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Ethics approval comes before you collect any data

Starting research with human participants is a privilege, not a box-ticking exercise. In the UK, every university has an ethics procedure designed to protect participants and you. The single most important rule is simple: do not collect any data until you have ethical approval. This includes pilot interviews, informal focus groups, online surveys and even conversations you plan to use as background. It is tempting to test your questions on a few friends first, but if you record or report their answers, that counts as research data. Speak to your supervisor early, allow several weeks for review, and keep your approval letter safe. Late approval can derail your dissertation timetable, so treat ethics as your first practical step, not your last.

Getting informed consent right

Consent is a process, not just a signature on a form. Participants need to understand what they are agreeing to before they take part. Your information sheet should explain the purpose of the study, what you will ask them to do, how long it will take, any risks or benefits, how their data will be used, and their right to withdraw at any time without giving a reason. Write in plain English, avoid academic jargon, and offer to answer questions. Then provide a consent form with clear tick boxes and a signature line.

For online surveys, a tick box at the start can work well, but you must keep a record of consent. For interviews, written consent is safest, though verbal consent recorded on audio can be acceptable if your ethics committee agrees. Be especially careful with children, adults with cognitive impairments, or anyone in a dependent relationship with you, such as your own students or colleagues. In these cases, you may need gatekeeper permission, parental consent, or a simpler, more accessible consent process. Never assume consent is permanent; remind participants they can pause or stop at any point.

Anonymity, confidentiality and their limits

These two terms are often confused. Anonymity means you cannot identify participants at all, even indirectly. Confidentiality means you know who they are but promise not to disclose their identity. In most student research, true anonymity is impossible, especially in interviews. Be honest about that. Use pseudonyms, remove names, locations, job titles and other identifiers from transcripts. Store a separate key linking pseudonyms to real names in a different encrypted file, and delete it as soon as possible.

You should also tell participants about the limits of confidentiality. If someone discloses a risk of serious harm to themselves or others, or if a safeguarding concern arises, you may have to break confidentiality. Say this clearly in your information sheet. In small communities, a direct quote can identify someone even without a name, so consider paraphrasing, altering minor details, or asking participants to review quotes before use. Never promise more than you can deliver.

Data protection law and everyday storage

UK GDPR and the Data Protection Act 2018 apply to all research data. Collect only what you genuinely need. Use university-approved storage such as OneDrive for Business, encrypted drives, or a secure research platform. Do not use personal email accounts, unencrypted USB sticks, or your personal cloud storage. Encrypt files, use strong unique passwords, and enable two-factor authentication where possible.

• Keep a data management plan from the start.
• Retain data only as long as your university policy requires, then delete it securely.
• Transcribe audio recordings, then delete the original recordings unless you have a clear reason to keep them.
• Transfer data only via secure university systems, never as email attachments.
• Report any suspected data breach to your supervisor or data protection officer immediately.

If you are working with sensitive data, such as health information or criminal offence data, you may need a more detailed risk assessment and a legal basis for processing. Your ethics committee will guide you.

Following your university’s ethics procedure step by step

Each university has its own system, often an online portal or a committee that meets monthly. The general steps are similar. First, discuss your plans with your supervisor. Second, complete the ethics application form, attaching your information sheet, consent form, interview questions or survey, and a risk assessment. Third, submit before you recruit anyone. Fourth, respond to feedback patiently; reviewers are there to help. Fifth, if you change your methods, submit an amendment. Finally, keep your approval documentation with your dissertation records.

Undergraduate and taught master’s students often have a streamlined route, while doctoral researchers may face full committee review. If you are unsure, ask your department’s ethics officer rather than guessing. A short email now can save weeks later.

Extra care for vulnerable participants and sensitive topics

Some projects need more than standard consent and storage. If you are researching distress, trauma, health conditions, or marginalised communities, build in a distress protocol. That means agreeing in advance what you will do if a participant becomes upset, and having a debrief sheet with signposting to support services such as university counselling or relevant helplines. Avoid asking for unnecessary personal details. If you are researching your own community, reflect on power dynamics and bias, and consider involving participants in shaping your questions. Finally, look after yourself: hearing difficult stories can affect you too. Use supervision, take breaks, and know where to get support.