TAHSN Board of Record

TAHSN Board of Records
About TAHSN BOR

Colleagues,

We are pleased to inform you that we will be transitioning the TAHSN Board of Record (BoR) model to Clinical Trials Ontario (CTO). This is a positive step toward providing the TAHSN research community with a streamlined approach to REB review. This means the TAHSN Board of Record is no longer accepting new studies for ethical review. For those who currently have active studies in the TAHSN BoR model, we will contact you with a plan to transition your study to CTO.

For more information on the transition plan and how this might affect you, please contact:

TAHSN Board of Record: tahsnbor@uhnresearch.ca
Clinical Trials Ontario: streamline@ctontario.ca

 

The Toronto Academic Health Sciences Network Board of Record (TAHSN BoR) allows qualified TAHSN institutions to defer research ethics oversight to a single Research Ethics Board, called the Lead REB, for studies that involve two or more qualified TAHSN institutions. With this process, Principal Investigators at the participating sites can accept the research ethics review of the Lead REB at another TAHSN institution. The following TAHSN institutions have been qualified and may participate in the TAHSN BoR:

  • Baycrest Health Science

  • Holland Bloorview Kids Rehabilitation Hospital

  • Centre for Addiction and Mental Health

  • Sinai Health System

  • St. Michael’s Hospital

  • Sunnybrook Health Sciences Network

  • The Hospital for Sick Children

  • University Health Network

  • Women’s College Hospital


BoR Supporting Content List
  • Information on Transitioning Studies from the TAHSN Board of Record to CTO

    As you know, your study will be transitioning from the TAHSN Board of Record (BoR) model to Clinical Trials Ontario (CTO). Below is information explaining what to expect throughout the transition process and how to proceed after the study has successfully transitioned.

     

    Who will be transitioning my study?

    We have established a joint TAHSN Board of Record/CTO team to make this transition as seamless and effortless for you as possible. The TAHSN Site Navigator at your site will be contacting you directly regarding your studies.

     

    How is my study being transitioned?

    Upon successful transition, there will be a detailed Note to File in the Correspondence section associated with the Provincial and Centre applications so all members of the study team have access to it. This Note to File details the procedures taken to migrate study details and associated documents in CTO Stream.

     

    Will I have any actions to complete during the transition?

    The study is being transferred to the CTO system on your behalf and the transfer to CTO does not affect the status of the study. You will not have any actions to complete, however you will receive auto notifications from the CTO system at certain points throughout the process. Upon successful transition, the person identified as the Main Study Contact (usually the person who will be completing the Provincial submissions) will be required to accept the project ownership via CTO Stream. In addition to receiving an email notification from CTO Stream, the TAHSN Board of Record Navigator will personally reach out to this person once the transfer request has been sent.

     

    Who will be the REB of Record for my study moving forward?

    Moving forward (after the transfer is complete), your study’s ethical oversight will remain with the same REB of Record but you will be responsible for submitting on-going submissions through the CTO Stream system.  The existing approval/expiry dates will not be impacted as a result of the transfer.

     

    Where can I find information on CTO Stream?

    There are weekly webinars hosted by CTO and QuickGuides to learn more about the CTO system. They can be accessed here:

    http://www.ctontario.ca/streamlined-research-ethics-review-system/cto-stream/cto-stream-overview/

     

    CTO Stream TAHSN Board of Record
    https://apply.ctostream.ca  
    1-877-715-2700 416-634-8590
    streamline@ctontario.ca tahsnbor@uhnresearch.ca 

     

  • Resources: Forms
    Link to FormDescription
    Request FormOne Request Form is to be completed (with the Lead Applicant's info) per study.
    Site Specific FormOne Site-Specific Form is to be completed for each proposed site in the study.
    Continuing Review FormThis form is to be filled out by the Lead Applicant and submitted 2 weeks before the expiry date of the study's current Lead REB Approval.
    Note: The Continuing Review Form must also be accompanied by one Continuing Review - Addendum A (Site PI Declaration and Signature) for each participating site, excluding the Lead Applicant's site.
    Continuing Review Form - Addendum A (Site PI Declaration and Signature)This form must be signed by each Site PI involved in the research study and submitted with the Continuing Review Form.
    Continuing Review Form - Addendum C (For Lapsed & Expired Studies)This form is to be used when there has been a study or site lapse in ethical approval. It is to be submitted along with the Continuing Review Form.
    Amendment FormAny changes to the study must be submitted using an Amendment Form. All amendments to currently approved research studies must be filled out by the Lead Applicant and approved by the Lead. REB prior to implementation.
    Note: Some situations may require implementation of an amendment before receiving REB approval to eliminate the risk of harm to research participants. In these cases, the Lead REB should be notified ASAP.
    Amendment Form - Addendum A (Site PI Declaration and Signature)

    This form must be signed by each approved Site PI impacted by the changes outlined in the Amendment Form.

