Ethics Committee

Ethics Committe Regulations


Objectives and Definitions
Article 1: The purpose of this guideline is to determine creation and operation method of Human Research Ethics Committee which can check and give approval human participation used experiment, survey, analysis, case studies, etc. that are carry out by MEF University researchers.
Article 2: In this guideline, 
a) University, indicates MEF University,
b) Ethics Committee, indicates MEF University Human Researches Ethics Committee,
c) Rector, indicates Rector of MEF University,
d) Human Researches, indicates researches (experiment, survey, analysis, field work etc.) which are done using human participants,
e) Research Manager, indicates the researcher who has the any kind of responsibility in terms of ethical, scientific, technical, administrative, financial and legal responsibilities.
f) Assistant Researcher, indicates the researcher who shares the scientific responsibility of the research and involves in carrying out research.
g) Participant, is the person who provides data for human research via being informed precisely about the research and admitting to participate research voluntarily.
Purpose, Formation and Structure of Ethics Committee
Article 3: Ethics Committee is formed to evaluate research project applications which are intended to carry out by the University researchers and to collect data from people, in terms of research ethics.

Article 4: Ethics Committee is formed of 3 members -one of them is chairman- which are appointed by the Rector. The appointment is notified to the members with an official letter. The CVs, acceptance letters and privacy commitments of members are sent to T.C. Ministry of Health for approval.

Article 5:
Ethics Committee members’ term of office is 2 years.
b) Expired members can be reappointed.
c) The membership of the member who did not attend the Ethics Committee meeeting without a valid excuse at 2 times in a year, drops.
d) The members can resign if they notice in writing before one month. If there is a valid excuse, time condition is not required.
e) The opening/vacant membership is filled within one month in accordance with the provisions of Article 4.
f) After every member change in Ethics Committee, one of the members is appointed as chairman by Rector.
Article 6:
a) Ethics Committee convenes on application. The day, time and agenda of meeting is notified in writing by chairman to members at least one week before the meeting. Documents of topics that are discussed in agenda (if it is research, the examples of research file) are conveyed to members.
b) Ethics Committee convenes with the participation of at least 2 members.

Article 7: The members of Ethics Committee and administrative personnel relating to correspondence commit/undertake to keep secret oral/written that applications to the Committee, information about these and the arguments on applications done at meetings.

Article 8: Ethics Committee can consult in the opinions of experts (from outside the committee) in oral or written if it is considered to be necessary during the evaluation of applications. Ethics Committee can want additional information from the Research Manager.
Article 9: Application is done by the Research Manager to the Ethic Committee, to make ethics evaluation of project proposals that are developed by University researchers in the field of human research.

Article 10:  Application is done with the following documents:
a) Application Form: It is filled by Research Manager. It includes name and researchers of the project, contact info of Project Manager; objective and summary of the project, methods, equipment and techniques that used in data collecting; required properties of participants; information about the total budget of the project and information about the resources from which the support will be taken and date.
b) Research File: Detailed project proposal that includes the aim of project, rationale, method, required properties of participants, all biological, psychological and technical etc. all methods; is presented/summited with the following additional documents.
b1. Participant call material (ads, banners, e-mail, etc.),
b2. Voluntary Informed Consent Form,
b3. If the project contains child/underage participants or participants without legal capacity, “certificate of good conduct” taken form the prosecutor’s office for researchers who are not university personnel including students
b4. If the project contains child, MEF University Ethics Approval Form of Child Participated Researches that is signed by project manager,
b5. All surveys, tests and interview instruments which will be used,
b6. After participation information form,  
b7. Approval forms of other relevant organizations,
b8. Project budget and possible financial resources,
b9. If there is a support sponsor, letter that states this support,
b10. Application Checklist (as signs are completed).
Evaluation and Decision
Article 11: Applications to the Ethics Committee is evaluated in accordance with the ethical norms of national and international organizations and laws. Together with the declaration of the researchers that they will comply the norms and laws taken as basis, Ethics Committee evaluates the methods and techniques which are in the project application and open to debate.

Article 12: Applications with complete documents will be evaluated. Only Committee Members can be found in the meeting room when decision is taken. The committee member who is suspected of being in the conflict of interest in the evaluation of the application specifies this and does not participate the session in which the relevant application is evaluated. This is written in the meeting minutes.

Article 13: At the end of the Ethic Committee meeting, a ballot will be held on whether or not to approve the application. The simple majority is required on the decisions of Ethic Committee. The members cannot abstain. At 2 members held meetings if these 2 members do not vote in the same direction, decision is postponed other meeting to be held with the participation of 3 member. Decisions which are taken at the Ethic Committee meeting are written to the minutes of the meeting. In the case of negative decision, the grounds/reasons are also stated. If the decision that the re-applying after improving in terms of ethics is taken, improvement proposals/suggestions stated clearly.

Article 14: The decision of Ethics Committee is organized as a form. This form is notified in writing to the project manager within 7 days since the meeting of the decision. This form provides the following information:
a) The name of the Ethics Committee
b) The date of the meeting
c) The number and date of the application
d) The approval or disapproval of the application, after examining the documents that are summited by the project manager; if the application does not approve, the reasons; if it is advised that re-applying after ethically improvement, necessary revisions and recommendations.
e) The names, titles and signatures of the Ethics Committee members. The members who does not approve the project ethically state this beside their signature.
f) If there are members who did not participate the meeting, instead of their signature the reasons of not participating.
If there are signatures of at least two members for the ethics approval on the decision form, this form represents “Ethics Approval Document”.
Monitoring and Archiving
Article 15: Having received ethical approval of an application does not remove ethical responsibility of research manager that occur because of unforeseen reasons, changed circumstances, subsequently informing or unforeseen reasons. In the case of the emergence of an ethical drawback in the research process, this should be reported to the Ethics Committee. If it is thought necessary, the Committee monitors a research.  

Article 16: Applications to the Ethics Committee, copies of meeting’s decision forms and related correspondence are stored for at least 6 years.
Entry into Force and Enforcement
Article 17: This guideline is entered into force upon the decision of MEF University Senate and the approval of the Rector.

Article 18: Rector of MEF University enforces the provisions of the guideline.
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