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«The Clinical Developmental Handbook 2013-2014 Department of Psychology York University Updated: August 27, 2013 by Mary Desrocher 2 Table of ...»

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As you know, all University-based research involving human participants, whether funded or non-funded, is subject to the ethics review process (which in the past have involved a confusing and redundant array of forms). Although not substantively different, FGS now has new procedures in place for students undertaking thesis/dissertation research involving Human Participants. Things do look more streamlined and easier to follow.


The forms have labels – TD1, TD2, TD3, TD4 (found on pages XXX of this handbook).

If you open the TD1 form, a synopsis of the four different options is outlined. The route you take depends on whether the research involves human participants, is minimal risk or not, and whether it’s funded or not.

The definition of “funded” does not include funding in the form of student OGS scholarships, SSHRC fellowships, NSERC scholarships, or CIHR studentships. These awards are intended to support students through their studies and do not require reports from students on the specific research activities conducted.

The definition of “funded” does apply to grants awarded for specific research projects, whether those projects be the student’s own research projects or research being conducted as part of a faculty member’s funded research project. Typically, for funded research, granting agencies require reports of the research conducted.

The Human Participants Research Committee uses the definition of minimal risk as outlined in the SSHRC/NSERC/CIHR Tri-Council Policy Statement “Ethical Conduct for Research involving Humans” (August 1998): “If potential subjects can reasonably be expected to regard the probability and magnitude of possible harms implied by participation in the research to be no greater than those encountered by the subject in those aspects of his or her everyday life that relate to the research then the research can be regarded as within the range of minimal risk” (p. 1.5). An expanded version of this definition is available from the Office of Research Services upon request.

EMAIL - Subject: Ethics: Some new procedures for the new academic year In the area of research involving human participants, the following changes are being introduced. Revised forms will be available soon. The following procedures are to be put into effect as soon as possible and no

later than October 1, 2005:

1. In an effort to streamline and expedite the thesis/dissertation approval process, the following change is

being introduced. Please inform all supervisors of this change:

–  –  –

2. To enable students to develop a better understanding of the responsibilities associated with conducting research with human participants, and to improve the quality of their human participant protocol submissions,

the following requirement is being introduced:

All graduate students proposing research that involves human participants are required to complete the TriCouncil Policy Statement (TCPS) tutorial, available online at www.pre.ethics.gc.ca/ http://www.pre.ethics.gc.ca/. The tutorial is available in English (TCPS Tutorial) and French (Didacticiel sur l'EPTC).

Once they have completed the tutorial (a time commitment of about 2 hours) students are to submit the tutorial completion certificate, available online, to their program office. The certificate will then be placed in the student's file. The GPD or GPA will be asked to confirm its presence when they forward the TD1 form (being revised to add this addition) to FGS. Students who conduct research involving human participants within course assignments or MRPs will have to meet the same requirement; the TD2 form is being revised accordingly.

3. The final change related to ethics and human participants involves the age of majority. On the current TD2 form, the age for substitute consent is listed as 16 years. When we revise the form in the next couple of weeks, the age will be adjusted to 18 years, reflecting Ontario's age of majority.

OK, here’s the four routes (should you follow correctly and have it all completed, FGS is promising a response

within 5 working days):

1. No human participants

–  –  –

2. Human participants, minimum risk, with written consent Human participants, minimum risk, with verbal consent – complete the TD1 form – attach proposal

- TD 2 form* – attach informed consent (written or verbal script)* – TD3 (it’s a checklist to insure you covered your bases in the consent) * Provide 2 copies of the TD2 form & consent form–the Grad Office forwards these to HPRC

3. Human Participants, minimum risk, funded by faculty research grant

-TD4 form (verifies the existing HPRC approval)

-attach proposal

–  –  –

* this is worded as “and/or funded” in the TD1 form – I have spoken with FGS, that is not what they meant and will be changing the wording to reflect that they mean “regardless of whether it’s funded” Minimal risk, non-externally funded research for Minor Area Paper (MAP) For the MAP proposal you will have to submit the Grad Office (1) two copies of the proposal; (2) a completed Minor Paper Proposal submission form (available in the grad office), signed by your supervisor and committee member; and (3) two copies of FGS Human Participants Research Protocol Form, including a completed Informed Consent Document. The Graduate Programme will assume responsibility for approving the Proposal. This will be done either by the Graduate Programme Director, a Graduate Programme Committee, or by an arm's length faculty member.

Note that all MAP proposals must be submitted with a completed FGS Human Participants Research Protocol Form, including a completed Informed Consent Document, regardless of whether the paper is research-based or a review of the literature.

Non-minimal risk and/or externally funded research: Dissertation and Minor Area Paper Proposals These proposals are to be approved by the Human Participants Research Committee (HPRC), not by the Grad Director and the FGS. Nevertheless, both the Grad Office and the FGS want a copy of the proposal, so that it is on hand in case either the Grad Director or relevant Associate Dean is contacted by the HPRC. The following procedure should be used: First, a proposal should be written. Two copies should be submitted to the Grad Office, which will then send one over to the FGS.

