INSTRUCTIONS TO APPLICANTS

Please read this carefully to ensure that your application is properly filled, the relevant documents are correctly prepared as this would minimize delays in evaluating your application.

  1. Badly planned and poorly designed research that causes inconvenience to participants with possible risks will not produce useful or valid results and is considered to be unethical. It is the responsibility of the researcher to ensure that his / her research is of good scientific quality before making an application for ethics review.
  2. The ERC may return the application if it is flawed in research methodology and fails to demonstrate adequate scientific rigor.
 
WHO CAN APPLY?

Eligibility for application to the ERC has changed.

In order to accept an application for ethics review, the Principal Investigator must belong to at least one of the following categories;

  • A member of the permanent academic staff of the University of Sri Jayewardenepura (including probationary staff)
  • Members of the extended of the Faculty of Medical Sciences, University of Sri Jayewardenepura (SJP), which consists of consultants in the teaching hospitals and institutions attached to the University of Sri Jayewardenepura. These hospitals include the Colombo South Teaching Hospital (CSTH), Sri Jayewardenepura Hospital, Homagama Base Hosital, Cancer Hospital – Maharagama.
  • Undergraduate students of the Faculty of Medical Sciences, University of Sri Jayewardenepura.
  • Trainers and trainees of the Faculty of Graduate Studies (FGS), University of Sri Jayewardenepura.
  • A researcher who is conducting the research project on behalf of the Ministry of Health.
 
FILLING AN APPLICATION FORM
  • The current application form is available online in our web site.
  • All human and animal research proposals must be submitted on the prescribed application form(s).
  • The application form must be filled online and the cages are expandable as you type.
  • The application form should be completely filled, giving pertinent information according to instructions given.
  • Please do not leave any sections blank and indicate as 'not applicable' any questions that are not relevant.
  • The relevant section and page numbers on the proposal must be indicated, when relevant.
  • All documents must have the title and version no as a header and the page number as footer.
    (E.g. For new submissions: Version 1, for resubmissions: Version 2, 3 accordingly)
  • Applications and all other relevant documents including translations should be typed. Hand written applications /documents will not be accepted.
  • Once filled, the applicant and the other co-investigators must sign on the hard copy of the application form.
  • E-signatures will not be accepted for applicants from Sri Lanka.
  • If the principal investigator is from overseas, e-signatures are considered. However one hard copy must be sent via post with the original signature before ERC approval is granted.
 
DOCUMENTS TO BE SUBMITTED
  • Please fill the checklist and submit the relevant documents.
  • One copy of each of the following;
    1. Covering letter signed by the applicant
    2. Letter from supervisor (if relevant)
    3. Bank receipt
    4. Curriculum Vitae of All Investigators
  • Four (4) copies of the application form duly filled and signed.
  • Ten copies of the following documents must be stapled and bound together.
    1. The proposal (postgraduate students must submit a copy identical to that approved by the board of study)
    2. Study instruments in English and Sinhala and Tamil translations where relevant.
    3. Information sheet in English and Sinhala and Tamil where relevant. The information sheet in all languages should contain the following statement: "This study has been approved by the Ethics Review Committee of the Faculty of Medical Sciences, University of Sri Jayewardenepura. If you have any queries or complaints about the conduct of the study, please contact the ERC Office on +94 11 2758253"
 
SUBMISSION PROCESS
  • Principal Investigator/Applicant should credit the appropriate processing fee as stipulated in the Application form to the University of Sri Jayewardenepura, Faculty of Medical Sciences Development Fund (A/C No. 097100147709343) at People's Bank, Gangodawila, Nugegoda.
  • The processing fees are as follows;
    • When principal investigator is an academic of FMS, USJ and the research is self funded - Rs.1000/-
    • All others where the research is self funded – Rs 3000/-
    • For research funded by funding agencies such as NSF, JICA, UGC etc – Rs 5000/-
    • Industry sponsored trials (excluding Phase 2 & 3 clinical trials ) – Rs 25,000/-
    • Clinical trials originating from outside Sri Lanka (including phase 2 & 3 clinical trials) – USD 1,000
  • The paying in slip should be attached to the application at the time of submission.
  • All postgraduate student projects must obtain approval from their respective Boards of Study BEFORE submitting an application.
 
OPENING HOURS FOR SUBMISSION
  • ERC Office is located in the Library Building, 3rd floor.
  • Opening hours : Monday to Friday - 8.30 am to 3.30 pm.
  • Applications and document submissions should be between 9.00am to 11.00am and 2.00pm to 3.00pm.
  • If you need to submit applications and documents outside these hours please contact the office.
    ERC Office - +94 11 2758253
    Dr. Manori Gamage - +94 71 8312898 (Secretary)
    E-mail : This email address is being protected from spambots. You need JavaScript enabled to view it.
 
SUBMISSION DEADLINE AND MEETING DATES
  • The ERC FMS/SJP sits every last Thursday of the month, except in the months of April and December.
  • Duly completed applications should be submitted on the last working date of the current month (before 12 noon), to be taken up at the next scheduled meeting.

ERC Submission Dates and Meeting Dates - 2016

Month Last Date to Submit Proposals Meeting Date
January 30th December 2016 26th January 2017
February 31st January 2017 23rd February 2017
March 28th February 2017 23rd March 2017
April   No Meeting
May 28th April 2017 26th May 2017
June 31st May 2017 29th June 2017
July 30th June 2017 27th July 2017
August 31st July 2017 31st August 2017
September 30th August 2017 28th September 2017
October 29th September 2017 26th October 2017
November 31st October 2017 30th November 2017
December   No Meeting
APPLICATION FORMS - UNDERGRADUATE (ONLY FOR FACULTY OF MEDICAL SCIENCES STUDENTS)
INSTRUCTIONS FOR INFORMATION
APPROVED APPLICATIONS

Standard Operating Procedures

Standard Operating Procedures

Terms of Reference

Terms of Reference

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