Conducting Research by and with Indigenous Peoples and Communities – Procedure

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Policy Number: RES 103Procedure Title: Conducting Research by and with Indigenous Peoples and Communities
Supersedes Existing Policy? No Procedure Owner: Executive Director, Indigenous Engagement and Applied Research
Associated Procedure: YesProcedure Sponsor: Executive Director, Indigenous Engagement and Applied Research
Next Review Date: October 2027Date Last Approved by the CET: October 7, 2026
1. Introduction and Purpose 

This procedure outlines the process for the ethical conduct of Indigenous research occurring at or with Loyalist College. 

2. Application 

This procedure applies to individuals undertaking Indigenous research occurring at or with Loyalist College. The approval processes established by the following procedures are designed to work in tandem with the procedure outlined below, as applicable:

  • RES 104A Procedure for Institutional Approval of Multi-Jurisdictional/External Research Involving Human Participants outlines additional approval requirements for external researcher(s) seeking to conduct research involving human participants under the auspices of Loyalist College.
  • RES 104B Procedure for Ethics Approval of Research Involving Human Participants provides additional approval and procedural requirements for research occurring at or with Loyalist College involving human participants.
3. Roles and Responsibilities  

The Tsi Thatihenthos Indigenous Research Circle (TTIRC) will:

  • Represent the rights and interests of Indigenous researchers, communities, and nations.
  • Work in collaboration with Loyalist College’s Research Ethics Board (REB) to provide a constructive ethics review and approval of Indigenous research and inquiry at the college, grounded in the inherent rights and cultural protocols of Indigenous Peoples.
  • Provide strategic guidance to promote and facilitate opportunities for Indigenous communities and the college to engage with one another to understand and meet the needs of Indigenous researchers, communities, and organizations in creating meaningful change through research.
  • Support the college’s commitment to collaboration and reconciliation within Indigenous communities through their work.
  • Embody an enhanced role in guaranteeing that Indigenous Peoples and Knowledge are respected through appropriate mechanisms when there is no First Nations community or Indigenous organizational control of an Indigenous research project.
  • Provide guidance, in collaboration with the REB, in the event of any changes to the research methodology or an adverse event.
  • Support the development and execution of the research agreement.

The Tsi Titewaya’taró:roks Indigenous Centre will:

  • Carry out a consultative role in cultural competency for applied research purposes involving Indigenous Peoples (ex. provide guidance on culturally appropriate processes for confirming Indigeneity).
  • Assist in the establishment of culturally safe relationships among researchers and Knowledge Keepers, community, industry, and other partners.

The Loyalist College Research Ethics Board (REB) will:

  • Review the ethical acceptability of research proposals concerning research involving human participants conducted in affiliation with the college.
  • Refer research proposals involving Indigenous research that have not obtained a letter of support to the TTIRC.
  • Communicate and collaborate with the TTIRC in the event of a submission of an adverse event or research methodology change notification under RES 104 Ethical Conduct of Research Involving Human Participants.  

The Indigenous Research Coordinator will:

  • Assist the TTIRC to efficiently and effectively carry out its mandate through the provision of administrative support.
  • Act as a liaison with the college, assisting with the coordination of meetings and the duties of the TTIRC.
  • Work with the TTIRC and the Applied Research and Innovation Office in instances where there is no First Nations community or Indigenous organizational control of research data to ensure that the college meets its responsibility in providing appropriate access to research information.
  • Hold administrative responsibilities for the research, including ensuring, where appropriate, that all projects occurring at the college are communicated to each respective body for reporting purposes.
  • Support and assist researchers throughout the research process.
  • Regularly communicate with the TTIRC on project requests that involve Indigenous research.

In the event that this position is vacant, these responsibilities will fall to the Applied Research and Innovation Office (ARIO).

