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REB-approved student research email request

Research emails (typically submitted by graduate students) are studies that have been fully approved by the REB to distribute globally to current students at the university. We work closely with the REB to ensure all approval steps are met and so that research distribution and collection are ethical. Please ensure you are well-versed and fully following the REB's process before reaching out to us. 

Important: The REB approving your study and its contents does not mean they have approved the distribution of the study via mass email. They need to approve the email copy after it has been edited and vetted in full by the Student Life Communications team, not your original version.

To send an REB-approved research email communication to any current students:

  1. Complete the email template in full.

  2. Send the completed template with your proposed copy to slcommunications@ontariotechu.ca with your request.

  3. The Student Life Communications team will fully edit and vet your communication for the university's style guide and AODA compliance. We will then send it back to you for your approval.

  4. You will then need to submit this final/clean copy back to the REB for final approval to distribute. When/if they approve, they will send us the change request approval. 

It will take approximately 4 to 5 working days for the Student Life Communications team to review and edit your copy. 

Please note: This timeline to disseminate your email is dependent on the approval process with the REB and if a change request is required by the researcher prior to email distribution. Although we do our best to get communications out ASAP, it's important we follow all ethical standards laid out by the REB. 

Important: Before you request deployment to Student Life Communications, ensure you are reviewing and following the REB's mandatory requirements for sending mass emails.

  • Follow the style guide and ensure copy is AODA compliant.

  • Must provide exact parameters of the target group you would like to send emails to (e.g. undergraduate only, graduate only, faculty-specific, Years 3 and 4, etc.).

  • Keep messages short and concise and use bulleted lists where applicable to ensure your message is no longer than one page.

  • Select a pre-approved email header.

  • Use hyperlinks to direct information, where applicable.

  • Include the date to be sent, target audience, subject line and person/faculty requesting deployment above the header, for context.

  • Provide contact information at the beginning of the email, following the email template.

Data sets
We have pre-populated email lists (i.e. no extra turnaround time required) for:

  • All current students

  • All current undergraduate students

  • All current graduate studies students

  • All current professional (Bachelor of Education) students

If you require your email to be sent to a targeted/specific group not listed above (e.g. all Year 3 Engineering students only), the Student Life Communications team can pull the list for you. Please indicate your audience clearly on the REB-approved current student research email template.
 
Template

Download the REB-approved current student research email template

Example
Download the REB-approved current student research email example