Apply to UCL's Research Ethics Committees

Research ethics applications can be submitted for review through UCL's high- and low-risk routes. Find out how to apply for ethical approval at UCL.

Application routes

High-risk applications

All high-risk research ethics applications should be submitted via the ethics@ucl system for review. Institute of Education (IOE) applicants should contact the IOE Research Ethics Office at ioe.researchethics@ucl.ac.uk in the first instance.

Low-risk applications

Low-risk applications from UCL staff and students should be submitted centrally to our Research Ethics team via the ethics@ucl system. Applicants based in faculties or departments with a Local Research Ethics Committee (LREC) should submit their application as follows:

Applicants based in faculties or departments with a Local Research Ethics Committee (LREC) should submit their application in line with their LREC’s procedures. Please refer to the Local Research Ethics Committee webpage for further information about applying to an LREC. 

Applications submitted before the roll-out of ethics@ucl will continue to be processed outside of the system. As per your approval letter, amendments to existing approvals and details of adverse events should be sent to ethics@ucl.ac.uk or your local committee. Visit our Responsibilities after approval page for more information.

Application process

Follow the steps below to submit high- and low-risk applications to our Research Ethics team. If your department or faculty has an LREC to review low-risk applications, check local arrangements before starting your application. If you are unable to submit your application through ethics@ucl, contact us via email at ethics@ucl.ac.uk. 

1. Is your project classed as high- or low-risk

High-risk projects

Applications involving the following would be considered 'high-risk':

• Vulnerable participants
• Sensitivity
• Consent, deception, or covert research
• Disclosures
• Security-sensitive materials
• Risk to researcher wellbeing
• Administration of substances
• Invasive procedures

Read our high-risk checklist for more information about these risk categories and examples.

If your project is high-risk, you will need to complete and submit your application in the ethics@ucl system. Your application will be sent to the relevant Research Ethics Committee (REC) for review. Application deadlines and meeting dates can be found below.

Low-risk projects

Applications for research projects not involving any of the above high-risk elements are considered 'low-risk' and should be submitted in the ethics@ucl system. Low-risk applications submitted to our Research Ethics team are reviewed on a rolling basis, with no fixed submission deadlines. 

Your department or faculty may have an LREC to review and approve low-risk applications. Check your local arrangements before submitting an ethics application.

2. Timescale for research ethics review

We aim to review applications promptly in line with published timelines. You can track your application's progress through ethics@ucl. Researchers should allow enough time to obtain a favourable ethics opinion before starting data collection, and check any internal course or departmental deadlines for submission. 

LRECs

Check your local committee deadlines, as these may vary.

High-risk review

Applications should be submitted by the submission deadline, usually 4 weeks before the meeting. This allows for completeness checks and initial review before the meeting. Initial feedback will be provided within 10 working days. Gaining a favourable opinion may take longer if you are asked to address any feedback.  

Central low-risk review

Initial feedback will be provided within 20 working days of submission. Issuing a favourable opinion may take longer if you are asked to address any feedback. Applicants should allow 6 weeks for low-risk ethics review.   

3. Accelerated review

All high-risk research is normally reviewed by full committee. However, the Chair may consider exceptional requests on a case-by-case basis.

For low-risk research, an accelerated review option is available in exceptional and well-justified situations where there are no complex ethical risks. This can apply in circumstances that could not have been anticipated and which are outside the researcher’s control. Examples include time-sensitive research situations such as health emergencies, time-related events, access, or short funding deadlines.

Accelerated reviews for low-risk applications can be carried out by the Chairs or Deputy Chairs of the relevant REC - UCL REC, Humanities, Arts and Sciences Research Ethics Committee (HAS REC), Life and Medical Sciences Research Ethics Committee (LMS REC), and LRECs. An accelerated review is not a lighter touch review; applicants may still be required to respond to feedback and provide clarifications before a favourable opinion can be issued.

4.  Register with the UCL Data Protection Office (if required)

Any research involving the processing of personal data (information related to an identifiable individual) needs to be registered with the UCL Data Protection Office (DPO) before applying for ethical review. You should update your application if the DPO advises you to make any changes to your data collection and storage arrangements.

UCL staff and students can register their research using the online form on the DPO website. If you cannot access or use the form, email data-protection@ucl.ac.uk. After review, the DPO will issue a data protection registration number. Quote this number in the appropriate section of your ethics application form to show the project has been registered with the DPO. Your data protection registration number is different to your ethics application number. 
 
