Frequently Asked Questions

Where can I get more help / support to complete my ethics application?

Please refer to the Ethics RM Help>Help page for Contact Information

The person I want to collaborate with or sign-off / approve my ethics application is not listed in Ethics RM user lists, what do I do?

Any collaborator or sign-off person must first be setup in Infonetica Ethics RM before they can collaborate on or sign-off an application. All UoA staff, PhD and Masters students are automatically setup with a user account in Infonetica Ethics RM on commencement of employment / study at UoA but external users i.e. District Health Board staff will need to apply for a UoA username and password before they can collaborate or sign-off an application, and Honours students are only granted access to Ethics RM on request from their academic supervisor. To request access for an i.e. DHB staff member, please follow the steps in the ‘Infonetica Ethics RM – On-boarding External Users’ quick reference guide available from the ‘Infonectica Ethics RM Guides’ section of the Auckland Health Research Ethics Committee (AHREC) page. [LINK: https://www.auckland.ac.nz/en/research/about-our-research/human-ethics/ahrec.html] To request access for an Honours student, please follow the steps in the ‘Infonetica Ethics RM – Creating a Student Application’ quick reference guide available from the ‘Infonectica Ethics RM Guides’ section of the Auckland Health Research Ethics Committee (AHREC) page. [LINK: https://www.auckland.ac.nz/en/research/about-our-research/human-ethics/ahrec.html]

Can students (PHD, Masters and Honours) submit ethics applications using Ethics RM?

Yes, all students (PHD, Masters and Honours Students) can complete their ethics applications in the Ethics RM system. (However, please note, PhD and Masters students automatically have access to Ethics RM but access for Honours students must be requested by the academic supervisor once for each academic course. Please see the Infonetica Ethics RM – Create a Student Application for details on how to request Honours student access to Ethics RM). [LINK: https://share.auckland.ac.nz/sites/pod/technical-learning/Research Management/Infonetica Ethics RM - Create a Student Application.pdf] ● The academic supervisor or Principal Investigator (PI) must first create a ‘shell’ of the application in Ethics RM (completing minimal details - project title and principal investigator / supervisor name) and share the application with the student for completion. (This is necessary because the person who initiates the form in Ethics RM is the form owner and controls who can access and submit the form). ● Once the student has completed the application in Ethics RM, they must request their academic supervisor / PI to review the application and submit it for Academic Head sign-off. ● A Word version of the AHREC application form is also available (from the Auckland Health Research Ethcis Committee (AHREC) page [LINK: https://www.auckland.ac.nz/en/research/about-our-research/human-ethics/ahrec.html]) for those who wish to continue to use it to provide feedback on a student’s application using tracked changes. Once the Word version application is finalised, the student should copy the content into the online Ethics RM form and request submission by the academic supervisor / PI as detailed above. (Ethics RM enables a PI / supervisor to insert review comments against the various sections of an application but these cannot be marked up with track changes) For more details on how to create a student ethics application in Ethics RM please see the ‘Infonetica Ethics RM - Create a Student Application’ quick reference guide available from the ‘Infonectica Ethics RM Guides’ section of the Auckland Health Research Ethics Committee (AHREC) page. [LINK: https://www.auckland.ac.nz/en/research/about-our-research/human-ethics/ahrec.html]

Should I ‘update’ my in-progress application?

When changes have been made to an Ethics RM application on-line form, a message will display when you next log into Ethics RM stating “Note: There is a newer version of the project. Update”. If you have already requested sign-off of the application (Academic Head, DHB or Clinical Supervisor), you do not need to do anything further. Please ignore the update request and DO NOT click “Update”, as this will invalidate the signature requests already submitted and will require re-requesting sign-off. If you are still working on your application and have not requested any sign-offs please, click “Update” to update your application to the latest version of the form and then you can continue with completing the remaining questions. These updates are mostly for form maintenance and would only very rarely include changes to the form questions themselves.

My student is not listed in Ethics RM user lists, what do I do?

PhD and Masters students should automatically be setup in Ethics RM but if they cannot be found in user lists please ask the PhD or Masters student to login to Ethics RM – logging in for the first time will ensure their name is then displayed in the user lists. Honours students access must be requested by the academic supervisor once for each academic course - please see the ‘Infonetica Ethics RM – Create a Student Application’ quick reference guide (available from the POD Research Management Learning Resources page [LINK: https://share.auckland.ac.nz/sites/pod/technical-learning/SitePages/Research.aspx]) for details on how to request Honours student access to Ethics RM.

Can / how do people who are external to the University have / get access to Infonetica Ethics RM?

Non-UoA ethics committee members, co-investigators who are external to the University and employees of Auckland or Counties Manukau District Health Board can be granted access to Infonetica Ethics RM. Please follow the steps in the ‘Infonetica Ethics RM – On-boarding External Users’ quick reference guide available Infonectica Ethics RM Guides’ section of the Auckland Health Research Ethics Committee (AHREC) page [LINK: https://www.auckland.ac.nz/en/research/about-our-research/human-ethics/ahrec.html]

How do I obtain sign-off for my UAHPEC, AHREC or Animal Ethics application prior to submission?

