Research Ethics Policy Template

Purpose and scope

This template provides an institutional framework for ethical review, researcher responsibilities and participant protection for all research involving people, personal data or identifiable materials conducted by the institution, its staff, students and partners. It is designed for theology colleges, seminaries and ministry training centres and should be adapted to local law, professional codes and funder requirements.

Core ethical principles (to include)

• Respect for persons — voluntary informed consent, special protections for vulnerable participants.
• Beneficence — minimise harm and maximise benefits, carry out proportionate risk assessment.
• Justice — fair participant selection and equitable treatment.
• Confidentiality & data protection — lawful, secure handling, retention and disposal of research data.
• Transparency & integrity — declaration of conflicts of interest, accurate reporting and honest authorship.

Governance and ethics review

Institutions should describe the structure and remit of their Research Ethics Committee (REC) or equivalent, membership requirements, review levels (expedited, full review), application materials required from researchers, and procedures for ongoing monitoring and adverse-event reporting. Where the institution lacks capacity, arrangements should be made with an external REC or an appropriate partner.

Informed consent and participant information

The policy should require plain-language participant information sheets and consent forms that explain aims, methods, risks, benefits, voluntary nature of participation and withdrawal rights. It should require processes for obtaining consent from people with diminished capacity and for recording consent in appropriate formats (written, electronic or witnessed oral consent) aligned with local law.

Data protection, confidentiality and storage

Include clear obligations for lawful data collection, storage security, anonymisation or pseudonymisation, access controls, retention periods and secure disposal. State how sensitive theological or pastoral research material will be protected and when confidentiality limits (e.g. safeguarding or legal reporting duties) apply.

Researcher training and responsibilities

Require researchers and supervisors to complete appropriate ethics training, declare conflicts of interest, follow approved protocols, and report deviations. Include student-research requirements and supervision responsibilities for theses, dissertations and practicum projects.

Special contexts and theological considerations

Address pastoral research, ministry contexts, cross-cultural fieldwork, work with churches or congregations, recording of worship or counselling conversations, and research that touches on doctrine or faith identity. Require additional safeguards where research may affect reputations, pastoral relationships or spiritual well-being.

Approval, recordkeeping and audit

Set out approval durations, renewal processes, recordkeeping obligations (protocols, consent records, REC minutes) and internal audit arrangements. Clarify that the institution remains responsible for compliance with all applicable national, regional and local laws.

Template appendices (recommended)

• Standard ethics application form
• Participant information sheet and consent templates
• Data management plan template
• Risk assessment checklist
• Guidance for student research supervisors

Frequently asked practical points

• Who must apply for review: all projects involving human participants, identifiable data or recorded interactions.
• When review is not required: purely public-domain historical or textual analysis that uses no identifiable personal data (check local rules).
• External funder requirements: follow funder ethics rules in addition to institutional policy.