If the registration process exceeds the advertised 10 days, submit your ethics application form, marking the sections relating to data protection registration as ‘to follow’ or ‘registration in progress’. Once available, share your data protection registration number alongside any changes advised by the DPO with our Research Ethics team.
 
Data collection cannot commence until you have ethical approval and your research is registered with the DPO (if required).

5.  Carry out a risk assessment

To determine any risks associated with your research, i.e., risks to yourself as the researcher and those you are researching, you will need to carry out a risk assessment.

It is a legal requirement that all research is assessed for risk. Refer to your department's local arrangements for risk assessments and UCL Safety Services guidance on how to carry out a risk assessment. The guidance includes instructions on how to conduct a risk assessment and who should approve it. 

For further advice, contact the UCL Safety Services team at safety@ucl.ac.uk.

6. Conflict of interest

Maintaining objectivity and avoiding bias and conflicts of interest is a core principle of UCL's research ethics process. The ethics@ucl system directs researchers to follow the UCL Disclosure of Conflict and Declaration of Interest Policy. All RECs should take steps to avoid conflicts of interest.

To ensure impartiality, the UCL REC is responsible for reviewing ethics applications submitted where the Principal Investigator (PI), Co-Investigator (Co-I), or any member of the research team is also a member of either the HAS REC or LMS REC. This approach helps manage potential conflicts of interest and maintain the confidentiality of the review process.    

7. Accessing ethics@ucl

To access the applicant portal, visit ethics.ucl.ac.uk and log in using your UCL Single Sign-on details. A Desktop@UCL or VPN connection is not required. Supervisors should access the system to view and sign student forms.

If you are a new user, we recommend visiting our Using ethics@ucl page before using the system.

Should you have any questions about ethics@ucl not covered by the guidance above, e-mail ethics@ucl.ac.uk or join one of our drop-in sessions. 

8. Cross-disciplinary research

Where research is being conducted by staff or students in more than one department, the research should be ethically reviewed in accordance with the individual's home department (either by LREC or referring to central committees).

9. Complete the application form

The dynamic application form adjusts questions based on your responses. The full form is only visible after completing sections A and B, with follow-up questions appearing as you progress through the form. Changing an answer to an initial question may result in lost responses.

Tips for navigating the application form and submission process

1. Start your application: select 'Introduction and Instructions’
2. Guidance and resources: select the information icons next to each question for tips and useful resources 
3. Complete mandatory questions: Most questions are mandatory and need to be completed before you can submit the form. Optional questions are highlighted 
4. Access help: find templates and frequently asked questions under the 'Help' tab in the top navigation menu
5. Return to overview screen: Select ‘Navigate’ in the left-hand-side menu
6. Share with UCL collaborators: Select ‘Share’ in the left-hand-side menu to share with your UCL collaborator(s). Enter their UCL email address and grant full access
7. Share with external collaborators: Select ‘View as PDF’ in the left-hand-side menu to save the form as a PDF. Only answered questions will be included
8. Save progress: You can save the application and return to it at any time. Progress is automatically saved when you select 'Next page'
9. Post-submission changes: After submission, further changes can only be made if requested by a reviewer or supervisor.

10. Attach supporting documents

Your application will need to include a full description of planned activities, recruitment approach, consideration of potential ethical issues, and supporting documents (e.g., participant information sheets, consent forms, interview questions, and survey tools). Incomplete applications will be returned for revision and resubmission. 

Participant recruitment documents

All studies involving participant recruitment need to use documents such as information sheets and consent forms. For guidance, visit our Producing Participant Recruitment Documents page and review the annotated template forms below:

• Template consent form (Word)
• Template participant information leaflet (Word)

11. Formal sponsorship review for clinical trials conducted in developing countries

Interventional studies in developing countries, i.e., a drug, device, or surgery trial, need to be registered in UCL's Interventional Clinical Trials Portal. You need to request an Entry Questionnaire (EQ) and email this to ucl.trials.portal@ucl.ac.uk, copying in ethics@ucl.ac.uk.

Once received, the UCL Institute of Clinical Trials and Methodology (ICTM) Portal Review Group will discuss your EQ and send information on next steps. Questions regarding the portal should be sent to ucl.trials.portal@ucl.ac.uk.

Sponsorships

UCL Research Ethics Committees are responsible for reviewing and providing  an opinion on research where UCL is the sponsor. UCL Research Ethics Committees do not  review applications where UCL is not the sponsor and an opinion is being sought for external individuals or organisations. 

