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Latest on Ethics Online
Updated on 25th September 2009
- New researchers who have been added onto a project can now view and print the original approved application when they log onto Ethics Online:
- Go to Modification for Approved Application under Animal Ethics Application
- Search for the required project
- The original approved application will be the one in version 0 ie the one with “0” at the end e.g. 1234567/3/0
- For new animal ethics applications, a validation check is added to check the total number of animals requested in questions C.3 and M.1. This is to make sure that the totals requested in these 2 questions are the same. The researcher will be alerted if the totals are not the same and will not be able to submit the application.
This may affect resubmission of applications which were conditionally approved or deferred. If the totals of questions C.3 and M.1 are not the same for the previously submitted application, the researcher will be required to adjust the originally entered data before the application can be resubmitted.
- A new attachment section, “Correspondence (All)”, is added to the animal ethics application. This section is for the Ethics Secretariat to attach any correspondence between the researcher(s) and the Ethics Committee or between the researcher(s) and the Ethics Secretariat which is not captured in the Online application/project record. The originally submitted application form and the approval letter can also be extracted here for applications which were migrated from the previous database.
- For various reasons, researchers may need to stop an application or project from proceeding at any stage of the project life cycle. The following buttons are now available on Ethics Online to meet the various requirements:
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WHEN TO USE
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DELETE
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Before submission of application, 1st Chief Investigator decides not to continue with the submission.
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COMPLETE
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After the application is approved and before the project expires, the 1st Chief Investigator decides that the work under the approval is complete and there will be no more activities on the project.
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ABANDON
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After submission of application and before ACEC has passed any judgment, the 1st Chief Investigator decides not to go ahead with the application.
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ON HOLD
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After application is approved and before the project expires, the 1st Chief Investigator decides that work under the approval will be delayed but will likely to be activated in the future.
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- The revised animal ethics application modification structure is finally implemented on the Ethics Online system. Below is a summary of the revised online process:
- 1st CI creates an application modification for an approved application
(1st CI or any nominated party can edit if requires before submission)
- 1st CI submits the completed Application Modification form.
(Note: the modification will remain “unlocked” and “editable” with the latest submitted changes after submission)
- Spokesperson receives an email from the Online system asking him/her to review the submitted modification.
- Spokesperson will be given 2 options:
a) The Spokesperson needs more information from the 1st CI before he/she can pass the modification to the Executives
- Spokesperson enters and sends his/her requirements to the 1st CI who will receive the email sent from the Spokesperson’s email account.
(Note: If this happens, the modification will not proceed to the next level which is the Executive level. The modification will be reverted to draft format and will be directed back to Step 1 for the 1st CI to edit. The above steps will repeat.)
b) The Spokesperson is ready to send the modification to the next level, the Executives, for review.
- Spokesperson enters and sends recommendation to the Executives. The modification will then go to the Executives.
(Note: at this stage, the modification will be “locked” and “uneditable”)
- The Executives receive an email from the Online System asking to review the submitted modification. Each of them enters and sends his/her recommendation to the next level, the Chair, for approval.
- Once all the Executives have submitted their recommendation, the Chair will receive an email from the Online System. The Chair selects one of the following judgment statuses
A. Approve
- Chair can put in any required conditions. The modification will then proceed to the next level, the Secretariat, for ratification
B. Reject
- this will end the process
C. Revise
- This will unlock the modification and will direct the modification back to Step 1 for the 1st CI to edit. The above steps will repeat
- Once the Chair hits the APPROVE button, the Secretariat will receive an automatic email from the Online System. The Secretariat enters any required conditions and ratifies the modification.
- this will end the process
(Note: the record will remain “Approval upon ratification” if the Secretariat does not click the final “APPROVE” button)
Please go to the Support web page to download detailed manuals or quick guides for reviewing at different levels
- Commencing 3rd August, researchers will be asked to provide the InfoEd grant ID (RG number) as follows when they submit a new ethics application via the Ethics Online:
This is for ethics application which has a related grant that has been applied through the Grants Management Office. The InfoEd grant ID can be found at the left hand corner of all correspondence generated out of InfoEd from the Grants Management Office.
- Instead of listing all of the existing applications/projects on one single screen, a filter has been added to the EXISTING APPLICATION section for researchers to extract their applications/projects by the application year.
- Relationship entered and saved in Question A.3 on the new animal ethics application form will now be linked to the affiliation status of the researcher’s personnel profile. This ensures that the most current status will always be recorded on the personnel profile.
- The problem of not opening some attachments of the online record has been fixed. A script has been created to open attachments saved in any formats with MS applications.
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