Research Ethics Review FSS

1. Self-Check: Before you collect any data in your project, you will always need to do a self-check to screen for potential ethics and knowledge security issues. If the self-check indicates that there are no issues, you will receive an automatic email confirmation of the result. You are now ready to start your research. Keep in mind that your research must be conducted as presented in the self-check. For example, if you indicated that you will obtain informed consent from your participants, you must not only do so, but make sure the implementation is in line with faculty requirements for informed consent (see templates below). If you committed to debriefing participants, make sure that you implement a comprehensive debriefing procedure after your study. In case the self-check indicates ethics issues, proceed with step 2. If the self-check indicates knowledge security issues, consider step 4.
2. Contact Department Representative: Discuss with your department's RERC member whether revisions to the research design can resolve ethics issues. If the department representative thinks a full review is necessary, proceed with step 3.
3. Full Ethics Review: You will need to complete an application for full review and provide additional information. Details about the full review are below. Reviews take time. The RERC requires at least two weeks (14 calendar days) to evaluate your application and must subsequently discuss your application at the next monthly meeting (upcoming meeting dates are below). Thus, you must submit your complete application at least two weeks (14 calendar days) before the monthly meeting for it to be considered in that meeting. Bear in mind, if concerns remain, you may need to resubmit your application.
4. Knowledge Security Review: Submit a completed knowledge security questionnaire (details below) to the RERC or request assistance in filling it out. The RERC will then evaluate knowledge security risks of your proposal and pass on a recommendation to the faculty board.

The self-check is the starting point for ethics and knowledge security review. It is mandatory for all new research projects. The self-check form consists of a series of yes/no questions about possible risks in your research.

If the result is that your research does not need further review, you can start your research.

If the result is that your research needs further ethics review, consider whether identified risks can be avoided by adapting your research plan. Discuss your research plan with your supervisor and your department’s RERC member. Send the self-check result to your department's RERC member. Revise your research plan to resolve issues. Complete the self-check again based on the revised plan. If it is not possible to resolve issues though this informal process, a full review will be required. See Full Ethics Review section below.

If the result is that your research needs further knowledge security review, see Knowledge Security section below.

Link to online self-check form

Preview of self-check form in PDF format

* Note that only research project leaders can submit an application for ethics review. If you are a master's student, see below.

You will first need to fill out the online application form linked below. Within the application form you will be asked to provide the following items. Please use templates provided in hyperlinks for these items:

• A short description of the research questions, the societal and scientific relevance of the research, and the research design (max. 1 A4); 
• the information for participants,
• the consent form, (English/Dutch), and privacy statement (if applicable) (English/Dutch)
• the research materials (manipulations, questionnaire, topic list),
• the data management plan (DMP Online)

Once your application is received, the secretary will screen it. Be ready to answer clarification questions and revise, resubmit, or add materials. When your application is complete, two members of the RERC will review it. The full RERC will discuss your research at the next meeting. The RERC meets once a month during the academic season, typically on the first Monday of the month between 13:00-14:30. 

End 2024/Spring 2025 meetings:

• 3 December 2024
• 6 January 2025
• 3 February 2025
• 3 March 2025
• 7 April 2025
• 12 May 2025 (note: This meeting is one week later than usual due to the 5 May holiday)
• 2 June 2025

The committee requires at least two weeks to study your application and must subsequently discuss your application at the next monthly meeting. Thus, you must submit your complete application at least two weeks (14 calendar days) before the monthly meeting for it to be considered in that meeting. Bear in mind, if concerns remain, you may need to resubmit your application.

Link to online Ethics review application form

Preview of Ethics review application form in PDF format 

The VU Knowledge Security Framework came into force on 1 September 2023. This framework ensures that international cooperation can take place in a safe manner. It supports the consideration of whether to enter a collaboration with a person, institution, funder, or client. This means that when entering international cooperation and/or relationships for research, education, and business operations, everyone must always answer the questions in this framework before a collaboration can be entered. There are two types of scenarios where you might need a knowledge security evaluation. First, in relation to a research project. Second, when hiring or initiating an academic collaboration with an international partner.

1. If the self-check has indicated that you need to fill out a knowledge security questionnaire, send the completed form to the RERC or request assistance in filling it out. The RERC will then evaluate knowledge security risks of your proposal and pass on a recommendation to the faculty board.
2. If you need to do a knowledge security check related to hiring or an academic collaboration with an international partner, complete the 6-question survey here. If you respond "yes" to any of the 6 questions, you need to fill out a knowledge security questionnaire, send the completed form to the RERC or request assistance in filling it out. The RERC will then evaluate knowledge security risks of your proposal and pass on a recommendation to the faculty board.

Additional information on knowledge security: Knowledge security for VU Amsterdam employees

If you are a Master's student, work with your supervisor on the self-check. If there are ethics issues identified in your self-check, consult with your supervisor. In general, a full review is only conducted on a Master's project if the supervisor plans to publish based on the student's work. If this is the case, the supervisor must submit the project for full review before the research begins. Master's students never submit an application for full review independently.

If you are a PhD candidate, you are eligible for full review, if necessary. You must work closely with your supervisor in preparing and submitting materials for the full review.

Video explanation - Research Review step by step

• Data Management Plans: The University Library manages DMP Online, the preferred resource for developing a DMP.  Find answers to frequently asked questions about DMPs here.

Before using the following, read important information and context here:

• Informed Consent Form (English/Dutch)
• Privacy Statement (English/Dutch)
• pre-Data Protection Impact Assessment tool (if you are unsure if you need to fill out a DPIA)
• Data Protection Impact Assessment template

• Research Ethics Review Committee regulations
• Research Ethics Review procedure overview
• Code of Ethics for Research in the Social and Behavioral Sciences Involving Human Participants
• Netherlands Code of Conduct for Research Integrity
• Practical Tips and Guidelines for researchers who work with sensitive data
• Beslisboom WMO-plichtigheid VUmc
• Research Integrity in Social Science Research at Vrije Universiteit
• Knowledge Security for VU Amsterdam Employees

The RERC is a member of NETHICS, the national ethics council for social and behavioral sciences. NETHICS coordinates between ethics review committees in the social and behavioral sciences at different universities in the Netherlands. See www.nethics.nl.

Stakeholders in research that is reviewed by the RERC can submit a complaint. The complaint procedure is as follows:

•  Persons who have a complaint about the research of employees of FSS-VU should first contact the project leader of the relevant research to see if they can reach a joint solution.
• If this does not lead to an acceptable outcome, the complainant may contact the research portfolio holder of the faculty via the Research Office (researchoffice.fss@vu.nl).
• The research portfolio holder responds to the complaint on behalf of the Faculty Board and, if desired, seeks advice from other faculty members (including the Research Ethics Review Committee and/or the head of the relevant department).
• Depending on the severity of the complaint, the portfolio holder may also decide to forward the complaint directly to the VU-VUmc committee for scientific integrity.
• If the complainant considers the response of the faculty insufficient, or at the faculty's own recommendation, the complaint can be submitted to the VU-VUmc committee for scientific integrity
• For further guidance in the complaint procedure and in the choices to take, complainants can contact a representative for scientific integrity at VU Amsterdam

Frequently Asked Questions page