Create a standard project application
Use Themis to create a standard project human ethics application
1. Create an application within the human ethics workbench
- Log in to Themis using your UOM research self service responsibility.
- Select the ‘human ethics workbench’ function listed under the ‘ethics’ section. The ‘human ethics home page – researcher worklist’ screen will display.
- Click ‘create’ in the ‘create new documents’ section. The ‘project type’ screen will display.
- Tick the appropriate checkboxes to identify the type of project for which you are applying. You may select multiple project types if appropriate.
- Click ‘next’. The ‘research checklist’ screen will display.
Types of projects
2. Complete the research checklist
- the application types available
- the additional questions to be completed online
- additional modules to complete offline and attach to the application.
- Highlight the item you want to add from the ‘available checklist items’ list. The description for the selected item will display in the field under the table.
- Click the single right arrow button to move the highlighted item to the ‘selected checklist items’ list. To add all available items, click the double right arrow button, or using the ‘move all’ hyperlink.
- Click ‘save as draft’. While you may save the record at any stage of the application process, you should save regularly to ensure you do not lose information if your session times out.
- Click ‘next’. The ‘application type’ screen will display.
3. Select the "standard project" application type
- Click on the appropriate radio button to identify the application type. The following step in the process will vary depending on the application type you select here.
- Click ‘next’. The 'application message' screen will display.
- Click 'next'. The 'project details' screen will display.
|Application type||Following step|
|Minimal risk||Complete further checklists before proceeding to the ‘application message’ screen.|
|Standard project||Proceed directly to the ‘application message’ screen.|
|Program||Confirm that you are seeking approval for a broad program of research within which individual projects can be identified to be part of the program before progressing to the ‘application message’ screen.|
|Project within a program||Specify the HEAG and the program, and confirm that you have read the approved program application before proceeding to the ‘application message’ screen.|
|Transfer of ethics clearance||Proceed directly to the ‘application message’ screen.|
|Registration of external ethics clearance||Proceed directly to the ‘application message’ screen.|
4. Enter the project details
- Enter the project details.
- Click ‘next’. The ‘participating researcher’ screen will display.
|Responsible HEAG||Select the appropriate human ethics advisory group from the drop-down list.|
|HESC||This field will automatically populate the appropriate human ethics sub-committee based on the HEAG you select.|
|Project title||Enter the title of your project.|
|Brief description of project||Enter a brief description of the project.||This description should outline the broad aims and key questions of the project in no more than 100 words.|
|Project from date||Use the drop-down list to select the year and month you expect the project to start.|
|Project to date||Use the drop-down list to select the year and month you expect the project to end.|
|Start date for data collection phase||Enter the proposed start date for the data collection phase of the project.||Data collection many not commence until you have been granted formal approval. This date should allow for a reasonable period of review of your application.|
5. Enter participating researchers
- Click ‘add researcher’. The ‘search researchers’ screen will display.
- Select the category of researcher from the drop-down list. Select ‘staff’ if the researcher is a member of staff at the University. Select ‘student’ if the researcher is a student at the University. Select ‘external’ if the researcher belongs to an external organisation or is retired.
- Enter the surname of the researcher for whom you are searching.
- Click ‘search’. A list of researchers who match your search criteria will display in the table. If no data is returned for an external researcher, you can create an external person record.
- Click on the radio button to select the appropriate researcher, then click ‘select’. The ‘researcher details’ screen will display.
6. Enter the researcher details
- Enter the researcher details.
- Click ‘save and continue’. The ‘participating researcher’ screen will display, and the researcher you have added will display in the researcher table.
- Follow steps 1 and 2 for all additional researchers if required. For any project, there must only be one ‘responsible researcher’ named.