–  –  –

Ph.D. Dissertation Supervisory Committees (http://www.yorku.ca/grads/policies_procedures/thesis_dissertations_index.html)

1) A dissertation supervisory committee will consist of a minimum of three members from the Faculty of Graduate Studies, at least two of whom must be members of the psychology graduate programme. The principal supervisor must be a member of the graduate programme in which the candidate is enrolled. In exceptional circumstances and with prior approval of the Dean, the third, or an additional member, may be appointed who is not a member of the Faculty of Graduate Studies.

The membership of each committee, including the Chair, must be recommended by the appropriate graduate programme director for approval and appointment by the Dean of Graduate Studies no later than the beginning of the Ph.D. III (3rd) year (or equivalent for part-time students) or, for students in the Graduate Programme in Environmental Studies, as soon as possible following successful completion of the dissertation proposal examination.

2) A dissertation supervisor (Chair of the supervisory committee) shall:

a) be reasonably accessible to the candidate normally meeting once a month and never less than once each term.

b) ensure that a copy of the candidate's dissertation is sent to each member of the candidate's dissertation examining committee as far as possible in advance of the date of the candidate's oral examination but no later than four weeks prior to the date set.

3) A dissertation supervisory committee shall:

a) review the candidate's research proposal and recommend its approval to the graduate programme director and the Dean not less than six months prior to the date set for the oral;

b) review the candidate's progress normally each month and never less than once each term.

c) meet annually with the candidate, normally in the Spring, to evaluate the Report on Progress submitted by the candidate and submit a completed copy of the Report on Progress to the graduate programme director after the meeting; and,

d) read the dissertation and make a recommendation to the graduate programme director regarding oral defence.

Dissertation Examining Committees

1) A dissertation examining committee shall consist of:

a) The Dean of the Faculty of Graduate Studies or her/his representative who will be at arm's length from the supervision of the dissertation;

–  –  –

dissertation, recommended by the programme director;

c) At least one graduate faculty member, from outside the programme, recommended by the dissertation supervisor. If this member is not at arm's length from the dissertation, then at least one of the three voting faculty members from the programme must be at arm's length;

d) At least three graduate faculty members from the programme; normally at least two of these, and in no case fewer than one, being from the supervisory committee;

e) Ex-officio (non-voting, unless present as one of the voting members named above): Vice-President (Academic Affairs), Graduate Programme Director.

The membership of each committee must be recommended by the graduate programme director for approval and appointment by the Dean of Graduate Studies as soon as possible and no later than four weeks before the date set for the oral examination. In exceptional circumstances the Dean may approve a programme director's recommendation that a York University faculty member who is not a member of the graduate faculty serve as a member (but not the Chair) of an examining committee. Normally, members of the candidate's dissertation supervisory committee and wherever possible, one additional member of the graduate programme in which the candidate is enrolled, will be members of the candidate's dissertation examining committee. The Candidate's supervisor may not serve as Chair of the dissertation examining committee.

In exceptional circumstances, alternative technologies such as video- or tele-conferencing can be made available for oral examinations of graduate work. The rationale for this examination mode must be made by the programme to the Dean. No more than one member of an examining committee should be linked to the examination process through alternative means. Only in rare circumstances would the supervisor, an internal York member, or the student be the off-site participant.

–  –  –

Practicum Day has been moved to late September/early October. Attend and get an idea of some of the sites offering assessment and intervention placements. This is an opportunity to speak with some of the supervisors at the site in order to determine whether the site will suit your interests. It is the responsibility of our program to ensure that students receive the proper training in an appropriate training environment.

Therefore, students are required to get clearance from CD faculty members regarding the practica sites they will be applying to. Students will receive an email from the DCT regarding this following practicum day, which usually happens in November. This clearance will be required for assessment, intervention, and third practicums.

NOTE: For the purposes of the assessment and intervention practica, students will be required to complete a vulnerable persons screening at their local police station. This is also required for the CD program. It is strongly suggested that they be completed during the summer in anticipation of the beginning of the practicum for the coming year. Forms are available in the graduate office.

Psycho-educational Assessment/Clinical and Diagnostic Assessment of Children and Adolescents (6910 and 6920) These courses are usually taken during the second year of your Masters, prior to the Assessment Practicum in Ph.D. 1.

Assessment Practicum (6910P 3.0) Students should have an assessment practicum site set up before September of their 3 rd year (Ph.D. 1).

Determine what requirements you need for your site before starting (for example, criminal check, medical evaluation and/or vaccinations, site identification requirements, workload entry requirements (often tracking of your hours is required if the site is funded by the government), etc.). A course is held concurrently at York along with the off-site practicum experience. The course is usually held every second week during both the fall and winter terms.

Intervention Strategies with Children (6930 3.0) This course is the introductory course taken prior to starting the intervention practicum, during Ph.D.

1. It involves reading and discussion of several intervention and therapeutic methods used in the treatment of children and adolescents.

–  –  –

During the aforementioned meeting/email, three general themes will be discussed: a) Sites people have typically gone to (the more popular sites, as well as those viewed as providing quality placements), b) Sites that people haven’t typically gone to, but are good sites nonetheless, and c) General criteria to exercise in choosing a site.

From December to March, apply to sites, and subsequently set up meetings/interviews with sites who express an interest. During this period, maintain contact with the Course Director in order to obtain feedback with regards to the search, provide updates on potential interviews with sites, and to ask any questions.

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