Summary

In 2021 the University of Bath embarked on a ‘root and branch’ review of its approach to managing and reviewing the ethical implications of its research. In April 2023, the Ethics@Bath digital system was launched, introducing new ethics review processes and governance structures. Our ambition was to facilitate research and enrich the experience for all stakeholders, including those seeking ethics review (staff or students), reviewers, and those responsible for research governance.

Aims

The process of obtaining a favourable ethics opinion is often experienced by researchers to be an unjustifiably protracted process, with hurdles to be jumped and painful falls anticipated. It is rarely described as an enriching process or indeed one that contributes to a healthy research culture.

We aimed to:

• Ensure Compliance: Achieve institutional oversight of compliance with ethical frameworks aligned with best practices.
• Promote Positive Culture: Support a culture that views ethical review as an enriching and positive experience for all stakeholders.
• Efficient Resource Use: Utilise university resources effectively.

Key challenges

As all research that is conducted at the University of Bath, by students and academic and professional service staff, no matter what its potential to do harm, requires some level of ethics review, the challenge of enabling an enriching process of engagement with ethics review is considerable.

In addition to driving change, we also faced the following challenges:

• Inefficiency: Existing processes were slow and opaque, not suited for a research-intensive HEI.
• Reputation: Ensuring processes aligned with the university's trusted ethical reputation.
• Stakeholder Feedback: Addressing negative feedback on user experience.

Key findings

• Digital solution – making it possible

The system was well adopted across all Faculties/School, Departments, and type of researcher (staff or student) indicating high demand for ethics reviews, especially from UG and Master’s students.

• Reviewer Workload

It is key to ensure that reviewers are properly trained and their workload is balanced with other duties.

• Compliance and Risk Management

A centralised team and digital system allow for effective monitoring of risk and compliance, supporting both internal and external audits.

• Training and Development

By analysing the comments provided by reviewers on the Ethics@Bath form we can identify which areas require training, and where guidance or the system may require improvement or enhanced clarity.

• Data-Driven Decision Making

Using detailed data collected through the Ethics@Bath system provides valuable insights into research activities and compliance. This data can inform decision-making, identify areas for improvement, and ensure that ethical standards are upheld across all research projects.

• Process Improvements

Combining information from the system with intelligence from the Team (who are the first point of contact for queries and support the running of the ethics committees) allows for continuous identification of opportunities for improvement. These may be based on any unintended consequences, shortfalls in our design of systems or policies, and enable us to respond to the dynamic environment we occupy.

• Cultural Impact

The emphasis on creating a positive and enriching experience for ethical reviews can foster a culture of integrity and ethical behavior within the university. This cultural shift is essential for long-term sustainability and adherence to ethical standards. By providing opportunities for engagement via our Open Houses, bespoke training events, newsletters and participation at national and international events we are able to continue to support a growth mindset for our approach to considering the ethical implications of research.

Conclusion

The Ethics@Bath system has significantly impacted the management of research ethics at the University of Bath. The data collected provides valuable insights into compliance, reviewer workloads, and areas for improvement. Continued evaluation and adjustments will help strengthen the ethical review process and promote a culture of integrity within the university.

Going forward, the monitoring capabilities of Ethics@Bath will enable informed evaluation and reflection by ethics committees and the research governance team. This is essential for supporting researchers to have an enriching experience with ethics review, rather than a burdensome one.

Overall, these findings highlight the importance of continuous monitoring, training, and process improvements to maintain high ethical standards and support a culture of integrity in research at the University of Bath.