12. Disclosure and Barring Service (DBS) checks

A criminal record check is required for research in England and Wales involving 'Regulated' activity with vulnerable groups (Safeguarding Vulnerable Groups Act 2006) or positions of trust (Rehabilitation of Offenders Act Exception Order 1975). For more information, visit the Disclosure and Barring Service (DBS) applications page on the UCL Students website.

Action required by researchers

UCL researchers requiring DBS clearance should:

• Take action promptly, as it can take over a month to arrange and complete the check
• Clearance is needed before entering a position of trust
• Quote your DBS Disclosure Number in section A2 of the application form.

Action required by students

Current students or those who have applied for a place on a programme at UCL that needs DBS clearance should:

• Visit the UCL Student Centre to have their DBS form checked and authorised
• Email studentrecords@ucl.ac.uk for initial information.

Action required by staff

Staff who need a DBS check as part of their work (e.g., for a research project) should:

• Contact the Employment Contracts Administration of Human Resources at HR.ECA@ucl.ac.uk to request a form and determine the level of certification required
• Collect the DBS form in person from HR once a decision is made.

As per the UCL DBS Checks and Criminal Convictions Policy, "UCL will accept portability of DBS checks, which individuals may have from previous employers, as proof of satisfactory clearance" under certain conditions. See Section 3.15 of the Policy for details. 

DBS checks are not applicable for research conducted outside England and Wales (e.g., overseas or in Scotland/Northern Ireland). Students conducting research outside of England and Wales should investigate obtaining a police check for the relevant country.

Where to find DBS requirement advice

The GOV.UK website provides information on how to obtain different police checks. While it is not always possible in some countries, students should make every effort to obtain them. Further information about Scottish police checks is available on mygov.scot, and Northern Irish police checks on nidirect.gov.

• GOV.UK website: Criminal records checks for overseas applicants
• Scotland Criminal Records Checks
• Northern Ireland Criminal Records Checks

For advice on whether you require a DBS, student researchers should email srs-compliance@ucl.ac.uk. Staff researchers should email hr-services@ucl.ac.uk.  

13. Insurance and travel insurance

All UCL employees who serve as members of RECs carry out their duties as part of their general employment with UCL. This work is covered by UCL’s general insurance, which provides indemnity for all UCL employees

Research undertaken by UCL staff and students is automatically covered by the university’s insurance policies. However, some categories of research require approval from the UCL Insurance Manager.   

You will need to seek confirmation of insurance coverage from UCL's Insurance Manager if your research involves any of the following:

• Children under 5 (excluding pure questionnaire-based)
• Pregnant women (excluding pure questionnaire-based)
• Vulnerable adults: A person in need of special care, support, or protection, they’re unable to look after and protect themselves from harm or exploitation
• Dangerous environments: Areas where the FCDO advises against travel or locations where medical assistance or repatriation is limited, and also research taking place in prisons or on airfields
• Projects classed as invasive: A study in which the participants will have a medical procedure that enters the body; this, however, excludes straightforward blood taking
• Significant overseas stays over 12 months
• Invasive medical devices or products
• Studies carried out in North America, or if participants based there.

The online ethics review system will flag applications that fall into these categories and prompt researchers to contact the UCL Insurance Manager for confirmation.

Travel insurance

Students conducting research overseas should complete an application form to receive an insurance cover note. For more information and guidance, visit the Travel on UCL business website. 

14. Research conducted outside the UK

If your research is taking place overseas, you should assess any local requirements to determine whether local ethical review is needed. You should also check any conditions set by your funder. 

If no local approval is required, you should provide clear justification for this and seek review for all research activity by UCL or other relevant bodies where required.  

Where local ethical and legal requirements exist, you will generally need to obtain approval from an independent, formally constituted local research ethics committee. If no such committee exists, approval should be sought from the institution, hospital, or facility where the research will be conducted.

Studies conducted solely overseas (patient and non-patient)

Local ethics approval should always be obtained in line with local requirements. If all aspects of the research have been or will be reviewed by an in-country research ethics committee, UCL may apply a light-touch review. In these cases, you will need to provide approval documentation, and the UCL requirements will be determined by our Research Ethics team in consultation with the relevant REC Chair on a case-by-case basis.

