Obtaining ethical approval for academic research: things to consider

Why does ethics matter in academic research?

Obtaining ethical approval for academic research can be challenging. The issues involved are complex and often sensitive. Researchers need to make sure their study design sits within ethical guidelines and doesn't cause harm to participants. Gaining informed consent and maintaining confidentiality can be difficult. And the review process itself often involves multiple stakeholders — institutional review boards, ethics committees — which can lead to delays before fieldwork starts.

Getting the documentation right matters. It protects participant welfare and rights, ensures compliance with ethical guidelines and laws, and supports the credibility and integrity of the research.

At Indeemo, we support a wide range of research objectives from universities and institutions around the world. Early career researchers and PhD candidates often approach us at a critical moment — when they're seeking ethics approval to begin fieldwork and primary data collection. This article follows on from the first in our academic research series, A guide for choosing the best primary data collection tool for qualitative research in academia, and focuses on the ethics approval application process.

Why is ethics sometimes under-emphasised in research training?

In academic research, the importance of ethics can sometimes be overshadowed by other aspects of study design, like methodology and statistical analysis. Research design and methodology (diary studies, ethnography, and the like) are heavily emphasised in early career training. Ethics sometimes less so.

That's a problem, because failing to give ethics equal prominence has real consequences for both researchers and participants. Risks can arise before, during, and after fieldwork. A robust research design should incorporate ethical safeguards and procedures from the start: informed consent, participant confidentiality, addressing power imbalances, and choosing appropriate data collection methods. Integrating ethics into the design stage raises the overall quality and credibility of the study.

How do you communicate the risk-to-benefit ratio?

One of the first things ethics committees look at is the risk-to-benefit ratio.

Researchers need to thoroughly evaluate and demonstrate that the potential benefits of the study, both for participants and from the data produced, outweigh any potential risks. It's not enough to propose an interesting research project or outline its objectives. You need to explicitly articulate why the research matters: what it contributes to the field or to society.

It can seem obvious to you why your research is valuable, but you have to communicate it clearly to the ethics committee. Don't assume they'll automatically recognise the importance. Explain why the study is necessary, how it fills a gap in existing knowledge, and what impact it could have on scientific understanding or on real-world issues.

The risk-to-benefit ratio isn't always straightforward either. Every research study is unique. The potential risks and benefits depend on the nature of the research, the target population, and other contextual factors. Assess and outline both carefully, and show a clear understanding of the ethical implications.

How do you inform participants about data collection and usage?

Informing participants about the research process, the data being collected, and how it will be used is essential. The way you inform them should match their specific characteristics and circumstances.

If the research involves vulnerable groups — individuals with learning difficulties, people with medical illnesses, or children — you'll need different materials suitable for different age groups and cohorts. Adapt the communication approach to meet participant needs.

A key criterion in ethics approval is making sure participants are well-informed about research procedures. This includes explaining the study's purpose, what data is being collected, and how it will be used. The information you provide needs to be accessible and understandable to the people taking part, not just technically accurate.

How do you store research data securely?

Data protection is one of the primary concerns an ethics committee will raise. You'll need to address critical questions about how data will be stored, the security measures in place, data transfer protocols, and storage locations.

When using a tool like Indeemo, specify the storage location clearly. Make sure the platform you're using adheres to strong security protocols.

Confidentiality and anonymity are central. Describe how data will be collected and transferred from participants to the researcher, and outline the measures in place to protect participant identities. Explain how you (and the software you're using) maintain confidentiality throughout the data collection process. This might include anonymising data at the point of collection, using unique identifiers, and storing personal information separately from research data.

When using platforms for data collection, highlight your selection of reputable software. Describe the platform's approach to data protection, privacy, and security. Point to secure data transmission, encryption, and compliance with industry standards. Showing that you've partnered with a reliable platform builds the ethics committee's confidence in your data protection practices.

What data capture considerations should you plan for?

When using tools that capture video or screen recordings, you need to think carefully about the type of data being collected. Provide clear instructions to participants to prevent the inadvertent collection of sensitive or unwanted information. For example, tell participants explicitly not to capture private messages, or engage in any activity the researcher hasn't requested. Setting clear boundaries and expectations reduces the risk of unintended data capture.

