RU-SERC has instituted systematic application and decision-making procedures; defined types of reviews; established meeting confidentiality; established review outcome notifications; and established a code of conduct for RU-SERC members and investigators.

All research involving human participants must comply with RU-SERC ethical standards. The committee ensures protection of participants, scientific integrity, and adherence to institutional and national ethics requirements.

All research proposals involving human participants must be submitted by the principal investigator to the RU-SERC Secretariat via email ruserc@rongovarsity.ac.ke and accompanied by two (2) hard copies delivered to the Secretariat.

Each proposal undergoes preliminary screening to confirm submission of all required documents including:

• Duly filled and signed proposal submission forms
• Study proposal with informed consent forms and study instruments
• Local ethics approval
• Payment receipts

Only complete submissions are forwarded for ethical review. Final approval is granted only after all core documentation, including local ethics approval, has been verified.

• Studies are only forwarded for review once documentation is verified. Final approval is granted after full compliance with ethical and administrative requirements.
• All outcomes are communicated electronically and through official hard copy correspondence.

• RU-SERC holds at least twelve (12) scheduled meetings annually. Meeting schedules are issued in advance with dates, venues, and submission deadlines.

• Special ad hoc meetings may be convened within 3–5 working days to address urgent ethical matters, non-compliance issues, or participant welfare concerns.

• Meeting agendas and documents are circulated 6–10 working days before meetings. Minutes are recorded and confirmed in subsequent meetings and signed by the Chairperson.

• The Chairperson presides over meetings, or the Vice Chairperson/alternate in their absence. Proceedings are documented in official minutes.

• No meeting proceeds without quorum (50% + 1 of core members including required representation). Members must attend at least 60% of meetings annually.

• Independent consultants may be invited under confidentiality agreements where necessary.

Committee decisions are made by consensus and may result in the following outcomes:

• Approved – no changes required
• Conditional approval – amendments required
• Deferred – pending clarification or expert input
• Rejected – ethically unacceptable proposal

Approval is granted only when ethical conditions including risk minimisation, informed consent, privacy protection, and equitable participant selection are satisfied.

All decisions are communicated electronically and through official hard copy letters. A summary review form is provided outlining committee concerns.

Investigators must not contact individual committee members directly. All communication must be routed through the Secretariat.

• Approved as submitted
• Approved conditionally (requires amendments)
• Not approved (requires revision and resubmission)
• Rejected

• RU-SERC maintains strict confidentiality over all records and decisions. All members and staff sign confidentiality agreements upon appointment.
• Documents are securely distributed and must be returned after meetings. Members retaining documents assume full responsibility for confidentiality and safe disposal.
• Documents are disposed of confidentially (shredding or incineration) within one (1) year unless formally retained under declaration.