Thank you for your interest in conducting research at Cambridge Memorial Hospital and/or Grand River Hospital and/or St. Mary's General Hospital.

All research involving human subjects at these hospitals is reviewed by the Waterloo Wellington Research Ethics Board (WWREB) (formally known as THREB), except for those studies reviewed by an alternate Board of Record (e.g. the Ontario Cancer Research Ethics Board).

In order to facilitate this review, it is essential that all the necessary documentation be included in your application (see application form and its instructions). WWREB meets the first Wednesday of the month except during January.

To provide sufficient time for research review, your completed application package must be received by the second Wednesday of the month prior to the meeting date. A checklist outlining the required steps is included as the first part of the application form on the WWREB web page.

The application form has three parts, all of which must be complete.

For retrospective record reviews, a different application form should be used (application for retrospective review of health records). It can be found at the same webpage.

For collaborative research involving investigators from both the University of Waterloo and any of the three WWREB hospitals, there is a co-ordinated review process that can be accessed at the University of Waterloo Office of Research Ethics website (opens in a new tab).

Administrative approval (Application Form-Part 1) from the hospital(s) involved in the research must be obtained before WWREB can review the research.

The completed application package should include electronic copies of:

  • Original application form (all 3 parts) with appropriate signatures
  • Study protocol
  • Consent forms (if applicable)
  • Study budget
  • Supplemental materials (e.g. questionnaires, etc.)
  • Any recruitment materials
  • Investigator Brochure (if relevant)

Please send this complete package to the WWREB Administrative Coordinator

For industry-sponsored studies, the cost associated with this review is $3,000. Please attach your cheque made payable to “Cashier, Grand River Hospital, and send to the ATTN: WWREB”.

Additionally, there is a charge of $500.00 for any amendment or protocol change to an industry-sponsored study that requires the committee to review more than minor changes in the protocol or the consent form. In addition to completing this application package please provide us with information outlining any specific requirements for the final ethics approval letter.

To provide sufficient time for research review, your completed application package must be received by the deadline in the month prior to the meeting, that is, 4:30pm on the second Wednesday of the month. The administrative coordinator of the WWREB will strive to notify applicants of WWREB decisions by mail within 10 business days of the meeting. Please keep in mind that the administrative support for WWREB is a part-time position.

Minimal risk projects for which delegated (expedited) review might be expected can be submitted at any time for review.

Once the protocol has been reviewed and approved by the committee, you will be required to submit the following reports and forms, all of which are available at our website on the WWREB web page.

  1. An annual progress report and renewal form and review of the project will be required should the study extend longer than one year from date of approval. You will be sent a reminder letter approximately eight weeks prior to this date.
  2. The study completion form must be submitted to close out the study.
  3. An amendment form must be submitted for any changes to a previously approved study. Send copies of the amendment form along with any amended documents containing the proposed changes (e.g. protocol, information sheet/consent form, drug or device brochure, advertisement, study instrument, questionnaire, etc.) and a detailed explanation and justification for each change,
  4. Use the unanticipated problem form to report unanticipated local serious adverse events (SAE) or unanticipated problems related or possibly related to participation in the study. Please provide a summary of the burden or risk(s) to participants and indicate the impact or implications for the consent form. Provide a detailed report of any SAE occurring within CMH and/or GRH and/or SMGH (See WWREB SOP#4.5). The WWREB does not receive or acknowledge reports of non-local SAEs, rather it requires at least annual DSMB or Sponsor-generated safety reports. (See WWREB SOP#4.4 continuing review.)
  5. The trial can commence once WWREB issues a written approval of the trial and, where necessary, administrative approval of contracts, clinical trial agreements and or research data transfer agreements have been received.

Email completed applications and other forms to:

Administrative Coordinator
Waterloo Wellington Research Ethics Board
Forty Green, Room K415
Grand River Hospital
835 King Street West
Kitchener, ON N2G 1G3
Phone: 519-749-4300, extension 5367
FAX: 519-749-4274
Email: wwreb@grhosp.on.ca (opens in new window)

The administrative coordinator is a part-time position operating virtually. Please do not hesitate to contact her if you require any further information.

You can reach the WWREB Chairperson, Ken Kirkwood at: kenneth.kirkwood@grhosp.on.ca