UWC PERMISSION TO CONDUCT RESEARCH (EXTERNAL)

APPLICATION FOR RECIPROCAL ETHICS AND PERMISSION TO CONDUCT RESEARCH
EXTERNAL APPLICANTS

Please complete the form if you are a student or researcher NOT registered or employed at UWC (or if your ethical clearance is not from UWC). Ensure details are captured correctly, as any errors will result in a failed application.
IMPORTANT: All research projects must obtain ethical approval from the relevant governing body of their institution as well as a reciprocal ethical clearance from UWC (the reciprocal clearance will be done via this application process).
OPTION 1 - Student or Researcher from a South African university or institution accredited by the National Health Research Ethics Council and who has institutional ethics approval.OPTION 2 - Student or Researcher from a South African university or institution accredited by the National Health Research Ethics Council and who is in the process of applying for ethics approval.OPTION 3 - Student or Researcher from a South African university or institution with institutional ethics approval, but without National Health Research Ethics Council accreditation.OPTION 4 - International or External Researchers (including those in joint degrees with UWC) who do not hold ethics clearance from a South African institution accredited by NHREC.
OPTION 1

This means that your home institution in South Africa holds NHREC accreditation and you have formal institutional ethics approval in place for your study. This ensures both national ethics oversight and your institution’s approval are in place before the research proceeds.
1. Apply for RECIPROCAL ETHICS APPROVAL
2. Should reciprocal ethics approval be granted, you may then be granted PERMISSION TO CONDUCT RESEARCH
WHAT IS RECIPROCAL ETHICS APPROVAL?

A mutual recognition arrangement where ethics approval granted by one institution is recognized by another partner institution, enabling collaborative research across sites without duplicating full reviews, while ensuring all parties’ ethical requirements are satisfied.

TURN AROUND TIME: 15-20 University working days

Queries: researchperm@uwc.ac.za
OPTION 2

This means that your home institution holds NHREC accreditation and you are currently working to obtain formal institutional ethics approval. This option indicates that you have begun the ethics review process, but you must first obtain gatekeeper permission (e.g., from a site administrator, community leader, or relevant authority) before you may start any data collection.
1. Apply via this form for CONDITIONAL GATE KEEPERS PERMISSION
2. Once your ethics approval has been finalised at your institution you will APPLY FOR RECIPROCAL ETHICS APPROVAL (see conditional approval email for instructions)
3. Should reciprocal ethics approval be granted, you may be granted PERMISSION TO CONDUCT RESEARCH at UWC
WHAT IS RECIPROCAL ETHICS APPROVAL?

A mutual recognition arrangement where ethics approval granted by one institution is recognized by another partner institution, enabling collaborative research across sites without duplicating full reviews, while ensuring all parties’ ethical requirements are satisfied.

TURN AROUND TIME: 15-20 University working days (from point 2 submission)

Queries: researchperm@uwc.ac.za
OPTION 3

This means that you are affiliated with a South African university or institution that does not hold NHREC accreditation, but you do have their internal institutional ethics approval for your study.

Note: You may need to provide alternative ethics approval documents or collaborate with a SA-based ethics review if required by the research approval process.
1. Ensure you have identified a UWC collaborator and that they have agreed to collaborate with you on your research (you must source this collaborator on your own)
2. Apply for FULL ETHICS CLEARANCE via UWC with the aide of your UWC collaborator
3. Once ethics clearance has been applied for or approved by UWC, apply for PERMISSION TO CONDUCT RESEARCH with the aide of your UWC collaborator
Next Step: Secure a UWC collaborator to support you in preparing and submitting your ethics clearance documentation.

CLICK HERE TO ACCESS ETHICS FORMS

For queries related to ethics applications: research-ethics@uwc.ac.za
OPTION 4

This means that you are linked to an international or external institution (or a joint-degree arrangement with UWC) and you do not have ethics clearance from a South African institution that is NHREC-accredited.

Note: You may need to provide alternative ethics approval documents or collaborate with a SA-based ethics review if required by the research approval process.
1. Ensure you have identified a UWC collaborator and that they have agreed to collaborate with you on your research (you must source this collaborator on your own)
2. Apply for FULL ETHICS CLEARANCE via UWC with the aide of your UWC collaborator
3. Once ethics clearance has been applied for or approved, apply for PERMISSION TO CONDUCT RESEARCH with the aide of your UWC collaborator
Joint degree researchers would require ethics clearance from both institutions.

Next Step: Secure a UWC collaborator (for Joint degree students, this will be your UWC supervisor) to support you in preparing and submitting your ethics clearance documentation.

CLICK HERE TO ACCESS ETHICS FORMS

For queries related to ethics applications: research-ethics@uwc.ac.za

STEP 1: APPLICANT DETAILS
NAME OF APPLICANT*

First NameLast Name
TITLE OF APPLICANT*
EMAIL OF APPLICANT*
Please use your official student/employment email
PROGRAMME TYPE*
INSTITUTION*

STEP 2: SUPERVISOR DETAILS

To be completed if the application is made by a student
NAME OF SUPERVISOR

First NameLast Name
TITLE OF SUPERVISOR
EMAIL OF SUPERVISOR
Please use the official work email

STEP 4: DOCUMENT UPLOAD

Documents should be less than 5MB and preferably in pdf format.
RESEARCH PROPOSAL*

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ETHICS CLEARANCE LETTER *

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YOUR ETHICS APPLICATION SUBMISSION (this must include all supporting documentation)*

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ETHICS APPLICATION SUBMISSION (ethics application form if the ethics outcome is still pending, this must include all supporting documentation) *

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STEP 5: TERMS AND CONDITIONS
I am familiar with the University of the Western Cape’s Policy on Research Ethics and agree to adhere to it in order to protect the rights of UWC staff and students. • I am familiar with the University of the Western Cape’s Research and Innovation policy and agree to adhere to it in order to protect the rights of UWC staff and students • I am familiar with the University of the Western Cape’s Intellectual Property Policy and agree to adhere to it in order to protect the rights of UWC staff and students. • I am familiar with the Protection of Private Information Act, no 4 of 2013 and agree to adhere to in order to protect the rights of UWC staff and students. • I am familiar with the Promotion of Access to Information Act 2 of 2000 and agree to adhere to in order to protect the rights of UWC staff and students
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APPLICATION FOR RECIPROCAL ETHICS AND PERMISSION TO CONDUCT RESEARCH

EXTERNAL APPLICANTS

STEP 1: APPLICANT DETAILS

STEP 2: SUPERVISOR DETAILS

STEP 3: NATURE OF RESEARCH AND ETHICS DETAILS

STEP 4: DOCUMENT UPLOAD

STEP 5: TERMS AND CONDITIONS