    Site Closure FormThe Site Closure Form must be completed by the Lead Applicant when closing a site. A form must be submitted for all sites, including the Lead Applicant's, before submitting the Study Closure Form.
    Site Closure Form - Addendum A (Site PI Declaration and Signature)​This form must be signed by each approved Site PI impacted by the changes outlined in the Site Closure Form.
    Study Closure FormThe Study Closure Form must be completed by the Lead Applicant only after a Site Closure Form have been submitted for all sites have been closed by submitting .
    Site PI Change Form Site PI Change Form must be completed by the Lead Applicant, the out-going PI and the incoming PI. 
    Site-Level Reportable Events FormThis form can be used to submit site-level reportable events to the Lead REB.
    Lead-Level Reportable Events FormThis form can be used to submit lead-level reportable events to the Lead REB.

    Note: All forms are to be submitted by email to tahsnbor@uhnresearch.ca.

  • Resources: SOPs and Tip Sheets
    SOP001 - How to Apply to the TAHSN BoRA standard operating protocol (SOP) that explains how to apply to the TAHSN BoR. 
    SOP002: How to Obtain an REB Decision LetterA standard operating protocol (SOP) that explains how to obtain an REB decision letter.  
    SOP003: How to Receive a Fully Executed TAHSN BoR Study AgreementA standard operating protocol (SOP) that explains how to receive fully executed TAHSN BoR study agreements. 
    SOP004 - The Process of Continuing Review for Ongoing Research Studies Standard Operating Protocol (SOP) that explains the process of continuing review for ongoing research studies
    SOP005 - The Process for Amendments Standard Operating Protocol (SOP) that explains the process for amendments
    SOP006 - The Process for Closing a SiteStandard Operating Protocol (SOP) that explains the process for closing a site
    SOP007 - The Process for Closing a StudyStandard Operating Protocol (SOP) that explains the process for closing a study
    SOP008 - The Process for Submitting a Site-Level Reportable EventCOMING SOON - Standard Operating Protocol (SOP) that explains the process for submitting a site-level reportable event
    SOP009 - The Process for Submitting a Study-Level Reportable EventCOMING SOON - Standard Operating Protocol (SOP) that explains the process for submitting a study-level reportable event
    Tip Sheet: BoR Navigator responsibilities Step-by-step instructions and checklists that explain the role of the BoR Navigator in the TAHSN Board of Record process
    Tip Sheet: Instructions for Lead REB in BoR Process Step-by-step instructions and checklists that explain the role of the Lead REB in the TAHSN Board of Record process
    Tip Sheet: Lead Applicant ResponsibilitiesStep-by-step instructions and checklists that explain the role of the Lead Applicant in the TAHSN Board of Record process
    Tip Sheet: Site Navigator ResponsibilitiesStep-by-step instructions and checklists that explain the role of the Site Navigator in the TAHSN Board of Record process
    Tip Sheet: Site PI responsibilitiesStep-by-step instructions and checklists that explain the role of the PI in the TAHSN Board of Record process

     

  • Site Navigators/ REB Contacts for TAHSN Hospitals
    Link to Site REBSite REB ContactSite BOR ContactSite Address
    Baycrest 416-785-2500 ext. 2440Roshan Guna, 416-785-2500 ext. 2440

    Research Ethics Office, Baycrest

    Suite 820 Brain Health Complex

    3560 Bathurst Street

    Toronto, ON M6A2E1

     

    Centre for Addition and Mental Health416-535-8501 ext. 36352Greg Staios, 416-535-8501 ext. 36352

    CAMH Research Ethics Board

    33 Russell Street, Room T116

    Toronto, ON  M5S2S1

     

    Holland Bloorview416-425-6220 ext. 3507Marie Steele, 416-425-6220 ext. 3507

    Holland Bloorview Research Ethics Board

    150 Kilgour Road

    Toronto, ON M4G1R8

     

    Mount Sinai Hospital416-586-4875Kathleen Austin, 416-586-4800 ext. 4726

    Mount Sinai Hospital Research Ethics Board
    Hydro Building (OPG)
    700 University Avenue
    Suite 8-600
    Toronto, ON M5G 1Z5

