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Ethics review at BSMS – FAQs

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Ethics review at BSMS – FAQs

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Does my research require ethics approval? 

All research led by BSMS staff and students involving human participants, the collection or use of their biomaterial, or data requires ethics approval. The Medical School is committed to ensuring that its research involving human volunteers is conducted in a way that respects the dignity, rights, and welfare of participants, and minimises risks, including to researchers and the reputations of the Universities.

BSMS staff and students who are unsure whether their project necessitates research ethics approval and require further advice can refer to the checklist below:

  • Research involving human participants
  • The collection and/or use of material derived from humans (Including: Cells, Tissues, Organs, Bodily fluids (e.g. blood, plasma, spinal fluid), secretions and excretions (e.g. breath, urine), Outgrowths (e.g. hair, nail, teeth).
  • Access to, collection or use of personal data or property, including mass data collected online (including from social media platforms)
  • Access to, collection of or use of non-personal sensitive or confidential data.
  • Research with the potential to expose any person, whether participating in the research or not, to physical or psychological harm.
  • Research with the potential to cause a significant negative impact or damage to the environment
  • Research involving genetic material and the local or traditional knowledge relating to the genetic material.
  • Research exploring or involving illegal activities, requiring access to or handling of materials related to illegal activities and/or research that could lead to the disclosure of information that could facilitate illegal activities.

Please see the Universities ethics policy and supporting notes for more details.

Please note: If work is not classed as ‘research’ or falls under specific exemption criteria such as that defined by the Health Research Authority (HRA), formal ethics review may still be required through the Universities of Brighton and Sussex research governance procedures. Especially if you intend to publish the results of your research, you may still be asked for proof of institutional ethics review by a journal or funder. 

Please ensure that you find out if this will be a requirement by speaking with the Science Engineering Medicine Faculty Research Ethics Committee BSMS (SEM FREC: BSMS) ahead of time. 

A note on pilot or feasibility studies

We have developed some helpful guidance to assist applicants in identifying if their research is a feasibility or a pilot study: Guidance on is your research feasibility or pilot study.

VIEW IT HERE >

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What happens when I submit my application for review?

Please see the flowchart on the Overview of the ethics review process.

Download the flowchart here >

 

Your application will receive one for four outcomes:

  • Approved – no amendments changes to the application form or study documentation required.
  • Conditionally Approved: Studies which require relatively minor small changes amendments to the application and/or study documentation. Does not need to be returned for review.
  • Change Request: Studies which require more substantial changes amendments to the application and/or study documentation. To be returned to the review.
  • Not Approved – for studies which are ethically unsound or submitted in error.

The applicant will be informed via email of the outcome of review (to their University of Sussex email address). They will receive a summary of the feedback and an itemised list of changes required for approval as well as those recommended for the enhancement of the study.If you would like to discuss your research before submitting your application, please email SEMFRECBSMS@sussex.ac.uk.

Undergraduates/Postgraduate taught students

Low-risk applications will be reviewed at school level by your supervisor and School Research Ethics Officer (SREO). Applications will first be authorised by your supervisor and then reviewed an SREO. All applications should be submitted on Ethics RM (Infonetica).

High-risk applications will be reviewed by your supervisor an SREO for your school, plus one F-REC member and any relevant specialists. These may take longer to review, so students who are undertaking high-risk projects should ensure that they are submitted in good time. 

All students should discuss their project, methods, and ethical issues with their supervisor in the first instance.

Postgraduate and staff researchers

Applications to SEM: BSMS will be reviewed via one of two pathways. Applications considered to be of lower complexity are reviewed outside of a scheduled Committee meeting and are reviewed by 1 F-REC member and the chair if they are low risk, and 2 F-REC members, the chair/deputy chair and any specialists if they are high risk. Please see the ethics policy for further details.

Those considered to be of higher complexity will continue to be reviewed at a meeting. Applications will be triaged on submission to determine which pathway they will follow. Applicants will be notified if their application will be reviewed at a meeting.

When is the next BSMS committee meeting? 

If an application is being considered at a scheduled FREC meeting, the applicant may request to attend the meeting in person although this is not necessary/mandatory as part of the review process. 

A request should be sent to SEMFRECBSMS@sussex.ac.uk two weeks before the meeting date to allow discussion time to be accommodated in the meeting agenda. PGR students are encouraged to be accompanied by a supervisor. 

(Please note the meetings only refer to Staff/PGR applications)

Meeting dates

  • 11 June 2026
  • 10 September 2026
  • 10 December 2026
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How long does ethics review take?

The timeframe for approval will depend on the quality of the submission. 

Please ensure you allow enough time for the review process when planning your research. Applications should be timed in advance of the intended start date to allow time for review and any amendments that may be required.

For UG/PGT students

Low risk applications can expect to receive decision within 10 working days of submission to the SREO. 

For PGR and Staff

The process can take at least four weeks for full review. Most applicants will then have to amend their application and submit for approval. It is therefore important that you submit your application in good time and when entering the dates of your proposed data collection that they are far enough in the future.

Remember: Ethics approval must be obtained before the research starts, including before participants are recruited. Please ensure you allow enough time for the review process when planning your research. Retrospective ethics approval cannot be given. 

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What if I or my supervisor is not a part of BSMS?

  • To be eligible for ethics review staff must be employed by the University of Sussex or a clinical academic with an Honorary Contract (and not ‘Honorary Title’) at BSMS.*  

*Please note ‘Honorary Contract’ and ‘Honorary Title’ denote different relationships with the University. An Honorary Contract is equivalent to a substantive employment contract with the University of Sussex, while an ‘Honorary Title’ is not.

  • Applying for an Honorary Contract can take a minimum of two months since it is equivalent to a substantive employment contract in all except direct payment of salary. The status of the Honorary Contract holder’s legal relationship with the University must be established well in advance of:
    • An application for funding of research;
    • Application to the BSMS Faculty Research Ethics Committee (FREC) for ethics review of the research.

This is to ensure the research can be sponsored by the University. Honorary Contract holders are entitled to a BSMS and Sussex IT account including access to resources required for University-sponsored research such as research data storage (OneDrive and SharePoint). Contact L.Zagnoli-Vieira@sussex.ac.uk who will be able to advise further on obtaining a suitable contract.

Where can I read up on ethics issues or ask questions?

Please consult our ethics A-Z to read up on common ethical issues.

If you have a query concerning your project, advice may also be sought from SEMFRECBSMS@sussex.ac.uk. 

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Who are my ethics contacts?