You also need to prepare for the possibility of encountering sensitive or concerning content in the data. Have a plan for handling those situations while protecting participants. This becomes especially important when working with vulnerable participants, including children. Outline procedures for identifying and addressing any content that raises concerns — a predetermined reporting process, and a clear route for seeking guidance from appropriate professionals or authorities if needed.

How do you address ethics committee concerns about new data collection tools?

Introducing a new data collection tool can raise concerns during ethics approval, particularly when traditional methods like focus groups and interviews are still prevalent in the field. From an ethics committee's perspective, concerns usually centre on the involvement of an external partner in the research process — data security, storage, and access.

When onboarding a secure tool, these concerns are manageable.

Data security and protection

Ethics committees prioritise the security and protection of research data. Address their concerns upfront. A tool like Indeemo, with strong data protection and security policies, gives you something concrete to point to. Reference the platform's commitment to data security, encryption measures, and secure server infrastructure.

Transparent data handling

Transparency is a key factor in approval. You need to explain clearly where data will be stored, who will have access, and how it will be secured. Indeemo provides documentation and protocols that set out data storage, access controls, and encryption. Sharing these with the ethics committee demonstrates your commitment to ethical compliance and gives you a solid foundation for approval.

Demonstrating a careful partner selection process

Ethics committees sometimes have concerns about partnering with external entities for primary data collection. Address these by being specific about how you chose your tool. Highlight the platform's reputation, its track record on data privacy and protection, and its alignment with regulatory frameworks like GDPR. Citing previous research that has used the tool is also helpful.

What does successful ethics approval look like?

Obtaining ethics approval requires careful attention to a few things.

• Demonstrating the risk-to-benefit ratio, with clear articulation of the study's significance
• Outlining secure data storage and transfer methods, using reliable tools
• Providing clear instructions to participants to ensure appropriate data collection
• Setting out plans for handling concerning content, protecting participants throughout

When you address these considerations, you can navigate the ethics approval process successfully, protect participant rights, and support responsible research practices. Prioritising ethics alongside research design and methodology isn't just about compliance — it contributes to a culture of ethical research that benefits the wider academic community.

Choosing reliable platforms with strong data protection helps you address committee concerns. Transparent communication about data security protocols builds trust and confidence in your approach.

Do you need support for your academic research project?

Whether you're an early career researcher running your first project or an established academic exploring a new method, Indeemo can support you.

The platform offers strong data security, user-friendly setup, and flexibility for a wide range of qualitative research designs. If you'd prefer a helping hand, our Catalyst team can support you with study design, recruitment, moderation, and analysis. If you have research ambitions but not the capacity to run the project yourself, we can lend a hand.

Frequently asked questions

What is ethics approval in academic research? Ethics approval is the formal sign-off from an institutional review board or ethics committee that confirms a research project meets ethical standards. It typically covers participant welfare, informed consent, data protection, and how sensitive information will be handled.

How long does the ethics approval process take? It varies by institution. Straightforward applications can be approved in four to six weeks. Complex or high-risk studies (those involving vulnerable populations, for example) can take several months. Early submission and thorough documentation help speed things up.

What causes ethics applications to be rejected or delayed? Common reasons include unclear articulation of risks and benefits, insufficient detail on data storage and security, inadequate plans for vulnerable participants, and missing documentation on informed consent. Pre-empting these issues in your application makes approval more likely.

Do you need ethics approval for qualitative research methods like diary studies? Yes. Any research involving human participants typically requires ethics approval, regardless of method. Qualitative methods like diary studies and mobile ethnography have specific considerations around data capture (video, photos, screen recordings) that ethics committees will want to see addressed.

Is Indeemo approved for academic research use? Indeemo is used at universities and institutions around the world. The platform holds GDPR, SOC 2, and ISO 27001 certifications, and ethics committees typically find the documentation sufficient to support approval. Our team can provide supporting materials for your application on request.