    SickKids Hospital416-813-8279David Kenney, 416-813-7654 ext. 205718

    Research Ethics Board Main Office
    Room 5515, Hill Wing

    555 University Avenue

    Toronto, ON M5G1X8

     

    St. Michael's Hospital416-864-6060 ext. 2557Sharon Freitag, 416-864-6060 ext. 2385

    Research Ethics Office, St. Michael's

    250 Yonge Street, 6th Floor

    Toronto, ON M5B2L7

     

    Sunnybrook Health Sciences Centre416-480-6100 ext. 88144Keri Durant, 416-480-6100 ext. 89518

    (MAT LEAVE) Tiffany Tassopoulos, 416-480-6100 ext. 88144

    Research Ethics, Human Research Protections Program, SRI

    2075 Bayview Avenue, Room C8 19

    Toronto, ON M4N3M5

     

    University Health Network416-581-7849Anita Sengar,

    416-581-7546

    UHN Research Ethics Board

    700 University Avenue

    Hydro Building, 10th Floor Suite 1056

    Toronto, ON M5G1Z5

     

    Women's College Hospital416-351-3732 ext. 2535Melissa Sidhu, 416-351-3732 ext. 2723

    Research Ethics Board Office, WCH

    790 Bay Street, Room 746

    Toronto, ON M5G2M9

     


     

  • For Lead REB ONLY

    The following approval forms should be sent from the Lead REB to the Navigator for dissemination.
     

    FormPurposeGuidance Document
    Lead REB Approval Letter

    Used to communicate the following approvals: Initials, Amendments, etc.

    Lead REB Approval Letter Guidance Document
    Lead REB Continuing Review Approval LetterUsed to communicate the following approvals: Initials, Amendments, etc.Lead REB Continuing Review Approval Letter Guidance Document
    Lead REB Correction LetterUsed in cases where a previously sent approval letter needs correction or a document that was approved was omitted from the letter by mistake. 
    Lead REB Closure LetterUsed to close a site and/or study. 
    *These forms are only to be used and completed by the Lead REB. All forms are password protected. If you cannot open a form, right-click on the hyperlink and "save link as" or "save target as" to save the form to your computer to open. If your forget the password or are having difficulty opening the forms, please contact the Navigator for a copy of the desired form.
  • TAHSN Board of Record Contact

    Melissa Lanuza, TAHSN Board of Record Navigator
    416-581-8590
    tahsnbor@uhnresearch.ca

Colleagues,

We are pleased to inform you that we will be transitioning the TAHSN Board of Record (BoR) model to Clinical Trials Ontario (CTO). This is a positive step toward providing the TAHSN research community with a streamlined approach to REB review. This means the TAHSN Board of Record is no longer accepting new studies for ethical review. For those who currently have active studies in the TAHSN BoR model, we will contact you with a plan to transition your study to CTO.

For more information on the transition plan and how this might affect you, please contact:

TAHSN Board of Record: tahsnbor@uhnresearch.ca
Clinical Trials Ontario: streamline@ctontario.ca

 

The Toronto Academic Health Sciences Network Board of Record (TAHSN BoR) allows qualified TAHSN institutions to defer research ethics oversight to a single Research Ethics Board, called the Lead REB, for studies that involve two or more qualified TAHSN institutions. With this process, Principal Investigators at the participating sites can accept the research ethics review of the Lead REB at another TAHSN institution. The following TAHSN institutions have been qualified and may participate in the TAHSN BoR:

  • Baycrest Health Science

  • Holland Bloorview Kids Rehabilitation Hospital

  • Centre for Addiction and Mental Health

  • Sinai Health System

  • St. Michael’s Hospital

  • Sunnybrook Health Sciences Network

  • The Hospital for Sick Children

  • University Health Network

  • Women’s College Hospital


Information on Transitioning Studies from the TAHSN Board of Record to CTO

As you know, your study will be transitioning from the TAHSN Board of Record (BoR) model to Clinical Trials Ontario (CTO). Below is information explaining what to expect throughout the transition process and how to proceed after the study has successfully transitioned.

 

Who will be transitioning my study?

We have established a joint TAHSN Board of Record/CTO team to make this transition as seamless and effortless for you as possible. The TAHSN Site Navigator at your site will be contacting you directly regarding your studies.

 

How is my study being transitioned?

Upon successful transition, there will be a detailed Note to File in the Correspondence section associated with the Provincial and Centre applications so all members of the study team have access to it. This Note to File details the procedures taken to migrate study details and associated documents in CTO Stream.

