What’s New at HiREB?
– January 10, 2025: New! HiREB Guidance on using Personal Information (PI)/Personal Health Information (PHI) for public searches. Click here to read more.
– January 09, 2025: New! Updated features for HiREB invoicing through eREB. Click here to read more.
– December 03, 2024: New! HiREB Guidelines on Decision-Making Capacity and Assent AND Assent Form Template. Click here to read more.
– August 19, 2024: Updated! Tele/Video Conferencing and Consent Guidelines. Click here to view guidelines.
– May 31, 2024: New! Guidelines on Secondary Use of Information and/or Samples for Research Purposes. Click here to read more.
– February 5, 2024: Database Application has been de-activated. Click here to read more.
– February 5, 2024: New eREB Guidance on Creating and Sharing New Studies is available. Click here to view guidance.
– February 5, 2024: New eREB Guidance on Application Types is available. Click here to view guidance.
– August 29, 2023: New guidance on Implied Consent is available. Click here to view guidance.
– June 01, 2023: HiREB membership lists available in eREB. Click here for more details
– March 01, 2023: HiREB is moving, effective March 13, 2023! Click here for more details
– December 01, 2022: Updated letters and change in approval start date for GRAs! Click here for more details
– July 23, 2021: System Error Notification: Auto Submit not working as expected. Click here for more details
FAQs
What are the HiREB requirements for Patients/Participants as Advisors/Advisory Groups (May 07, 2025)
Some studies include patients or participants as advisors to or members of the study team, providing patient/participant perspectives. Their role may include (but is not limited to) informing the research design and developing or refining participant facing study materials, highlighting the needs, priorities and preferences of the community along with the realities of lived experience.
HiREB highly recommends that patients or participants be involved in study development whenever possible. There are lots of resources available on this topic. For example, CIHR has a Strategy for Patient Oriented Research – Patient Engagement Framework, and Clinical Trials Ontario has resources on patient/participant engagement in research.
These activities do not require HiREB approval, provided the patient/participants are acting as members of the study team and not as participants providing data to answer the research question. Researchers can identify, recruit, onboard and involve patients/participants as advisors without engaging with HiREB.
In some cases, the study team may additionally want to conduct research that involves advisors/advisory group members as research participants (e.g., by using the information provided by these individuals through their advisory roles to answer a research question). This activity, like other research activities, does require REB approval. If you’re not sure whether the advisors are acting as research participants, please contact us (hireb@hhsc.ca) for guidance.
What is the HiREB review process for Delphi studies? (May 07, 2025)
A Delphi study (also called a Delphi panel or Delphi technique) is a research methodology where opinions on a specific topic are gathered from a group of experts with the aim of obtaining consensus. It typically involves a series of rounds where the experts are asked their opinion on a particular topic. The feedback from each round informs the questions in subsequent versions until a consensus or clear divergence of opinion is reached. Questions may be asked in a panel setting or via written questionnaires. The rounds may be done in a single day or over a period of time.
Research studies using Delphi methods require REB review and approval following the ‘usual’ REB requirements. The only difference is that the revised questions (i.e., generated via the feedback between rounds) do not require REB approval, even when they are administered in a written format. It is understood that the questions asked of participants will be refined/revised as part of the process but that they will overall remain related to the original questions (which do require REB approval) and research objective.
How do I manage privacy concerns when using video conferencing like Zoom?
Apps like Zoom, Webex, and MSTeams can be used, but privacy risks must be disclosed to participants in the consent. For Information, see ‘Video Conferencing and Consent Guideline‘ under ‘Forms and Templates’ tab.
I have just obtained the last signature on my application. Is the application then automatically submitted in the eREB system?
*Auto-submit not working as expected for GRAs – click here for details.
As of March 03, 2020 new forms have been published enabling the auto submission action. Once all signatures have been obtained, the application form/sub-form will automatically be submitted to HiREB.
Signatures for persons that have access to personal health information are no longer required ?
As of March 03, 2020 the LPI no longer has to obtain signatures on the Retrospective Review of Medical Charts& Health Data application, Prospective Database Research application or the Human Tissue Research application. With the exception of the LPI you will need to have on file a completed Confidentiality Agreement form for each person who will be reviewing/abstracting medical records/charts/health data or who will have access to the identifiable data. The Confidentiality Agreement form is available on our website under the eREB tab.
Can another individual sign the form if the LPI is away?
In general, exceptions may be made for LPIs who are on sick leave or deceased, but otherwise it is expected that the LPI would be able to sign the amendment form/approve the changes prior to submission.
If the LPI is on maternity leave, an amendment must be submitted to temporarily change the LPI. The ICF must be updated as well so the participants can contact the new LPI in the meantime. An amendment is to be submitted to change the LPI back once maternity leave has ended. For question please contact the eREB Helpdesk at 905 521-2100 ext 70014 or eREBHelpdesk@hhsc.ca.
Upcoming Events
Current Meeting Dates and Submission Deadlines
Meeting
Submission Deadline for the June 17, 2025, Meeting
Meeting
Submission Deadline for the July 2, 2025, Meeting
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Disclaimer: The Hamilton Integrated Research Ethics Board (HiREB) represents the institutions of Hamilton Health Sciences, St. Joseph’s Healthcare Hamilton, Research St. Joseph's-Hamilton, and the Faculty of Health Sciences at McMaster University and operates in compliance with and is constituted in accordance with the requirements of: The Tri-Council Policy Statement on Ethical Conduct of Research Involving Humans; The International Conference on Harmonization of Good Clinical Practices; Part C Division 5 of the Food and Drug Regulations of Health Canada, and the provisions of the Ontario Personal Health Information Protection Act 2004 and its applicable Regulations; For studies conducted at St. Joseph's Healthcare Hamilton, HiREB complies with the Health Ethics Guide of the Catholic Alliance of Canada