, submission of research for ethical review is mandatory in case of research involving human subjects or potentially sensitive data about or from individuals, groups or organizations. For other types of research, the ethical review is strongly recommended to identify the existence of possible ethical issues related to, for instance:

1. Using or developing (geo)artificial intelligence (AI) or machine learning (ML)
2. Using or creating (through data aggregation) potentially sensitive data on humans
3. Research with potential dual use (e.g., military applications)
4. Research conducted in low-income country

The ethics review process takes around 15-20 working days. Given the potential for iterative processes in the ethics review, we recommend researchers submit their applications 6-8 weeks before commencing their research activities (e.g., fieldwork, data collection, code development, etc.). This timeframe allows for any necessary iterations and ensures a smoother review process. Submissions close to or during the committee's yearly holiday periods (July 29 – August 23/December 15 – January 15) will have to account for this time in addition to average reviewing time. 

If you have questions about completing the ethics questionnaire or the review procedure, please contact us at ethicscommittee-GEO@utwente.nl.

Review Procedure Step-by-Step

Researchers can submit an ethics review request through the UT Ethics Review Web Application following the steps outlined below:

1. Log in to the UT Ethics Review Tool web application and complete the Ethics questionnaire. The main researcher responsible for designing or implementing the most significant part of the research project must complete the GEO ethics committee's questionnaire. Use your UT account to access the web application.
2. Fill in the questionnaire and choose the GEO ethics committee for research involving geospatial-related components. If you are uncertain about which committee is most suitable for your research, contact us at ethicscommittee-GEO@utwente.nl for guidance. Other domain committees include HSS (human and social sciences), NES (health research and biotech), and CIS (computer information systems).
3. Use the 'Save' button to save your progress. Access saved applications in the 'My Applications' section of the main screen.
4. If your research involves human participants, section three of the GEO ethics committee's questionnaire will prompt you to upload research information leaflets, participant consent forms, and third-party consents (if applicable).
5. You can upload supplementary material to provide better context to the reviewer(s) in section six of the GEO ethics committee's questionnaire. This material can be, but not limited to, research design protocol, interviews/focus group scripts, drafts of surveys, etc.
6. If you are an MSc student or a PhD candidate, remember that your supervisor will be the first to receive your request upon submission. Inform your supervisor to provide timely feedback. This will speed up your process.
7. After submitting your application, you will receive follow-up emails during the different phases of the reviewing process. These emails may include requests for modifications from your supervisor or the committee reviewer. If you receive these emails, revisit your submission, make necessary changes, and (re)submit the questionnaire.
8. Once your application is reviewed, you will receive a notification email. Visit your submission in the web application to access the advice in the PDF form, containing a reference ID, your submission details, the committee’s advice, and comments from your supervisor and the review.

IF YOUR RESEARCH CHANGEs AFTER THE FIRST ETHICAL REVIEW, THIS IS WHAT YOU HAVE TO DO:

If your research undergoes significant changes after the initial ethical review or if new research activities are introduced, you are required to seek further ethical advice from the GEO Ethics Committee in accordance with responsible research principles.

In this situation, please follow these steps:

1. Prepare an amendment letter that includes the reference number of the previous ethics advice and a detailed explanation of the changes
2. Email the amendment letter and any necessary supplementary documents that committee members may need to evaluate the modifications to ethicscomittee-GEO@utwente.nl. 
3. The committee will assess the provided information and determine whether a new submission is required. If so, follow the standard review procedure outlined above.

Guiding/Support Material for Users of the UT Ethics Review Web Application