 

Will I have any actions to complete during the transition?

The study is being transferred to the CTO system on your behalf and the transfer to CTO does not affect the status of the study. You will not have any actions to complete, however you will receive auto notifications from the CTO system at certain points throughout the process. Upon successful transition, the person identified as the Main Study Contact (usually the person who will be completing the Provincial submissions) will be required to accept the project ownership via CTO Stream. In addition to receiving an email notification from CTO Stream, the TAHSN Board of Record Navigator will personally reach out to this person once the transfer request has been sent.

 

Who will be the REB of Record for my study moving forward?

Moving forward (after the transfer is complete), your study’s ethical oversight will remain with the same REB of Record but you will be responsible for submitting on-going submissions through the CTO Stream system.  The existing approval/expiry dates will not be impacted as a result of the transfer.

 

Where can I find information on CTO Stream?

There are weekly webinars hosted by CTO and QuickGuides to learn more about the CTO system. They can be accessed here:

http://www.ctontario.ca/streamlined-research-ethics-review-system/cto-stream/cto-stream-overview/

 

CTO Stream TAHSN Board of Record
https://apply.ctostream.ca  
1-877-715-2700 416-634-8590
streamline@ctontario.ca tahsnbor@uhnresearch.ca 

 

Resources: Forms
Link to FormDescription
Request FormOne Request Form is to be completed (with the Lead Applicant's info) per study.
Site Specific FormOne Site-Specific Form is to be completed for each proposed site in the study.
Continuing Review FormThis form is to be filled out by the Lead Applicant and submitted 2 weeks before the expiry date of the study's current Lead REB Approval.
Note: The Continuing Review Form must also be accompanied by one Continuing Review - Addendum A (Site PI Declaration and Signature) for each participating site, excluding the Lead Applicant's site.
Continuing Review Form - Addendum A (Site PI Declaration and Signature)This form must be signed by each Site PI involved in the research study and submitted with the Continuing Review Form.
Continuing Review Form - Addendum C (For Lapsed & Expired Studies)This form is to be used when there has been a study or site lapse in ethical approval. It is to be submitted along with the Continuing Review Form.
Amendment FormAny changes to the study must be submitted using an Amendment Form. All amendments to currently approved research studies must be filled out by the Lead Applicant and approved by the Lead. REB prior to implementation.
Note: Some situations may require implementation of an amendment before receiving REB approval to eliminate the risk of harm to research participants. In these cases, the Lead REB should be notified ASAP.
Amendment Form - Addendum A (Site PI Declaration and Signature)

This form must be signed by each approved Site PI impacted by the changes outlined in the Amendment Form.

Site Closure FormThe Site Closure Form must be completed by the Lead Applicant when closing a site. A form must be submitted for all sites, including the Lead Applicant's, before submitting the Study Closure Form.
Site Closure Form - Addendum A (Site PI Declaration and Signature)​This form must be signed by each approved Site PI impacted by the changes outlined in the Site Closure Form.
Study Closure FormThe Study Closure Form must be completed by the Lead Applicant only after a Site Closure Form have been submitted for all sites have been closed by submitting .
Site PI Change Form Site PI Change Form must be completed by the Lead Applicant, the out-going PI and the incoming PI. 
Site-Level Reportable Events FormThis form can be used to submit site-level reportable events to the Lead REB.
Lead-Level Reportable Events FormThis form can be used to submit lead-level reportable events to the Lead REB.

Note: All forms are to be submitted by email to tahsnbor@uhnresearch.ca.