The Researcher(s) will:

  • Ensure adherence to the recommendations of the TTIRC, the provisions of an approved community engagement plan, applicable college policies, the ethical and professional principles of OCAP®, OCAS, IQ, the TCPS2, and the general principles of equity that apply to any research initiative.
  • Complete all prescribed requirements to conduct Indigenous research activities at or with the college prior to the commencement of research activities.

Complete and submit any required reporting and documentation.

4. Conflict of Interest  

Indigenous research often occurs within relationally interconnected communities where overlapping relationships and responsibilities are common. These relationships do not constitute a conflict of interest or require exclusion from participation. Actual, potential, or perceived conflicts must be disclosed and assessed in context. Where a conflict exists, measures should be proportionate to the nature of the relationship and may include disclosure, limitations on participation, additional perspectives, or recusal where necessary. Conflict of interest management should preserve appropriate Indigenous expertise and participation while ensuring transparency and research integrity.

Researchers are required to declare the existence of any actual, potential, or perceived conflict of interest during the Opening Sharing Circle with the TTIRC for discussion and consideration. Researchers may re-engage with the TTIRC for continued guidance as needed. 

5. Procedure

This procedure recognizes that research by and with Indigenous Peoples and communities cannot be approached through a standardized process. How the procedure is applied will vary depending on the nature of the research, the Indigenous community or communities involved, the context of the project, and the researcher’s existing knowledge, experience, and relationships. Researchers may therefore enter the process at different points and require different levels of guidance, engagement, and support. The steps outlined in this procedure are intended to provide a consistent framework while allowing for the relational and contextual nature of Indigenous research.

Step One. Completion of Required Training

Researchers are required to complete the online TCPS2 CORE-2022 Course on Research Ethics and Loyalist Research Ethics Essentials. A copy of the certificates of completion must be submitted with the research proposal.

Step Two. Identification of Indigenous Research

Researchers will self-assess their proposed project for the presence of Indigenous research. If an Indigenous research component exists, the researcher is responsible for arranging an Opening Sharing Circle with the Tsi Thatihenthos Indigenous Research Circle through the Applied Research and Innovation Office.

Step Three. The Opening Sharing Circle

All researcher(s) involved with the proposed research project will meet with the TTIRC to discuss the proposed research project. The TTIRC may utilize Appendix A Opening Sharing Circle Letter Template to support the arrangement. During the Opening Sharing Circle conversation, the following aspects of the project will be discussed:

  • The proposed research activities;
  • What steps the researcher has taken (or plans to take) to become informed about and respect the relevant customs and codes of research practice in the Indigenous community/communities with whom the researchers propose to do research;
  • To what extent collaboration, participatory involvement, and ongoing engagement characterize the research through every stage;
  • How the research is relevant to the participating Indigenous community/communities and what benefits they may derive from it;
  • How the arising intellectual property will be managed;
  • How the principles of OCAP®, OCAS, and/or IQ will be integrated into data collection, storage, and use during the research activities and after the conclusion of the research;
  • What plans the researcher has for publication, knowledge mobilization, etc; and
  • Any actual, potential, or perceived conflicts of interest.

The TTIRC may choose to provide a letter of support after the Opening Sharing Circle with no further submissions from the researcher(s) required. In such an instance, Step 4 through 6 may not be necessary. The letter of support constitutes the TTIRC’s approval of the project and should be attached to any submission to the REB as outlined under Step 7.

Step Four. Completion of Prerequisites (for applicable projects)

Upon consideration of the initial meeting with the researcher(s) through the Opening Sharing Circle, the TTIRC will determine the prerequisites that must be completed for the researcher to obtain a letter of support for their research project from the TTIRC. The researcher may work with the Indigenous Research Coordinator and the Tsi Titewaya’taró:roks Indigenous Centre to complete the necessary prerequisites, which may include:

  • the completion of an extended learning module;
  • an attestation of ethical engagement with Traditional Knowledge;
  • the development of Appendix B Indigenous Community Engagement and Data Governance Plan;
  • the development of a relationship with the Indigenous community;
  • any other prerequisite that the TTIRC deems necessary.