- Click ‘next’. The ‘additional documentation required’ screen will display.
|Name||This will default from the Themis record.|
|Phone number||This will default from the Themis record.|
|Researcher role||Select the appropriate role from the drop-down list.||See more information regarding researcher roles in the tab below.|
|Researcher type||This will default from the Themis record.|
|Department||This will default from the Themis record.|
|Centre (if applicable)||Use the ‘search and select’ function to retrieve the appropriate centre.||This field should be left blank if the researcher does not belong to a centre.|
|Contact details fields||Enter alternate contact details if required.||These contact details will be stored against the ethics application and will not be available on the person’s Themis HR record.|
|HR validated qualifications||This field will display any qualifications that a staff member has entered via Themis self service.|
|Additional qualifications||Enter any additional qualifications not displayed above.|
|Experience and skills relevant to the project||Enter any experience the researcher has that is relevant to the project.||This field is mandatory. You should describe any experience the person has in conducting research of this type and in dealing with any emergencies, unexpected outcomes or contingencies that may arise.|
|Additional training required||Enter any additional training required to carry out this research.||This field is optional. If included, you should include details on how this training will be provided.|
|Ethics training already undertaken||Enter details of any ethics training the researcher has undertaken that will benefit this research.||This field is mandatory for student researchers.|
7. Access additional documentation
- Click ‘save as draft’ before proceeding to download any additional documentation. A confirmation message will display advising that your application is saved.
- Download the appropriate form. In most cases, the document will open at an instruction sheet and you will need to scroll down to view the body of the form.
- Save the document to your computer or server to complete later.
- Complete steps 2 and 3 for all required documents.
- Once you have accessed all the required documents, click ‘next’. The ‘attachments’ screen will display.
8. Attach required documentation
- Click ‘add attachment’. The ‘add attachment’ screen will display.
- Complete the attachment details.
- For each further attachment, click ‘add another’ and repeat step 2.
- Once you have added all your attachments, click ‘apply’. You will receive a confirmation that the attachment has been added but not saved.
- Click ‘save as draft’ to save the attachment.
Electronic attachment details
|Add||This will be filled in by default. Do not change.|
|Description||Enter a brief description of the attachment.||This field is mandatory.|
|Category||Select a category of attachment from the drop-down list.||You must include an attachment in the application category before you will be able to submit the ethics application for review.|
|Type||Use the radio buttons to select the appropriate attachment type.||If selecting ‘file’, click ‘browse’ to locate and select the document. If selecting ‘URL’, type the full internet address to reference. If selecting ‘text’, enter a simple text message in the field provided. You can also enter a name for the text attachment in the field below.|
- Click ‘add another row’ in the ‘supporting documents’ table. The ‘add attachment’ screen will display.
- Complete the document details.
- Repeat steps 1 and 2 for each document you are registering.
- Once you have registered all your attachments, click ‘save as draft’. You will receive a confirmation that the application has been saved.
- Once you have attached all the required documents, click ‘next’. The ‘application review’ screen will display.
Hard copy document details
|Attachment type||Select the category of the attachment from the drop-down list.|
|Description||Enter a brief description of the document you will submit.|
9. Review the application
- Click the ‘go to page’ icon. This will link you directly to the appropriate page.
- Update the information as required and click ‘save as draft’ to commit your changes.
- Use the drop-down list to return to the review page.
- Repeat steps 1 to 3 for each of the validation errors.
- Click ‘next’. The ‘submission’ screen will display.
10. Submit the application
- Read the submission confirmation statement and tick the checkbox to indicate you have done so. You will be unable to submit your application until you have done this. If someone other than the responsible researcher submits the application, additional checkboxes will display and must be answered before you can submit the application.
- Click ‘submit application’. A confirmation message will display.
11. Print the application
Definitions of researcher roles
|Responsible researcher||For any project, one person must be identified as the responsible researcher. There may only be one person with this role per application. Only a member of staff can be the responsible researcher. In the case of student projects, the responsible researcher would be the student supervisor (even in the case of PhD projects). Only the responsible researcher and the creator will have access to update an application.|
|Student researcher||There can be multiple student researchers associated with a project. For many projects, the student researcher is the person who is actually conducting the research and may be submitting the application.|
|Co-researcher||There can be multiple co-researchers associated with a project. These would normally be people in the role of co-supervisor of a student project, or other contributing researchers (staff or external).|
|Associated personnel||There can be multiple associated personnel with a project. This role would only be assigned to a person who is not considered a researcher on the project.|