Resources: SOPs and Tip Sheets
SOP001 - How to Apply to the TAHSN BoRA standard operating protocol (SOP) that explains how to apply to the TAHSN BoR. 
SOP002: How to Obtain an REB Decision LetterA standard operating protocol (SOP) that explains how to obtain an REB decision letter.  
SOP003: How to Receive a Fully Executed TAHSN BoR Study AgreementA standard operating protocol (SOP) that explains how to receive fully executed TAHSN BoR study agreements. 
SOP004 - The Process of Continuing Review for Ongoing Research Studies Standard Operating Protocol (SOP) that explains the process of continuing review for ongoing research studies
SOP005 - The Process for Amendments Standard Operating Protocol (SOP) that explains the process for amendments
SOP006 - The Process for Closing a SiteStandard Operating Protocol (SOP) that explains the process for closing a site
SOP007 - The Process for Closing a StudyStandard Operating Protocol (SOP) that explains the process for closing a study
SOP008 - The Process for Submitting a Site-Level Reportable EventCOMING SOON - Standard Operating Protocol (SOP) that explains the process for submitting a site-level reportable event
SOP009 - The Process for Submitting a Study-Level Reportable EventCOMING SOON - Standard Operating Protocol (SOP) that explains the process for submitting a study-level reportable event
Tip Sheet: BoR Navigator responsibilities Step-by-step instructions and checklists that explain the role of the BoR Navigator in the TAHSN Board of Record process
Tip Sheet: Instructions for Lead REB in BoR Process Step-by-step instructions and checklists that explain the role of the Lead REB in the TAHSN Board of Record process
Tip Sheet: Lead Applicant ResponsibilitiesStep-by-step instructions and checklists that explain the role of the Lead Applicant in the TAHSN Board of Record process
Tip Sheet: Site Navigator ResponsibilitiesStep-by-step instructions and checklists that explain the role of the Site Navigator in the TAHSN Board of Record process
Tip Sheet: Site PI responsibilitiesStep-by-step instructions and checklists that explain the role of the PI in the TAHSN Board of Record process

 

Site Navigators/ REB Contacts for TAHSN Hospitals
Link to Site REBSite REB ContactSite BOR ContactSite Address
Baycrest 416-785-2500 ext. 2440Roshan Guna, 416-785-2500 ext. 2440

Research Ethics Office, Baycrest

Suite 820 Brain Health Complex

3560 Bathurst Street

Toronto, ON M6A2E1

 

Centre for Addition and Mental Health416-535-8501 ext. 36352Greg Staios, 416-535-8501 ext. 36352

CAMH Research Ethics Board

33 Russell Street, Room T116

Toronto, ON  M5S2S1

 

Holland Bloorview416-425-6220 ext. 3507Marie Steele, 416-425-6220 ext. 3507

Holland Bloorview Research Ethics Board

150 Kilgour Road

Toronto, ON M4G1R8

 

Mount Sinai Hospital416-586-4875Kathleen Austin, 416-586-4800 ext. 4726

Mount Sinai Hospital Research Ethics Board
Hydro Building (OPG)
700 University Avenue
Suite 8-600
Toronto, ON M5G 1Z5

SickKids Hospital416-813-8279David Kenney, 416-813-7654 ext. 205718

Research Ethics Board Main Office
Room 5515, Hill Wing

555 University Avenue

Toronto, ON M5G1X8

 

St. Michael's Hospital416-864-6060 ext. 2557Sharon Freitag, 416-864-6060 ext. 2385

Research Ethics Office, St. Michael's

250 Yonge Street, 6th Floor

Toronto, ON M5B2L7

 

Sunnybrook Health Sciences Centre416-480-6100 ext. 88144Keri Durant, 416-480-6100 ext. 89518

(MAT LEAVE) Tiffany Tassopoulos, 416-480-6100 ext. 88144

Research Ethics, Human Research Protections Program, SRI

2075 Bayview Avenue, Room C8 19

Toronto, ON M4N3M5

 

University Health Network416-581-7849Anita Sengar,

416-581-7546

UHN Research Ethics Board

700 University Avenue

Hydro Building, 10th Floor Suite 1056

Toronto, ON M5G1Z5

 

Women's College Hospital416-351-3732 ext. 2535Melissa Sidhu, 416-351-3732 ext. 2723

Research Ethics Board Office, WCH

790 Bay Street, Room 746

Toronto, ON M5G2M9

 


 

For Lead REB ONLY

The following approval forms should be sent from the Lead REB to the Navigator for dissemination.
 

FormPurposeGuidance Document
Lead REB Approval Letter

Used to communicate the following approvals: Initials, Amendments, etc.

Lead REB Approval Letter Guidance Document
Lead REB Continuing Review Approval LetterUsed to communicate the following approvals: Initials, Amendments, etc.Lead REB Continuing Review Approval Letter Guidance Document
Lead REB Correction LetterUsed in cases where a previously sent approval letter needs correction or a document that was approved was omitted from the letter by mistake. 
Lead REB Closure LetterUsed to close a site and/or study. 
*These forms are only to be used and completed by the Lead REB. All forms are password protected. If you cannot open a form, right-click on the hyperlink and "save link as" or "save target as" to save the form to your computer to open. If your forget the password or are having difficulty opening the forms, please contact the Navigator for a copy of the desired form.
TAHSN Board of Record Contact

Melissa Lanuza, TAHSN Board of Record Navigator
416-581-8590
tahsnbor@uhnresearch.ca