School of Psychology Online Ethics Guide No. 1

Submitting an application for ethical review.

JRC/13/10/2014

Log-inThe easiest way to access the online ethics system for the first time is to go to the School web pages, click on the Research tab, then click on “Ethics” in the left hand panel. The central text box will then display a link to the system: the link is “online”.

It makes sense to bookmark it for future access

The direct and full URL is as follows: https://w3.abdn.ac.uk/clsm/PsyEthics/Account/Login.aspx?ReturnUrl=%2fclsm%2fPsyEthics%2f

Below is the entry screen:

Enter your University username and password here

View old Applications or create new ones here

Reviewers can access applications to be reviewed here

You can view a blank form here

Contact details are available here

Homepage - functions

Click here to end your session

Making an application

Select ‘New Application’ to make a brand new application, or ‘New Update if you wish to apply to amend a previously approved application

Making a new application – Page 1 Project Details

Enter all of the requested information

NB: All projects require a Permanent Member of Staff. For student projects this will usually be the students’ supervisor

Once completed, click ‘Next’

NB: If any omissions are made, error messages will appear here. Please correct and then click ‘Save’ before clicking ‘Next’‘Save’ also allows you to save a partially completed application, which you can finish at a later point in time.

Making a new application – Part One

You must provide a response for each of the questions provided.If any of your responses are ‘No’, you will be required to provide an explanation.

Once completed, click ‘Next’

NB: Your responses on this and the following parts of your application determine whether it undergoes ‘fast-track’ for ‘full-committee’ review. It is vital that you answer all questions accurately and provide details where necessary to ensure your application receives the appropriate level of consideration in the quickest time possible.

You must provide a response for each of the questions provided.If any of your responses are ‘Yes’, you will be required to provide an explanation.

Once completed, click ‘Next’

Making a new application – Part Two

You can return to completed parts of your application by clicking the appropriate section here. More will appear as you progress through your application. Alternatively, click the ‘back’ button here to navigate back one screen

Making a new application – Part Three

You must provide a response for each of the questions provided.If any of your responses are ‘Yes’, you will be required to provide an explanation.

Once completed, click ‘Next’

Making a new application – Project DescriptionThe ‘Application Type’ depends on what responses were given in the previous Sections. If you were required to give an explanation at any point, your application will automatically be selected for Full Review. Here you may chose to over-ride this by clicking ‘Change Application Type’, but you MUST have a valid reason for doing so.

Please provide a description of your research here ensuring that all of the listed points are covered. Failure to provide this information may result in your application being returned for further details.

Please upload all relevant documents here. Failure to do so will result in a delay with processing your application

Once you have browsed your computer and selected the relevant file(s), you must type a description (e.g., debrief sheet and click ‘Upload file’. Either an error message or a box showing the files successfully uploaded will then appear here

Once completed, click ‘Next’

Making a new application – Declaration

NB: All researchers must sign the declaration page before an application will be submitted for review. Named researchers will receive an email providing a link to the application. They must then read through and either sign by clicking the box next to their name, or make changes if required. Any changes will result in all researchers receiving a further email requesting that they check the changes and resign the application. Once all researchers have signed, the application will be submitted for review.If a researcher creates and application and then both signs it and saves the final version, the researchers will first get an email notifying them that an application has been created and can be edited, and then also get a second email inviting them to sign the declaration. If you want to edit such an application, just follow the link provided in the first email.

Once you have completed all relevant sections of the application, please click the box next to your name (any others will be greyed out) to sign the application.

Once you have signed, click ‘Save and Finish’

You will see this message, click ‘OK’ to continue

After clicking ‘OK’ you will see this screen which displays all of your applications (including those that you are a named researcher on). This provides you with details including the status of your application(s).

Applications that are either incomplete or under review are displayed as ‘Current Applications’, whereas those that have undergone review are displayed as ‘Past Applications’

Email to applicant if further signatures are required

Email to applicant once all signatures have been received

Email sent to named researchers

If you have been named as a researcher on someone else’s application you will receive an email like this. Clicking the link will allow you to sign in and view and sign the declaration

Viewing the application as a named researcherOnce you have clicked the link sent to you via email and signed in, you will see the following screen:

You can view all of the information and proceed through the application by either clicking the relevant section here, or by clicking Next.You will however be unable to edit anything at this point

Signing the application as a named researcher

To sign an application, go to the ‘Declaration’ page, then click the box(es) next to your name.

If you agree with all of the information in the application, you can sign without making any changes.

Once completed, click ‘Submit to Ethics’

Making changes to an application as a named researcher

To make changes to an application, you must go to the ‘Declaration’ page, then click ‘Unlock Application’

Once the application has been unlocked, you can return to the relevant section to make changes by clicking here, or by navigating using ‘Back’ and/or ‘Next’

NB: Once an application has been unlocked, all named researchers will receive an email notification, and must log back into the application to review the changes and resign the Declaration