CTN Study Submission and Review Process

Download a PDF of the Study Submission Schedule for June 2017 to December 2018

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The CTN Study Submission and Review Process will now be conducted in two stages. The first stage is the registration of a research proposal through a Letter of Intent (LOI) submission. LOI submissions that meet the requirements at the LOI stage will then proceed to the second stage: full proposal submission. The full proposal submission will be very similar to previous applications, and must include the study protocol, the informed consent form template, the complete budget of the study, a complete itemized list of the requests to the CTN, and other supporting documentation.

STAGE ONE – Registration - Letter of Intent Application (LOI)

  1. LOIs may be submitted by the principal investigator or sponsor. However, each study must have a Canadian CTN-affiliated investigator.
  2. When completed, the LOI application must be emailed as an attachment to: submissions@hivnet.ubc.ca.
  3. Any questions may be directed the CTN at 1-800-661-4664 / 604-806-8327 or by email at submissions@hivnet.ubc.ca.
  4. LOI applications should be sent to the CTN according to the CTN Submission Calendar, and the application should include both the checklist and form found in Appendices A & C.

STAGE TWO - Full Protocol Submission

Candidates who successfully pass the stage one (LOI) submission will be invited to submit a full protocol submission to the CTN. The CTN accepts two kinds of proposals:

  1. Stand-alone studies that have been peer-reviewed and approved by CIHR, NIH, or ANRS do not require SRC review. Review by the Community Advisory Committee (CAC) is always required. Applications must be accompanied by reviewers’ comments, approval letter and budget.
  2. Studies derived from CIHR team or foundation grants must go through SRC and CAC review.

REVIEW PROCESS

  1. Each final proposal submitted to the CTN must undergo peer review by the Scientific Review Committee (SRC) and the Community Advisory Committee (CAC), both of which are bound by a confidentiality agreement.
  2. Protocols with a SRC score of 3.5 or higher and CAC’s recommended or required changes are presented to Steering Committee for approval consideration (Approvable).
  3. Protocols with a SRC score of less than 3.5 are provided with reviewer’s comments and CAC’s recommended or required changes. All new information and suggested changes must be submitted as per question 3 in Appendix C in the application package.
  4. Approved studies by Steering Committee are assessed by the Funding Committee for resource allocation.

A Pre-Final Proposal is submitted by the investigator when he/she wishes to receive formal CTN feedback prior to submission to a granting agency or a Research Ethics Board (REB). CTN provides CAC and Scientific Review Committee (SRC) recommendations/input for pre-final applications to improve their chances at the time of submission for funding to CIHR or other granting agencies.

A Pre-Final Proposal must contain (one electronic copy):

  1. A completed LOI CTN Application Form
  2. A draft protocol, in a form suitable for submission to a granting agency or an REB
  3. A draft consent form (refer to CTN Model Informed Consent)

A Final Proposal Submission must include (one electronic copy):

  1. Completed, signed copies of the CTN’s Site Investigators Confirmation of Participation Form included in the CTN Application Form. There must be one form for each site.
  2. A detailed participant information sheet and/or informed consent form
  3. A detailed budget (if not already provided)
  4. Any other information he/she feels supports the submission (in electronic form)

 

CTN Study Submission and Review Process Map

LoiProcess2

Overview of membership priorities, protocol review, priority areas, and National Centre

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LOI Registration, Study Submission, and Review Process

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Download the LOI application form only

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Full Application Cover Letter Template

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Full Submission Application Form

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Site Investigator Confirmation of Participation Form

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Applications must be emailed as an attachment to: submissions@hivnet.ubc.ca.

Any questions may be directed to the CTN at 604-806-8327 or by email at submissions@hivnet.ubc.ca

Spring 2017 Competition Dates

Letter of Intent registration deadline
June 12, 2017

Notification to selected LOIs eligible to submit full proposals
June 28, 2017

Full proposal submission deadline
October 2, 2017

CTN decision notification
December 15, 2017

Fall 2017 Competition Dates

Letter of Intent registration deadline
October 11, 2017

Notification to selected LOIs eligible to submit full proposals
October 20, 2017

Full proposal submission deadline
March 19, 2018

CTN decision notification
May 31, 2018

CTN Pilot Study Funding Program

Download the CTN Pilot Study Funding Program Guidance Document

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Download the CTN Pilot Study Funding Program Concept Submission Form

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Download the CTN Pilot Study Funding Program Concept Submission Form

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Applications must be emailed as an attachment to: submissions@hivnet.ubc.ca.

Any questions may be directed to the CTN at 604-806-8327 or by email at submissions@hivnet.ubc.ca

Fall 2017 Pilot Study Competition Dates

One-page concept document submission deadline*
September 5, 2017

Invitation for full submission from successful candidates
September 29, 2017

Full pilot submission due
November 29, 2017

Adjudication Committee Meeting
December 5, 2017

Funding Announcement
December 15, 2017

* Requires consultation and signature from Core co-leads prior to submission

CTN Protocol Templates (December 2014)

These templates have been created for developing study protocols for either interventional or non-interventional (observational) studies. They include detailed explanations and examples of language to cover as many eventualities as practicable.

Interventional protocol

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Non-interventional protocol

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Informed Consent Template

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