school of psychology online ethics guide no. 2 submitting an ethics update for review

School of Psychology Online Ethics Guide No. 2

Submitting an ethics update for review.

Log-inThe easiest way to access the online ethics system 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

Part 1: Updating an application originally made via the new online

system (i.e., 2014 onwards)

Log-in

Visit https://w3.abdn.ac.uk/clsm/PsyEthics/Account/Login.aspx?ReturnUrl=%2fclsm%2fPsyEthics%2f

Once you have logged in you will see this screen

Select the application you wish to update

Click on ‘Applications’ to select a list of your applications made via the online system

Click ‘Update’ next to the past application that you wish to update

You will then see this screen, click ‘Start Update’ to proceed

Answer ‘Yes’ or ‘No’ to each of the questions

Once completed, click ‘Next’

You will be asked to provide additional information for each of the sections you wish to update in the following screen(s). You will only be required to complete those appropriate to the change(s) you wish to make

1. Changes to researchers

Enter the name(s) of any additional researchers that you wish to add to the project here

If any additional information is appropriate (e.g., any issues which may be raised by adding the researcher), this should be entered here

Once completed, click ‘Next’

2. Changes to recruitment methods

To add a new recruitment method, please enter the relevant details here

NB: You will usually be required to upload other relevant documentation when adding a new recruitment method (e.g., a SONA system checklist, a copy of a recruitment poster, text to be included in the ‘message of the day’ or a letter confirming permission to put up advertisements in buildings other than the William Guild building). This should be done when you reach the ‘attachments’ section of the update application

Once completed, click ‘Next’

3. Making other minor changes

If you wish to make only minor changes to project that are substantial enough to warrant an update, BUT that DO NOT raise any new ethical issues (see PEC application form), then these should be detailed here.

Once completed, click ‘Next’

4. Making other major changes

If you wish to make major changes to the project that are substantial enough to warrant an update AND RAISENEW ETHICAL ISSUES (see PEC application form), please enter the details here.

Once completed, click ‘Next’

Uploading relevant documents

Any relevant documents (e.g., SONA checklists, amended consent or debrief sheets, copies of questionnaires etc.) should be uploaded here. Failure to do so willresult in a delay in 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’

Signing the declaration

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.

NB: All researchers must sign the declaration page before an application update 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 update will be submitted for review.

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 updates (including those that you are a named researcher on). This provides you with details including the status of your update(s).

The emails sent to all researchers at this point are similar to those sent when making an new application and should be treated in the same way (please see ‘School of Psychology Online Ethics Guide 1: Submitting an application for ethical review’ for more information)

Part 2: Updating an application originally made via the old paper-

based system (i.e., pre-2014)

Log-inThe easiest way to access the online ethics system 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

Once you have logged in you will see this screen

Select ‘New Update’ to make changes to a previously approved Application that was submitted via the paper-based system prior to 2014

Searching for your application

NB: PEC numbers from the paper-based system were allocated as follows: day/month/year/4 number digit. I.e., if your PEC number is 0512134000, it means it was forwarded for review on 5th Dec 2013 and was the 4000th application received. When entering this into the new system, the same number should be entered as PEC/4000/2013/12. Newer PEC numbers generated by the online system are displayed in your ‘Application’ section, and must also be entered in the same format

Once you have entered your PEC number, click ‘Find’ to search for your application

If your original application was made pre-2014, it is likely you will receive this warning message. Click ‘Proceed’ to continue

Please enter the details relating to the original project in the relevant boxes

Once completed, press ‘Save’

Answer ‘Yes’ or ‘No’ to each of these questions

Once completed, click ‘Next’

You will be asked to provide additional information for each of the sections you wish to update in the following screen(s). You will only be required to complete those appropriate to the change(s) you wish to make

Your project details will be displayed here

1. Changes to researchers

Enter the name(s) of any additional researchers that you wish to add to the project here

If any additional information is appropriate (e.g., any issues which may be raised by adding the researcher), this should be entered here

Once completed, click ‘Next’

2. Changes to recruitment methods

To add a new recruitment method, please enter the relevant details here

NB: You will usually be required to upload other relevant documentation when adding a new recruitment method (e.g., a SONA system checklist, a copy of a recruitment poster, text to be included in the ‘message of the day’ or a letter confirming permission to put up advertisements in buildings other than the William Guild building). This should be done when you reach the ‘attachments’ section of the update application

Once completed, click ‘Next’

3. Making other minor changes

If you wish to make only minor changes to project that are substantial enough to warrant an update, BUT that DO NOT raise any new ethical issues (see PEC application form), then these should be detailed here.

Once completed, click ‘Next’

4. Making other major changes

If you wish to make major changes to the project that are substantial enough to warrant an update AND RAISE NEW ETHICAL ISSUES (see PEC application form), please enter the details here.

Once completed, click ‘Next’

Uploading relevant documents

Any relevant documents (e.g., SONA checklists, amended consent or debrief sheets, copies of questionnaires etc.) should be uploaded here. Failure to do so willresult in a delay in 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’

Signing the declaration

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.

NB: All researchers must sign the declaration page before an application update 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 update will be submitted for review.

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 updates (including those that you are a named researcher on). This provides you with details including the status of your update(s).

The emails sent to all researchers at this point are similar to those sent when making an new application and should be treated in the same way (please see ‘School of Psychology Online Ethics Guide 1: Submitting an application for ethical review’ for more information)