AHREC and Animal Ethics: Please request sign-off from your Academic Head AHREC only: To obtain Auckland DHB or Counties Manukau DHB sign-off and/or DHB Clinical Supervisor (when required for a student project): ● For Auckland DHB – please request sign-off from the appropriate clinical director and/or supervisor ● For Counties Manukau DHB – please register your project with the DHB and request sign-off from Angela Bennett Researchoffice@middlemore.com Animal Ethics only: Please request sign-off from any Co-Investigator listed on the applications and from the applicable Animal Facility Manager(s) in the Ethics RM application form If you do not know who the correct sign-off person is for any of the sign-offs required please see FAQ ‘How do I find out who are the correct people to sign-off my AHREC or Animal Ethics application?’ For more details on how to request sign-off using Ethics RM, please see the Infonetica Ethics RM – Submitting an Application for Sign-Off quick reference guide. [LINK: https://cdn.auckland.ac.nz/assets/Research/AHREC/Infonetica Ethics RM - Submitting an Application for Sign Off.pdf]

How do I find out who are the correct people to sign-off my AHREC or Animal Ethics application?

University of Auckland academic head sign-off - a list of people (and their delegates) responsible for academic sign-off in each Faculty / LSRI and associated School / Department is available from the sign-off page in Ethics RM Animal Facility Manager sign-off - if you do not know who the applicable Animal Facility Manager is for your application, please see the list of Animal Facility Managers available from the sign-off page in Ethics RM District Health Board (DHB) sign-off - if you do not know who your DHB or DHB Clinical Supervisor is for sign-off then please contact the appropriate DHB - please refer to the Ethics RM Help>Help page for Contact Information

My question(Not sure what question is referred to) is not listed, what should I do?

Please refer to the Ethics RM Help>Help page for further help

How do I obtain sign-off for my AHREC application prior to submission?

Please request sign-off from your Academic Head To obtain Auckland DHB or Counties Manukau DHB sign-off and/or DHB Clinical Supervisor (when required for a student project): ● For Auckland DHB – please request sign-off from the appropriate clinical director and/or supervisor ● For Counties Manukau DHB – please register your project with the DHB and request sign-off from Angela Bennett Researchoffice@middlemore.com If you do not know who the correct sign-off person is for any of the sign-offs required please see FAQ ‘How do I find out who are the correct people to sign-off my AHREC or Animal Ethics application? For more details on how to request sign-off using Ethics RM please see the Infonetica Ethics RM – Submitting an Application for Sign-Off quick reference guide. [LINK: https://cdn.auckland.ac.nz/assets/Research/AHREC/Infonetica Ethics RM - Submitting an Application for Sign Off.pdf]

Are all Biological Safety applications now managed in Ethics RM, including amendment and renewal requests?

Yes, all Biological Safety applications including application amendment and renewal requests must be submitted using Ethics RM

Are all Animal Ethics applications now managed in Ethics RM, including amendment and renewal requests?

All new animal ethics applications are now managed in Ethics RM Amendments and renewals of: • applications initiated in InfoEd will continue to be managed in InfoEd up until the end of June 2020 • applications initiated in Ethics RM will be managed in Ethics RM Info-Ed applications that are submitted but not approved (conditionally approved, pending re-submission and applications requiring more information) at the time of cutover to Ethics RM will continue to be managed in InfoEd up until the end of August 2020

How do I obtain sign-off for my Animal Ethics application prior to submission?

Please request sign-off from your Academic Head Please request sign-off from any Co-Investigator listed on the applications and from the applicable Animal Facility Manager(s) in the Ethics RM application form If you do not know who the correct sign-off person is for any of the sign-offs required please see FAQ ‘How do I find out who are the correct people to sign-off my AHREC or Animal Ethics application?’ For more details on how to request sign-off using Ethics RM, please see the Infonetica Ethics RM – Submitting an Application for Sign-Off quick reference guide. [LINK: https://cdn.auckland.ac.nz/assets/Research/AHREC/Infonetica Ethics RM - Submitting an Application for Sign Off.pdf]

Are all UAPHEC applications now managed in Ethics RM, including amendment and renewal requests?

All new UAPHEC applications are now managed in Ethics RM Amendments and renewals of: • applications initiated in InfoEd will continue to be managed in InfoEd until the end of June 2020 • applications initiated in Ethics RM will be managed in Ethics RM Info-Ed applications that are submitted but not approved (conditionally approved, pending re-submission and applications requiring more information) at the time of cutover to Ethics RM will continue to be managed in InfoEd until the end of August 2020

Share the application with the academic head or delegate before Sign off

In the application form click on the Roles action button (from the action panel on the left). Enter the email address of the academic head or delegate you want to share the application with and from the dropdown select "HOD Form Review". Then click Share Role (green button) to finish.