Studies conducted overseas (patient and non-patient) and non-patient studies conducted in the UK  

A full UCL ethics review will be required. Any overseas applications and approvals should be submitted with your UCL research ethics application, along with details of any differences between UCL and local practices or expectations.

Studies conducted overseas and involving NHS patients in the UK

Ethics review through the UK Health Research Authority (HRA) is required for the NHS element of the study. If the overseas elements have received local ethics approval, UCL may apply a light-touch review. Approval documentation will need to be provided, and the final requirements will be determined by our Research Ethics team in consultation with the relevant REC Chair.

Research conducted in high-risk countries

Research conducted in countries rated as high risk by the Foreign, Commonwealth and Development Office (FCDO) is classified as high-risk due to the complexity of ethical considerations. Such research may proceed only where the case for conducting it outweighs the risks, and where all risks to participants and researchers have been fully assessed and mitigated.

Refer to the International Compilation of Human Research Standards, compiled by the Office for Human Research Protections (US Department of Health and Human Services), which lists research ethics committees for over 100 countries.

15. Online overseas research

When research is conducted entirely online and includes participants based overseas, all potential risk factors need to be carefully considered. Local ethics review in the participant’s country is not usually required, but it may be sought if required by local regulations or if ethical concerns are identified.

16. Declarations, signatures and submission

At the end of the application, a completeness check will highlight any unanswered mandatory questions. These questions need to be completed before the form can be signed and submitted.

Applicants will need to complete a declaration confirming they have read and understood the requirements before submitting the form. Additionally, a signature will be required, depending on the type of application and associated risks.

Signature requirements for high-risk applications

Signature requirements for high-risk research ethics applications

Application type	Application signature	Supervisor signature	Department signature*
Undergraduate	No	Yes	Yes
Masters	No	Yes	Yes
PhD	No	Yes	Yes
Staff	Yes	No	Yes

Signature requirements for low-risk applications

Signature requirements for low-risk research ethics applications

Application type	Application signature	Supervisor signature	Department signature*
Undergraduate	Yes	Yes	No
Masters	Yes	Yes	No
PhD	Yes	Yes	No
Staff	Yes	No	No

* Ethics Committee, Ethics Lead, or Head of Department

17. Review feedback

After your application has been reviewed, you will receive an email with reviewer feedback and next steps. Your application will be unlocked, allowing you to make edits based on the feedback and to re-sign and resubmit your form. 

For guidance on responding to reviewer comments, visit our Guidance, training and resources pages.

18. Outcomes of review

Following ethics review, the applicant will be informed of one of the following outcomes:

Research ethics review outcomes

Research ethics review outcome	What this means
Favourable (Approved)	The research can proceed without requiring any revisions
Favourable with conditions (Approved with conditions)	Specified revisions are required to be submitted and reviewed before proceeding with data collection
Deferred (Returned to applicant)	Significant further clarification and revision are required
Unfavourable (Not approved)	The application cannot proceed or requires major revision

Approval periods

Research ethics favourable opinions are issued for specific periods based on the PI's status:

• Staff and Postgraduate Research (PGR) students: 5 years
• Postgraduate Taught (PGT) students: 2 years
• Undergraduate students: 1 year

19. Responsibilities after approval

PIs are expected to report any proposed changes or adverse events, and if required, report on progress at least annually. Visit our Responsibilities after ethical approval page for more information.

Application deadlines and committee meeting dates

Low-risk applications: There are no fixed submission deadlines for low-risk applications. We review submissions on a rolling basis and aim to return initial feedback within 20 working days. During busy periods (March-July), reviews may take longer. We advise submitting your low-risk application as soon as possible and allowing sufficient time to obtain approval when planning data collection.  High-risk applications: There are no research ethics committee meetings in December or August. High-risk applications received after the November and July meeting deadlines will be reviewed in January or September, respectively.

Spring deadline: Friday 27 February 2026 for initial feedback on low-risk applications submitted to the central Research Ethics Service before the end of term (Friday 27 March 2026). Applications submitted after this date may not receive feedback until w/c 13 April 2026 as reviewers and team members take leave around the Easter closure. This does not guarantee approval before the closure, as applicants may be required to action review feedback and resubmit. Departments with LRECs should check local deadlines.

2026

* Final deadline for Postgraduate taught (PGT) high-risk applications: Wednesday 27 May 2026. Submissions after this date cannot be reviewed or resubmitted before the July meeting, and new applications will not be accepted for the 24 June 2026 deadline.