UREC Report to Research Operations Group 2026-03 (consolidated for publication)

(1) Introduction

The URECs provide a critical role for the University by ensuring that adequate consideration is given to the ethical aspects of research projects involving human participants, thus reducing the potential for harm and upset.  In order to function effectively, they require a breadth of membership from the academic community as well as lay volunteers.  Academic membership is apportioned in relation to the number of ethics applications submitted by each Faculty.  It is University policy that members’ contribution to the URECs must be recognised in Faculty workload models.

It has been an increasing challenge to maintain the membership of the URECs to a level sufficient to provide a service commensurate with the standards expected of the University of Manchester.  In order to rectify this problem, it was agreed that we would present a report to Research Operations Group outlining the work of the URECs, including the number of applications by Faculty, and current membership by School and Faculty.  The purpose of this is to pass to ROG the responsibility for ensuring that members’ workloads are appropriately recognised and that the number of members provided by each Faculty equates to the number of members required (as detailed in section 5).

(2) UREC Composition and Reporting Chain

There are 4 full URECs for the review of high-risk research and one Proportionate UREC for the review of low risk research (these are in addition to the 9 school-based panels for the review of low-risk student research). Each UREC has a Chair, between 2-5 deputy Chairs and at least one lay member of the public. The aim is to have a total of 16 colleagues per UREC to allow for the 8 colleagues who serve on prop UREC each month and  other absences as outlined in section 8.

The Research Ethics Oversight Committee (REOC) is comprised of Chairs from each of the full URECs, their respective Secretaries, the Head of Research Governance, Ethics and Integrity and members of the Research Ethics, Information Governance and Faculty Research Governance teams. REOC helps to ensure consistent decision making amongst the URECs, produces new guidance/policy, reviews all feedback from applicants and works to help ensure the University has an ethical review process which is transparent, professional and proportionate. REOC reports to the Research Compliance Committee (RCC), Chaired by the Vice President for Social Responsibility, which ultimately reports to the Board of Governors.

(3) Process improvements 01/09/2025 - 28/02/2026

(3.1) Service Optimisation Plan

We have produced our first annual Service Optimisation Plan (see Best Practice section below) to enhance the efficiency, quality, and cost-effectiveness of our ethical review processes. The plan focuses on continuous improvement through performance monitoring and stakeholder feedback, while promoting engagement and understanding of research ethics across the University. This approach encourages shared responsibility, open communication, and high ethical standards for sustainable and exemplary practice.

(3.2) ChatBot REACH

Working with Platform Engineering (IT Services), we have developed the University’s first ChatBot: Research Ethics Advice and Compliance Helper (REACH) which will launch soon. REACH will signpost users to our research ethics guidance and processes.  It will not make ethical judgements about projects. If REACH cannot locate the appropriate information, it will direct the user to the Research Ethics Team for assistance. An anonymous Qualtrics survey will capture user feedback which will be reviewed each quarter to determine if refinements to guidance and the bot’s knowledge base are required.

(3.3) Annual Research Ethics Forum

Our inaugural Research Ethics Forum is scheduled for Wednesday, 22^nd April pm aiming to promote engagement and encourage shared responsibility. The theme of the event is ‘Supporting Collaborative Work: Interdisciplinary, Cross Institution and International’ and will feature lightening talks from UoM researchers, small group discussions and reflections focused on collaborative practices.  Research Directors and Associate Deans for the 3 Faculties will shortly be receiving email invitations and asked to nominate colleagues to attend.

(3.4) Research Ethics Clinics

To provide tailored support and maximise the effectiveness of our resources, we now offer 20-minute on-line research ethics clinics to help with complex ethical queries that go beyond our existing guidance. In order to provide this direct access to expert advice, we have streamlined our processes so that, the Ethics Team now only pre-screen full UREC applications and not prop UREC.

(3.5) UREC Route Assistant

We will soon be launching UREC Route Assistant, to help users determine if a study is suitable for Prop UREC or needs to be submitted to full UREC. It will also signpost to Division/School criteria for local review, but will not guide users through their individual criterion as they differ between areas. This tool will replace the pre-screening of prop-UREC applications previously conducted by the Team prior to the introduction of our Research Ethics Clinics.

(3.6) Guidance Updates

We have published guidance for ethical review of co-produced research and community engagement.  We will soon be publishing updated guidance for research involving data repositories and archives as well as guidance related to research involving social media.   Once finalised, the Ethics Decision Tool will be updated to reflect any changes and a new arm of the tool specific to research involving social media will be introduced.

(4) Faculty UREC Submissions 2024-25

(5) Details of applications by Faculty 2024-25

The minor difference in application numbers reported to ROG versus the service optimisation plan are down to slight differences in reporting periods and will be standardised in future reports.

(6) Summary of UREC membership by Faculty

Data accurate at time of ROG report (March 2026)

(7) UREC membership

Workload allocation

UREC member hours are calculated as 8 hours per month of service, which includes reading and commenting on all applications and serving on the Prop UREC rota. An additional 8 hours per year is allocated for training, input into the ethics process and providing assistance to local colleagues. The maximum total per year is 96 hours.

Deputy Chair hours are calculated as 10 hours per month which includes all UREC duties as well as additional hours for screening comments, making final judgements, handling amendments and answering queries. An additional 20 hours per year is allocated for attending Ethics Oversight Committee when needed by the Chair, providing in-dept feedback on ethics processes and on-going training. Deputies typically serve at least twice a year on the Proportionate rota. The maximum total per year is 120 hours.

Chair hours are calculated as 144 per year which includes all UREC member duties as well as additional hours for screening comments, making final judgements, and attending Ethics Oversight Committee. Additional hours are provided for handling amendments and answering queries as these occur at varying levels throughout the year.

(8) Why we need 16 members per UREC

(9) Reported breaches of ethics policy 2024-25 (studies conducted without relevant ethical approval in place)