Ethics Approval

Does your project involve humans or animals? 

If so, you need to obtain ethics approval to qualify for VDSF.

 

 

IS ETHICS APPROVAL REQUIRED? 

Ethics approval is not required in the following cases:

  • observations of human subjects in a public setting without identifying them
    • e.g. counting pedestrians at an intersection
  • testing personal care products on synthetic samples
    • e.g. testing shampoo on synthetic hair or yarn
  • using data about humans and/or animals from an open source, provided that it is properly cited
    • e.g. using data from the National Cancer Institute’s Genomic Data Commons to build simulations
  • experiments involving plants, invertebrates (e.g. worms, molluscs, insects, spiders, echinoderms, cnidarians, sponges, etc.) or single-celled micro-organisms (e.g. diatoms), provided that these experiments have scientific merit, have educational value, and avoid gratuitous harm
    • See “Use of Animals in Research” (under Ethics Policies & Resources below). Students should consult their teacher sponsor and/or e-mail VDSF to confirm the above before proceeding with any experiments.

 

These projects may still be flagged during registration. Students should be prepared to explain why they believe their project is exempt from ethics approval if they are contacted by VDSF.

 

 

HOW TO REQUEST ETHICS APPROVAL 

  1. Determine what type of ethics approval is required. Use the VDSF ethics approval flowchart to narrow down which category your project belongs to.
  2. Download the appropriate ethics approval package (see next section). Complete all forms and obtain the required signatures. You may do this electronically or print out the forms to fill in by hand.
    • Teacher sponsors: Make sure you are well-informed about a project before signing the approval form. Read the student responses in the ethics approval package carefully; ask for clarification or elaboration if needed.
    • Students working with vertebrates, cephalopods, or decapod crustaceans: You need to obtain pre-approval from GVRSF before any experiments can begin. Proceed with the next steps and submit a formal request to GVRSF by Winter Break (December 20 at the latest, but ideally much earlier).
    • Students working with human participants: You don’t need to submit a formal request to GVRSF unless your project is selected for VDSF, but you should submit your ethics forms to your teacher sponsor for initial review by Winter Break (December 20).
  3. Submit a formal request for approval. Use your VSB student e-mail and include your project tag in the subject line for easy identification. Attach your completed ethics approval package and any required documents.
    • Attach PDF or Word files only. Do not use VSB OneDrive, SharePoint, or Google Doc links.
    • Did you conduct a survey or questionnaire? Include a blank survey or link (for online surveys).
    • Leave a message! Keep this brief but informative. Introduce yourself (full name and project title), state the type of ethics approval you are requesting, and list the documents attached.
    • NEW Include your project tag (see your registration e-mail) in the subject line of your e-mail. For example, “WORM FOOD ethics approval request”. This makes it easier to identify your project later on.
  4. Address your e-mail to the GVRSF ethics reviewer (vdsfethics@gvrsf.ca) and include the following:
    • the VDSF coordinator (vdsfprojects@vsb.bc.ca)
    • your project partner
    • your teacher sponsor
    • IMPORTANT! Include these individuals on all replies. This keeps everyone in the loop.
  5. Check your e-mail for a reply from the GVRSF ethics reviewer.
    • If the reviewer asks you to provide more detail or make changes, respond in a timely manner!
    • If the reviewer announces that ethic approval has been granted, save this e-mail and use it to complete the last section of your ethics forms. Be ready to present these during the safety check at Langara.

 

[Last updated: August 2025]

 

VDSF ETHICS APPROVAL PACKAGES

Be complete and specific! If the information on your ethics forms is vague or incomplete, the ethics reviewer will need to ask follow-up questions, which can delay the approval process.

 

HUMAN PARTICIPANTS (LOW RISK) ETHICS APPROVAL 

Download and complete this package: Humans in Research (Low Risk) ethics approval

  • Request for Advice or Ruling Ethics Committee
  • Participation of Humans in Research Low Risk — Approval Form (previously Form 4.1A)
  • Informed Consent — Letter of Information template
  • Informed Consent — Permission Form

NOTE: If your participants are writing a survey or other type of questionnaire (e.g. interview), include a blank copy of the survey with your request.

 

HUMAN PARTICIPANTS (SIGNIFICANT RISK) ETHICS APPROVAL 

Download and complete this package: Humans in Research (Significant Risk) ethics approval 

  • Request for Advice or Ruling Ethics Committee
  • Participation of Humans in Research Significant Risk — Approval Form (previously Form 4.1B)
  • Informed Consent — Letter of Information template
  • Informed Consent — Permission Form

NOTE: If your participants are writing a survey or other type of questionnaire (e.g. interview), include a blank copy of the survey with your request.

