This article is part of the Iris Ethics Knowledge Base; you can find a directory of all articles here.
Research and evaluation projects rarely finish precisely on schedule. Fieldwork takes longer than expected, key stakeholders become temporarily unavailable, funding timelines shift, or a project expands in ways that were not fully anticipated at the outset. When this happens, one administrative task that evaluators and researchers sometimes overlook is ensuring their ethical clearance remains current.
At Iris Ethics, we want this process to be as simple as possible. This post explains when and why you might need an extension, what happens if clearance lapses, and how to go about requesting one.
Why ethical clearance has a time limit
The National Statement on Ethical Conduct in Human Research (National Statement) establishes that ethics review is not a one-time checkpoint but an ongoing process of oversight. Under the monitoring framework in Chapter 5.4 of the National Statement, approval covers a specific period of activity. At Iris Ethics, our approvals are granted for up to three years by default. This is sufficient for the vast majority of evaluation/research projects we review.
That time limit exists for good reasons. Ethical risks can change over the life of a project, particularly in sensitive topic areas, with vulnerable populations, or where the broader context shifts. The clearance period is, in effect, an agreement between your project and our committee about the scope and timeframe of what has been approved.
If your project is genuinely ongoing, complex, or longitudinal in nature, a longer period may be warranted. Where there is a strong rationale for a clearance period exceeding three years, the committee will consider this on a case-by-case basis. You will need to explain why the extended timeline is necessary and how ethical oversight will be maintained throughout.
What happens if clearance lapses
If your ethical clearance expires while your project is still active, you are effectively conducting unapproved evaluation/research. This matters for several reasons.
From an ethical standpoint, lapsed clearance means the committee no longer has visibility of your project. Any changes that may have occurred since the original approval, including team changes, methodological shifts, or evolving risks to participants, will not have been subject to review.
From a practical standpoint, many funding bodies, institutions, and publishers require evidence of current ethical clearance. Lapsed approval can create problems when submitting reports, seeking payment of milestones, or publishing findings.
If your clearance has already lapsed, contact us as soon as possible. We will work with you to regularise the situation. It is always better to come to us proactively than to wait until a funder or institution raises the issue.
Extensions are straightforward to seek
The good news is that seeking an extension is one of the more straightforward interactions you will have with us. You do not need to submit a new application, pay a review fee, or provide extensive documentation.
Simply contact the Iris Ethics Secretariat, either through the application portal or by email. Let us know that you need an extension, an explanation for the extension, and provide the date to which you expect the project to be complete.
One detail that matters here: the completion date we need is the date by which the project itself will be complete, not just the date you expect to finish collecting data. Projects typically involve analysis, write-up, and in some cases the archiving or disposal of data. Make sure the date you provide reflects the full expected lifecycle of the work.
You do not need to provide a lengthy explanation for why you need more time. A brief explanation is helpful, and if there is a straightforward reason (the fieldwork phase extended, a key team member was on leave, the client required additional consultation rounds), a brief note will assist us in understanding the context.
A good time to combine with other actions
If you are already in contact with us for another reason, an extension request is easy to bundle in. There are two natural moments when this comes up:
- When submitting your annual report. The reporting form asks whether your completion date needs to be updated. If it does, you can indicate this directly in the report. We will follow up if we need anything further.
- When submitting an amendment. If you are notifying us of a change to your project and you also anticipate needing more time, include the updated completion date in the same communication.
Bundling these interactions saves time for you and allows us to review your project's status holistically.
Extensions beyond three years
Most evaluation/research projects are well served by the default three-year approval window. However, some programs of evaluation/research are genuinely longer-term in nature. Longitudinal studies tracking outcomes over multiple years, multi-phase policy evaluations, or market research panel studies with ongoing data collection cycles can all have legitimate reasons to require a longer period of oversight.
In these cases, you are welcome to request an approval period beyond three years. The committee will consider the rationale carefully. You should be prepared to explain the nature of the work, why the extended period is necessary, and how you propose to keep us informed of progress over that time. Annual reporting remains a requirement regardless of the total clearance period.
Step-by-step guide: how to seek an extension
Before you begin
Check your current clearance end date before contacting us. You can find this in the approval letter you received from Iris Ethics, or by logging into your account in the application portal.
Then determine the updated date to which you need your clearance extended. Remember: this should be the date by which the project as a whole (including analysis, reporting, and data management activities) will be complete, not just when data collection ends.
Step 1: Contact the Iris Ethics secretariat
You have two options:
- Log into the application portal, navigate to your project, and send a message through the Ongoing Tracking task.
- Email us at [email protected].
Either approach is fine. Use whichever is more convenient for you.
Step 2: Include the key information
Your message should include:
- Your project name and approval reference number.
- The updated date to which you need the clearance extended (the full project completion date, not just data collection).
- A brief explanation of the reason for the extension.
- If you are seeking more than three years of total clearance, a brief rationale for the longer period.
Step 3: Combine with other actions if applicable
If you are also submitting an annual report or an amendment at the same time, you can include the extension request in the same communication or note it on the report form. This is the most efficient approach and we encourage it.
Step 4: Await confirmation
We will process extension requests promptly and confirm the updated clearance period in writing. You do not need to wait for formal confirmation before continuing work on your project, provided your existing clearance has not yet lapsed.
If your clearance has lapsed, please contact us before continuing any participant-facing activities.
What if my clearance has already lapsed?
Contact us as soon as you realise. Do not continue participant-facing activities until we have confirmed a path forward. We will review the situation and advise you on next steps. Coming to us early gives us the best chance of resolving this quickly and without disruption to your project.
Summary
Extensions to ethical clearance are a normal part of managing a live evaluation/research project. At Iris Ethics, we have made the process as light-touch as possible. The key things to remember:
- Contact us via the application portal or by email.
- Provide the updated project completion date (not just the data collection date).
- An explanation is helpful but not required.
- Consider combining the request with your annual report or amendment submission.
- If your clearance has lapsed, contact us straight away.
If you are unsure whether you need an extension, or have any other questions, contact us through the portal or at [email protected]. We would rather you ask than find yourself in an awkward position with a funder or institution down the track.
Related resources
This page was last updated on 10 September 2026.
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This article makes reference to the National Statement on Ethical Conduct in Human Research 2025. It is intended as practical guidance and does not constitute legal advice.
AI Disclosure: Resources in this library were prepared using Large Language Models with input from Iris Ethics staff who guided the scope and design. Subsequent revisions and final versions were developed and approved by Iris Ethics staff.