Online ethics review system Peter A. Bath (Deputy Chair, UREC) Peggy Haughton (Minute Secretary, UREC)
2 Background • University Research Ethics Policy launched 2004: • Ethics review for all research involving human participants, data or tissue to under • Annual report of research ethics reviews • Paper-based systems used in departments using templates provided by RIS • Increasing number of applications since 2004 15/03/2018 © The University of Sheffield
3 Proposal for online system • Proposed, discussed and agreed at UREC meetings in 2012 -13 • Development by epi. Genesys throughout 2013 • User group set up in 2013 • Meetings between epi. Genesys, users and members of UREC • Ongoing consultation feedback throughout 2013 -14 • Feedback used to develop system further 15/03/2018 © The University of Sheffield
4 Functionality of online system • Access for applicants, reviewers and administrators, supervisors • Allows applicants to include all necessary information and forms • Manages all documents with each application to provide complete record of: • information sheets, consent forms, reviews, etc. • record for each completed phase of application 15/03/2018 © The University of Sheffield
5 Functionality • Data securely stored within the University system • cannot be accessed by anyone outside • Webpage for the online system • Help sheets provided for groups using the system: • applicants, supervisors, ethics administrators, reviewers 15/03/2018 © The University of Sheffield
6 Pilot phase • Online system launched with pilot departments in December 2013 • Five departments in initial pilot phase: • Information School; School of Education; School of Law; School of Health and Related Research (Sc. HARR); School of Languages and Cultures • Feedback very positive and suggestions/ comments being used to fine-tune the system • Now being rolled out to other Departments across the University 15/03/2018 © The University of Sheffield
7 Improvements during pilot phase: • Time for applicants to complete a page within the system extended significantly to allow time for completion • Option added for applicants to indicate that they are undergoing ethics review in a different department, e. g. , if part of a cross-university project • Option for ‘review by committee’ where departments assess ethics applications by Ethics committee 15/03/2018 © The University of Sheffield
8 Improvements • Option added for ethics administrators to change the reviewer: • sends automated email to the ‘new’ reviewer asking them to review the project, and one to the ‘old’ reviewer telling them they are no longer required • Button added to ‘Prompt reviewer’ - sends a reminder email to reviewers • Further web pages added with information and help sheets 15/03/2018 © The University of Sheffield
9 Current status: • 16 Departments using the system from 4 Faculties using the online system • Additional 11 departments: • Architecture; Computer Science; Sociological Studies; Department of Landscape; Department of Mechanical Engineering; Management School; Journalism Studies; Human Communication Sciences; Town & Regional Planning; Music; East Asian Studies • 7 departments have seen applications through the whole review process 15/03/2018 © The University of Sheffield
10 Next steps: • Ongoing improvements following feedback • Further departments welcome to pilot the system • Contact Peggy (p. haughton@sheffield. ac. uk) • Demonstration session today after lunch • Looking to roll-out across the University throughout remainder of 2013 -14. 15/03/2018 © The University of Sheffield
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