Ethics Approval

Does your science fair project involve humans or animals?

If so, you will need to obtain ethics approval in order to qualify for VDSF (and GVRSF).

Ethics approval is not required in the following cases:

experiments involving 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
observations of 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 from an open database, provided that the source is properly cited

NOTE: These types of projects may still be flagged during registration, so students should be prepared to explain why ethics approval does not apply if contacted by VDSF. Alternatively, students can make the first move and e-mail VDSF (vdsfprojects@vsb.bc.ca) and the GVRSF ethics reviewer (vdsfethics@gvrsf.ca) during registration with their project abstract and a brief explanation of why they think their project is exempt from ethics approval despite involving human or animal participants.

How to submit a request for ethics approval

Use this VDSF ethics approval flowchart to find out what kind of your ethics approval your project requires.
Download the appropriate ethics approval package (see next section). Complete all forms in the package and obtain the required signatures. You may do this electronically or print out a copy to fill in by hand.
- IMPORTANT NOTE: Teacher sponsors are the first responders to student requests for ethics approval and are reminded to read through all documents carefully before signing off. They may and should ask students to elaborate or clarify where needed.
Use your VSB student e-mail to set up an e-mail request with the completed ethics approval package and any other required documents attached.
- Attach all documents as PDF or Word files. The ethics reviewer cannot access VSB OneDrive, SharePoint, or Google Doc links.
- Are you conducting a survey or other type of questionnaire? Include a blank survey or provide a link (for online surveys).
- Include a message before you hit Send! Identify yourself (state your full name and school), introduce your project, and list the documents attached.
- NEW for VDSF 2025: This and the remaining steps only apply if the project is selected for VDSF and the students proceeds with registration.
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! Always include these individuals on all replies. This keeps everyone informed about the status of your request.
Check your e-mail for a reply from the ethics reviewer. You may be asked to provide more details about your experiment or make changes. Respond in a timely manner and be specific.
The ethics reviewer will notify you via e-mail when your project has been granted ethics approval. Save this e-mail for your records and be prepared to present it (or any of the ethics documents) at VDSF.

[Last updated: September 2024]

VDSF Ethics Approval Packages

TIP: Providing sufficient detail in your responses from the start will reduce the need for the ethics reviewer to seek further clarification.

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

NOTE: 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 and 4 above (e-mail all forms to GVRSF and VDSF along with their teacher sponsor and project partner) at the start of their planning, i.e. no need to wait until project is selected for VDSF.

[Last updated: September 2024]

What are these forms for?

ETHICS 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. 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 will take the best care of any animals involved.

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 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 policies (see next section).

[Last updated: October 2023]

Ethics Policies & Guidelines

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

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

ETHICS OVERVIEW

VDSF ethics approval flowchart

Youth Science Canada Ethics in STEM Projects

PARTICIPATION OF HUMANS IN RESEARCH

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

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

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.

Does your science fair project involve humans or animals?

If so, you will need to obtain ethics approval in order to qualify for VDSF (and GVRSF).

How to submit a request for ethics approval

Use this VDSF ethics approval flowchart to find out what kind of your ethics approval your project requires.

Download the appropriate ethics approval package (see next section). Complete all forms in the package and obtain the required signatures. You may do this electronically or print out a copy to fill in by hand.

Use your VSB student e-mail to set up an e-mail request with the completed ethics approval package and any other required documents attached.

Attach all documents as PDF or Word files. The ethics reviewer cannot access VSB OneDrive, SharePoint, or Google Doc links.

Are you conducting a survey or other type of questionnaire? Include a blank survey or provide a link (for online surveys).

Include a message before you hit Send! Identify yourself (state your full name and school), introduce your project, and list the documents attached.

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! Always include these individuals on all replies. This keeps everyone informed about the status of your request.

Check your e-mail for a reply from the ethics reviewer. You may be asked to provide more details about your experiment or make changes. Respond in a timely manner and be specific.

The ethics reviewer will notify you via e-mail when your project has been granted ethics approval. Save this e-mail for your records and be prepared to present it (or any of the ethics documents) at VDSF.