Tentative IITD - IEC Standard Operating Procedure (SOP)



Multiple Studies in One Proposal: Combining multiple studies under a single proposal is not permissible. Each study must have a distinct research question and design to receive ethical approval.

Pilot Studies: Pilot studies should involve fewer than 10 participants. Ethical approval for a pilot study will not be granted without submission of a complete research proposal, which includes a clear justification for the pilot and an explanation of how its data will be used in the full study.

Presence of Principal Investigator (PI) or Co-Investigator (Co-I): The PI or Co-I must attend the IEC meeting in person when their study is being reviewed to provide clarifications and discuss ethical concerns.

Amendment Submissions: Amendments to ongoing studies will be accepted only once per semester. Prior notification must be given to the IEC regarding any intended changes.

Expedited or Exemption Review: The decision regarding whether a study qualifies for expedited review or exemption review will be made solely by the Member-Secretary of the IEC. The PI cannot make this determination.

Post-Hoc Ethical Approval: Retrospective or post-hoc ethical approval is strictly prohibited. If ethical approval is missed, the academic officer must be notified immediately, and appropriate corrective actions will be taken.



To ensure an equitable review process and prevent overburdening the Institutional Ethics Committee (IEC), the following guidelines apply.

1. Proposal Submission and Review Capacity
  • • The IEC will review a maximum of 6-7 research proposals per monthly meeting.
  • • Principal Investigators (PIs) are encouraged to strategically plan their submissions to avoid delays.
  • • When multiple submissions are received from a single PI, the IEC reserves the right to prioritize applications to ensure fair access for all researchers.

2. IEC Meeting Schedule
  • • IEC meetings are held monthly, typically during the final week of the month.
  • • PIs should submit applications well in advance to secure a slot for review.

3. Exemption and Expedited Reviews
• Requests for exemption or expedited review are assessed by the Member Secretaries, in consultation with the Chairperson and two designated IEC members.

4. Role of the Project Scientist
The Project Scientist plays a key role in ensuring the smooth functioning of the IEC review process by:

  • • Compiling detailed review documentation for IEC members.
  • • Ensuring completeness of all required materials, including authorization letters, questionnaires, and supporting documents.
  • • Coordinating and organizing IEC meetings, including scheduling and logistics.
  • • Serving as the primary point of communication between the IEC and applicants.

These guidelines aim to streamline the IEC review process, maintain efficiency, and uphold fairness in research proposal evaluations.



1. The proposals will be sent to members at least 3 weeks in advance.

2. Decisions will be taken by consensus after discussions. Whenever consensus cannot be reached, voting will be done. It usually requires acceptance by more than 50%of people present in the meeting.

3. Researchers will be invited to offer clarifications if need be.

4. Independent consultants/Experts will be invited to offer their opinion on specific research proposals if needed.

5. The decisions will be minted, and the Chairperson’s approval taken in writing.

6. Master’s student proposal- Once in a semester just before the semesterbreak

7. Amendment Request –Once in a semester