Step Five. Submission to the TTIRC (for applicable projects)

The researcher will submit their completed research proposal and any other completed prerequisite requirements to the TTIRC. The researcher should allow at least two weeks for review by the TTIRC.

Step Six. Communication of the TTIRC’s Decision (for applicable projects)

Upon review of the submission, the TTIRC will either provide approval through a letter of support for the research project or request further consideration and work by the researcher.

Step Seven. Additional Research Approval Requirements

If the proposed research does not involve human participants, the researcher should connect with the appropriate Centre Manager (discipline specific) to acquire additional guidance and support as they realize their research project.

Projects involving Human Participants

If the proposed research activities involve human participants, the researcher must also apply to the Loyalist College REB following RES 104 Ethical Conduct of Research Involving Human Participants. The letter of support from the TTIRC must be attached to the submission.

The REB will review the application. Should concerns arise, a joint full board review by the TTIRC and REB will take place and a decision will be mutually agreed upon.

External or Multi-Jurisdictional Research Involving Human Participants

External or multi-jurisdictional research projects must also complete the approval requirements of RES 104A Procedure for Institutional Approval of Multi-Jurisdictional/External Research Involving Human Participants prior to the submission of their application for REB review.

Step Eight. Completion of the Research Agreement and Documented Consent (for applicable projects)

After receiving approval by the TTIRC (and the REB, if required), the researcher must obtain proper consent from any involved Indigenous communities. The TTIRC will assist the researcher in understanding the levels of consent to be sought, and any required assurance of Indigeneity needed for the proposed research activities.

A research agreement is required for all research involving Indigenous Peoples, communities, or Indigenous-specific data, including research involving primary data collection, secondary data analysis, or research that does not involve direct engagement with an Indigenous community. Researchers must ensure that a research agreement is in place before commencing any research activities.

Step Nine. Research Activities Phase

Once all appropriate approvals, consents, and the research agreement are in place, researchers may commence their research activities.

The principal investigator holds the primary responsibility of ensuring the research team’s adherence to any approved research methodologies and the community engagement plan throughout the research process. Within the research process, researchers must develop culturally appropriate relationships based on reciprocity, respect, and ethical conduct and maintain a flexible approach to ensure respectful relationships with all partners are maintained.

In accordance with RES 104 Ethical Conduct of Research Involving Human Participants, any changes to the research protocol or methods must be submitted using RES 104B Appendix C Renewal or Amendment Request Form. Any adverse events must be reported using RES 104B Appendix D Adverse Event Form. The TTIRC and REB will notify researchers through email once the proposed modifications have been found satisfactory. Gifts, honoraria, and/or incentives provided throughout the research activities must adhere to the guidelines established under RES 101 Financial Administration of Research Funds and Guidelines for Acknowledging Territory Protocols and Working with Elders, Knowledge Keepers, and Community Members.

Step Ten. The Closing Circle

At the conclusion of the research activities, the researcher will meet with the TTIRC to provide an oral report on the project and provide details on how the data was returned and/or the benefits appropriately shared with the community involved.

The researcher(s) will share RES 104B Appendix E Project Completion or Termination Form with the TTIRC.

Step Eleven. Stewardship of Indigenous Knowledge (for applicable projects)

After the completion of the research activities, researchers must ensure the Indigenous Knowledge collected throughout the research process is stored and managed in a manner consistent with OCAP®, OCAS, and/or IQ principles and the research agreement. The researcher will work with the TTIRC to safeguard the collected Knowledge within this step of the process.

6. Related Documents
  • RES 104B Ethical Conduct of Research involving Human Participants Appendix C Renewal or Amendment Request Form 
  • RES 104B Ethical Conduct of Research involving Human Participants Appendix D Adverse Events Form 
  • RES 104B Ethical Conduct of Research involving Human Participants Appendix E Project Completion or Termination Form 
7. References

This policy was developed in consultation with community members from Tyendinaga Mohawk Territory and Hiawatha First Nation.