Human Ethics Monitoring E-Form: Step-by-Step Instructions

Step-by-Step Instructions Contents

Section A: Accessing your E-Form (on Campus & Off-Campus)............................................................................................................................................1

Section B: Completing your E-Form......................................................................................................................................................................................4

Section C: Submitting your E-Form....................................................................................................................................................................................... 6

Section D: Supporting Document Upload Instructions.........................................................................................................................................................8

Section A: Accessing your E-Form (on Campus & Off-Campus)

Access the form on UNSW Campus:

This form is best completed on the UNSW campus. If you have computer access at UNSW (Kensington, Coogee, COFA, Randwick, CBD Campuses, Rural Clinical School and some UNSW Hospital sites), please complete the form on-campus for ease of access. If you are accessing the form externally (from home, overseas, at another institution etc), you will need to use the UNSW VPN (Virtual Private Network). Instructions for downloading and installing the VPN can be found at: https://www.it.unsw.edu.au/staff/vpn/index.html

1. Login to InfoEd.

Internal UNSW staff- use your zID and zPass.External staff- use the ID previously provided to you.

If you have difficulty logging in, contact systems.gmo@unsw.edu.au

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2. On the left hand side of the screen, click the My Human Ethics tab.

3. Access the protocols on which you are listed as a Chief Investigator or co-investigator by clicking “Show/List” under the My Human Ethics tab.

If you cannot see your application, contact systems.gmo@unsw.edu.au.

You can also search for a particular protocol by clicking “Search For”, under the My Human Ethics tab. Enter the Protocol number (HC11***) and click the “Open/Locate” button at top right corner of the search display.

Note: You may know your protocol by a number beginning with “HREC”, rather than “HC”. If this is the case, just replace “HREC” with “HC” for the search.

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4. Open the Protocol by clicking on the folder icon under “Actions”.

5. Add a monitoring form by selecting “Monitoring Return (HREC only)” from the drop down box, and then click the “Add New” button.

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Section B: Completing your E-Form

1. A monitoring form will now appear on your “Components for Monitoring Return” list.

2. Fill in the E-Form by clicking the “Edit” icon. This opens the form, ready for you to complete.

Note: Project Number and Project Title fields are not editable.

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3. When you select the “status of the project”, selecting ‘not commenced’ confirms no research pertaining to this ethics approval was conducted in 2012. All you are then required to do on this form is to click ‘complete’ and ‘submit’. Instructions for submitting follow on below.

4. When you select the “status of the project”, selecting ‘complete’ means you are required to submit a final report. The option to upload the report will automatically appear if you choose the status as ‘complete’. Remember to follow the naming convention if uploading your final report: final_report_HC*****

NOTE: A Final Report Template for Completed Protocols is available to download from the Human Ethics Form and Proforma s Page, under “Human Ethics Monitoring”.

5. When you have finished filling out the E-Form, click the box at the top right hand corner of the form marked “complete”. This does not submit the form. Instructions for submitting to the form follow on below.

When you click “complete” after filling in all details, you will see this “completing” wheel.

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Section C: Submitting your E-FormOption to Upload Additional Documentation:

Before you submit your E-Form, you have the option of uploading any additional documentation, for example, a final report or letter explaining particular circumstances. If you need to upload additional documentation, please see Section D: Supporting Document Upload Instructions

1. Once you have completed the E-Form and added in all required documents, click the “submit” icon.

2. A username / password window will appear. The lead CI should enter their details here and click “submit”.

3. One final confirmation window will open. Again, click the “submit’ button.

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4. Your Monitoring Form is now submitted. The status will now show the monitoring form is “completed”.

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Section D: Supporting Document Upload Instructions

1. Click Add Institution Forms/Supporting Documents

2. On the Upload screen, click “browse” to search on your computer for the document you wish to upload.

3. Select from the categories “Annual Monitoring Form- final report”, or “miscellaneous”. Remember to follow the naming convention if uploading your final report: final_report_HC*****

4. Click “open”, and then finally, “upload”

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