The Central University of Technology is committed to the core values of ubuntu, integrity, diversity, innovation, and excellence. As part of these core values, it is vital for the university to promote the responsible conduct of research in line with internationally acceptable norms and standards. For more context, please see the CUT Vision 2030.

Quick Access and Key Systems

HSREC Meeting Dates

Submissions received after the agenda closing date will only be reviewed at the following CUT HREC meeting. Please contact your faculty administrators to determine timing and process constraints.

 • HREC Submission and Meeting Dates 2026 (PDF) →

Converis Clarivate System

Access the official Converis Clarivate System for research management and ethics submissions.

 • Login to Converis System →
 • Converis Clarivate Guideline (PDF) →

Core Templates and Procedures

External Researchers Wishing to Conduct Research at CUT

Students or researchers external to CUT who have obtained ethics approval from an NHREC-accredited research ethics committee, and who are requesting access to CUT staff, students, or documents, must complete and submit a formal request. Retrospective approval will not be granted.

Send a copy of the following documents to hrec@cut.ac.za to request access:

  1. Survey purpose / research proposal.
  2. Ethical considerations, including privacy legislation.
  3. Questionnaire.
  4. Sampling procedure.
  5. Ethical clearance from the appropriate Ethics Committee (provisional clearance is acceptable, but must be included).

Important: Once you submit these documents, you will be provided with access and credentials to the Converis system. Ensure you capture your application immediately, as external applicant credentials will expire in two days.

Note: If your ethics approval is from a non-accredited research ethics committee, your application will be treated as a new application and must be submitted via the faculty for review.

Study Management Guidelines

Click on the topics below to view detailed procedures for managing your approved research study.

   Applying for an Extension of Ethical Clearance ▼  

Should you require an extension to complete your data collection activities, you must apply 4–6 weeks before the current ethics approval period expires. Failure to do so may result in the suspension or termination of all data collection activities.

Download and complete the Extension Template (DOCX) and send it to hrec@cut.ac.za.

  • The CUT HSREC will not grant an extension on a lapsed protocol.
  • If you submit an extension application after the expiry date, you will be required to submit a new ethics application.
  • Data collection may not commence or continue if ethics approval has lapsed.
  • Any data collected without ethics approval may not be used for research purposes.
  • Only under substantial circumstances will the CUT HSREC review extensions for studies submitted after a protocol has lapsed.
 
   Amending an Approved Study (What and How) ▼  

Amendments are planned changes to an approved study and may be classified as either major or minor.

Examples of Major Amendments:

  • Increasing the inclusion criteria or reducing the exclusion criteria.
  • Emergence of new and/or serious risks to participants and/or researchers.
  • Requirement for new study documentation that includes information or data collection items significantly different from previously approved materials.

Examples of Minor Amendments:

  • Modifications that do not significantly affect the assessment of risks/benefits or the aims/design of the protocol.
  • A decrease/increase in sample size, supported by relevant statistical motivation.
  • Administrative changes (researcher contact details, removal/addition of personnel or study sites).
  • Change in study title or editorial modifications that clarify but do not alter meaning.
  • Translations of previously reviewed and approved documents.

How to Apply:

Send an email to hrec@cut.ac.za containing:

  1. The completed Application for Amendment of an Approved Project (DOCX).
  2. Your CUT HREC approval number.
  3. Copies of the amended document(s) (e.g., consent forms, information sheets).
  4. Additional permission letters, if applicable.
  5. A clear indication of which section of the application you wish to amend.

Note: Unless there are extenuating circumstances, continuous applications for amendments to a particular study will not be viewed favourably.

 
   Reporting a Serious Adverse Event (SAE) ▼  

An adverse event is an untoward or unfavourable experience or response, including: Physical, Emotional, Psychological, or a Breach in Confidentiality.

The principal investigator is responsible for reporting any adverse event experienced by a participant, researcher, or non-participant. The CUT HSREC must be notified as soon as possible, but no later than one business day following the event.

Procedure to Report SAE:

  1. Download and complete the SAE Template (DOCX) in full.
  2. Submit the completed report along with the approved CUT HSREC letter to hrec@cut.ac.za.
 
   Closure or Discontinuation of a Study ▼  

A closure report may be submitted on the conclusion of data collection activities, provided no further interaction with participants will be conducted. Submit all documents to hrec@cut.ac.za.

For Discontinuation:

  1. Documentation of data collection for which ethical approval was granted.
  2. Discontinuation report.
  3. Original ethics approval letter.

For Full Closure:

  1. Updated progress report.
  2. Signed ethics approval letter.
 
   Annual Progress Report Submission (NHREC Requirement) ▼  

The NHREC requires students and researchers to submit a progress report on an annual basis. An active protocol is one for which an ethics closure report has not yet been submitted and approved.

Deadline: The deadline for submission of progress reports is 15 November each year. Failure to do so may result in the immediate suspension or termination of data collection activities linked to the study.

Download the Progress Report Template (DOCX), complete all required sections, and email it to hrec@cut.ac.za.

 

Additional Resources and Reports

Uploaded 29 August 2026 Views
Contact Us
Research Officer: Ethics and Integrity

Mr Malesela Matlawe

+27(0)51 507 4328
mmatlawe@cut.ac.za
View full profile
Research Development Intern

Tumelo Mokejane

+27 (0)51 507 3911
tmokejane@cut.ac.za
View full profile

Access to the Converis Clarivate System
Converis Clarivate Guideline (PDF) | 30 August 2023