Ethics Application

Responsible and ethical research

The University pursues a research ethos that promotes exceptional expertise and ethical responsibility in the quest for knowledge and in the development, conservation, and transfer of that knowledge. The University strives for quality research that contributes to South African society and the international community.  The University aims to achieve this by creating an enabling environment for researchers. Its role is also to protect the rights of the institution, the researcher and participants as laid out by the Constitution and applicable legislation.

Contact Information:

For more information, please contact:

Miss Seboke Prudence Shai  (Ethics Administrator)

Email: [email protected] or [email protected] 

Ethics Application Process and Procedure

All researchers at the University of Pretoria must have their research protocol approved before doing fieldwork and be familiar with the relevant policies and procedures for responsible ethical research.

Click to view Application Process Flow

Apply for Ethics Approval

Students can apply only after successfully defending their proposal. University staff members also need to apply for ethics approval and can apply for the entire project or multiple times to cover specific research activities as they unfold throughout the project.

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Application Form
  • Applications may only be completed online.
  • Please follow the step-by-step instructions regarding the application procedure that is provided on the Research Grants & Ethics portal.
Application Review

The application is confidentially assessed by two independent reviewers on the Committee to determine whether the information provided meets the ethical requirements and guidelines set out in the University and Faculty policies. If the application meets all the criteria, the protocol is approved.  However, should the reviewer identify any ethical concerns on the application form, a decision will be made on the seriousness of the issue.  Applications with serious concerns have to be revised and resubmitted , and minor concerns will be conditionally approved.  All decisions made by the Committee will be communicated in writing to the researcher. Researchers who receive a revise and resubmit or conditional approval letter should respond to the Committee within a month, clearly indicating the changes made as recommended in the letter.

Ethics Clearance Certificate

At the end of the research, a Clearance Certificate must be requested from the Ethical Committee together with a completed Integrated Declaration Form (D08) and proof of the registered title.  The Clearance Certificate forms part of the final thesis or dissertation for marking.

To obtain your ethics clearance certificate, send the following documents to the ethics administrator:

  1. Ethics approval letter
  2. Registered/Approved title letter
  3. Integrated declaration form – D08 (Completed)
Ethics Application Process and Procedure approved by the Health Sciences Research Ethics Committee

In cases where the participants are seen as vulnerable and/or the research topic intrusive, an approval form from the Health Sciences Research Ethics Committee is also required. Vulnerable participants are incarcerated, institutionalised, marginalised, disadvantaged people and groups amongst other that have:

  • HIV/AIDS
  • Malaria
  • Disabilities
  • Mental health conditions

These applications must be approved by both the Education and Health Sciences Ethics Committee. All applications must first be reviewed by the Faculty of Education Ethics Committee before the application can be submitted to the Health Sciences Research Ethics Committee. The application procedure and documentation. Once approved by the Health Ethics Committee, the researcher must notify the Education Committee, and an approval letter will be issued.

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Ethics Department Representative

Applications must be submitted to their Department Representative a week before the meeting dates.

Dr Matthews Mashoto - [email protected]  Department of Early Childhood Education​

Ethics application and approval system

Important documents:

Policy documents

Documents: Education Faculty

Documentation: Health Sciences Faculty

Department of Education Information