BMREC Annual Progress or Final Report   | BMREC Guidelines  |  BMREC Application for Approval of Amendments 

 BMREC Resubmission Form  |  BMREC Main Ethics Application Form  | BMREC Sub-study Application Form 

The EMS Research Committee's Standing Orders positions it to lead and direct research of the Faculty.   In addition, the committee adjudicates on the following matters:

• Applications for Conference Funding

• Sabbatical Leave

• Research Project Registration 

• Applications for project funding (from Senate Research) 

• Any other research or research development matters as directed by either the EMS Faculty Board  or UWC Senate Research Committee

Download the EMS Research and Study Leave Committee 2025 Meeting Dates. Use this to plan ahead for your submissions, as NO LATE submissions will be accepted once the agenda submission date has passed. Please adhere to the closing dates for documentation 

• No late submissions will be accepted by the committee 

• All documents must be signed by your line manager (Department Chair)

SUBMISSIONS : (i) All submissions to the EMS Research Committee must be tabled via the Departmental Representative.  S/He will use an established online submission process to ensure that all items reach the committee by the closing date.  (ii) Please do not email submissions to the committee officer or the committee Chairperson directly. NO LATE submissions will be accepted. iii) All applications and documents must be uploaded in one single PDF per item.

All queries may be directed to the  committee officer (Collette Schroeder ems-research@uwc.ac.za) by the closing date (see meeting schedule). 

(B) International Conference Application (SR3)

Submit your application to the EMS Research Committee at least three months in advance of the conference.  The EMS Research committee will process your application even before the formal acceptance.  As soon as the formal acceptance is received by yourself you will need to communicate it immediately to both the EMS and Senate Committee officers.

Requirement to have published in a two year rolling period to quality for Senate Research funding:  The applicant must have DHET accredited research outputs in the preceding rolling 2 year period. For example if you apply to attend a conference in 2025, then the rolling 2 year period is  2022-2023.  If you have 0 publications in the rolling 2-year period you do not qualify for funding.

Co-funding requirement:  Applicants must ensure they have other source/s of funding since only the following expenses are funded from this source: Air-fare, Conference Fee, Direct Ground Travel from the airport to the hotel and back,  and Visa Cost if applicable.

• Only one person per paper will be funded. Co-authors will not be supported.

• Proof of acceptance of the paper to be presented must be attached to the application. Applications can be made prior to proof of acceptance; however, funds will only be released after the full paper or abstract acceptance has been supplied. 

• Applications may not be made post-conference.

• Qualifying researchers are sponsored for an international conference every two years. 

Post-conference Report: A report on the outcomes of the conference must be submitted within three (3) months of your return to work.

Qualifying researchers include, (1) permanent staff, (2) contract staff members with contracts of 3 years and longer, (3) Emeritus Professors, and (4) Extra-ordinary staff members.

Approval: The faculty committee only recommends the application to the senate research committee – the approval of the application can only be granted by the Senate Research Committee. Ensure that all guidelines are followed. Incomplete applications will delay your application 

Forms and guidelines 

🔗 Rules and guidelines for international conference funding

🔗 Evaluation of international conference funding applications

🔗 Congress Abroad Application Form (SR3)

🔗 SR3 Checklist 

🔗 Conference Report Template (to be submitted within 1 month after the conference)

Submission: Please submit the complete application and supporting documents to the EMS Research Committee via your Department Representative to the committee, by the closing date. Department representatives must use the prescribed upload form for the meeting. No emailed submissions will be accepted. All applications for funding must be supported by your Department Chair.

All queries may be directed to the committee officer (Collette Schroeder ems-research@uwc.ac.za > ) by the closing date (see meeting schedule). 

SUBMISSIONS: All submissions to the EMS Research Committee must be tabled via the Departmental Representative.  S/He will use an established online submissions process to ensure that all items do reach the committee by the closing date.  Please do not email submissions to the committee officer or the committee Chairperson directly. NO LATE submissions will be accepted.

(D.1)  Project Registration: Ethical Clearance Required

• Please ensure that ALL questions are responded to in the Ethics Form. 

• There should be a Consent form, and Information Sheet for every instrument.  For example, if you are conducting interviews and a survey, there will be four supporting documents.  The consent forms and information sheets should be collated immediately after the Ethics Form.

• Every section in the form requires a response.  If no response is necessary, write  down a reason to explain the non-response.

• Ensure that the Objectives of the study and Research Questions are explicit (preferably in bullet form).

• Independent Review of application by a discipline expert:  The applicant must ensure that the Department Representative to the EMSRC, facilitates an independent review of the application.

• If research is being conducted on UWC subjects (e.g. staff members or students), permission to conduct research at UWC must obtained via the following online form, after ethics approval has been obtained: 

  • • https://sites.google.com/uwc.ac.za/permissionresearch/home  

Document checklist (Submit as SEPARATE documents):

1.  Download the  HSSREC Application for Ethical Clearance (2024 form)  and read the 2024 HSSREC Guidelines

2.  Download the  BMREC Application Form **(Biomedical Research Ethics Committee)

3.  Research Instrument/s, Consent Forms and Information Sheets (collated into ONE document) - see link below for guidelines

4.  Research Proposal 

5.  EMS Ethics Review Form (this form is to be submitted by the Committee Rep- and must be completed by an Independent Reviewer) 

*ALL Other HSSREC documents and guideline documents (e.g Consent Forms, Information Sheets, Assent Forms, Data privacy notice  etc)

**ALL Other BMREC documents and guideline documents (e.g Consent Forms, Information Sheets, Assent Forms, Data privacy notice  etc)

(D.2) Annual Ethics Progress Reports (Compulsory to submit annually) 

• Download the form: Annual Progress Report (HSSREC)

• Download the form: Annual Progress Report (BMREC)

SUBMISSIONS:  All submissions to the EMS Research Committee must be tabled via the Departmental Representative.  S/He will use an established online submissions process to ensure that all items do reach the committee by the closing date.  Please do not email submissions to the committee officer or the committee Chairperson directly.   NO LATE submissions will be accepted.

(D.3)  Project Registration: No Ethical Clearance Required

• All research projects which are not subject to ethical review and ethics registration must still be registered.   In such instances please complete the SR(22) Registration of Project Form.

• Download the SR(22) form.

SUBMISSIONS:  All submissions to the EMS Research Committee must be tabled via the Departmental Representative.  S/He will use an established online submissions process to ensure that all items do reach the committee by the closing date.  Please do not email submissions to the committee officer or the committee Chairperson directly.   NO LATE submissions will be accepted.