 

VERTEBRATE ANIMALS, CEPHALOPODS, or DECAPOD CRUSTACEANS ETHICS APPROVAL 

Download and complete this package: Use of Animals in Research ethics approval

  • Request for Advice or Ruling Ethics Committee
  • Use of Vertebrate Animals in Research Approval Form (previously Form 4.1C)
  • Use of Animals Research Plan template

Projects involving vertebrate animals, cephalopods, or decapod crustaceans require pre-approval from the GVRSF ethics reviewer before any experiments may begin. Students should proceed with Steps #3 – 6 above (submit a formal request to GVRSF and VDSF) at the start of their planning instead of waiting until their project is selected for VDSF.

 

[Last updated: August 2025]

 

WHAT ARE THESE FORMS ABOUT? 

FORMAL REQUEST FORMS 

Request for Advice or Ruling Ethics Committee

  • Complete this form to formally request ethics approval from the regional ethics committee.
  • Describe your proposed project and provide details including where the experiments will take place, what special precautions you will take, who your adult supervisor is and their qualifications, etc. This is particularly important for significant risk projects so that the ethics reviewer can conduct a proper risk assessment.

Use of Animals Research Plan

  • Complete this form to outline how you plan to care for the animals before, during, and after your experiment, following the 3 R’s of animal research (reduction, refinement, replacement).

 

INFORMED CONSENT FORMS 

Experiments involving human participants require their informed consent. This means they have all the information they need to understand your project and how they will be involved before they agree to participate.

Letter of Information

  • Use this letter to provide details of the experiment, including the time commitment required, the benefits and risks involved, how confidentiality will be maintained, and how to withdraw.
  • Must be read by participants before they fill out any permission forms.
  • EXAMPLE: Letter of Information (sample)

Permission form

  • All participants must sign a print version of this form before taking part in your experiment.
  • Caregiver/guardian signatures are also required for participants under the age of 18.
  • Informed consent forms contain confidential data, so they should be stored securely by the adult supervisor of this project and shredded once the project is no longer needed for science fairs.

 

APPROVAL FORMS 

  • Participation of Humans in Research Low Risk
  • Participation of Humans in Research Significant Risk
  • Use of Vertebrate Animals in Research

These approval forms certify that your project is in full compliance with the corresponding Youth Science Canada (YSC) policies (see next section).

 

[Last updated: August 2025]

 

ETHICS POLICIES & RESOURCES

VDSF, GVRSF, and Canada-Wide Science Fair follow the same Youth Science Canada (YSC) policies. Ethics approval obtained for VDSF carries over to the Greater Vancouver regional and Canada-Wide science fairs, provided that the project has not substantially changed in between.

All of the Youth Science Canada policies below can also be found on the mySTEMspace Safety and Ethics page (scroll down to the Safety & Ethics Resources section).

 

ETHICS OVERVIEW 

VDSF ethics approval flowchart  |  Youth Science Canada Ethics in STEM Projects

 

PARTICIPATION OF HUMANS IN RESEARCH 

Policies

Participation of Humans in Research – Low Risk (Youth Science Canada) 

Participation of Humans in Research – Significant Risk (Youth Science Canada)

 

Resources

STEM Project Physical Exercise permission form (Youth Science Canada)

This permission form is specific to experiments involving physical exercise and is based on the PAR-Q+ questionnaire (see next item). It may replace the permission form in the ethics approval package.

PAR-Q+ The Physical Activity Readiness Questionnaire for Everyone

Students conducting experiments where participants are engaging in physical activity may use this questionnaire to determine whether anyone should consult doctor or qualified exercise professional before participating the experiment.

Natural Health Products Ingredients Database (Health Canada)

Students conducting experiments that involve the use of a natural product should use this database to check that the product has been commercially reviewed and is being used according to the manufacturer’s instructions. If the product is being used in a way that is different from “day-to-day” practice, the project falls in the Significant Risk category.

Dietary Intake Reference Tables (Health Canada)

Students conducting experiments involving the consumption of food or drink should consult these tables to make sure they aren’t exceeding the allowable limits for vitamins, elements (minerals), or macronutrients for their participants.

 

USE OF ANIMALS IN RESEARCH 

Policies

Use of Invertebrate Animals in Research (Youth Science Canada)

Use of Vertebrate Animals, Cephalopods, and Decapod Crustaceans in Research (Youth Science Canada)

Resources

 

[Last updated: October 2025]

Feeling overwhelmed? Follow VDSF on Instagram during the months of October to December for posts delivering the same info in bite-sized chunks, along with announcements about info sessions.