Student Guide. Click here to log in. A: Log in

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1 Middlesex Online Research Ethics (MORE) Applicant Guidance Notes (Student & Staff) Note: PhD ethics applications must be submitted as Student Applications. Creating, completing and submitting a Research Ethics Application Form Student Guide A: Log in Click here to log in To complete a Research Ethics Application you need to go onto our online system: Please log in using your staff user ID or student number and your usual password. 1

2 B: Creating an ethics application Once you have signed in a new page will appear. This is your Work Area screen. System messages. You will also receive s from the system Step B1: Create Project Click Create project on the left side of the screen (illustrated above). A pop-up box will appear where you will need to enter a short project title. 2

3 C: Completing an application You will now move to a new page; your project home page (illustrated below). Your project number Your project Number This is the navigation area to access each section of your ethics application form separately Step C2: Applicant details Under Research Ethics Application Form and under Questions click on the box numbered 1. NOTE: Each section can only be accessed by clicking on the number, not the title of the section. It is important to work through the sections in sequentially, in number order. Each section opens a new page with the questions for the section selected within your application form. Please read the questions carefully and enter the correct information. There is an information button on the right hand side (as illustrated below) which you can click to find out further information about what the question requires. 3

4 Information button Once you have completed each section click the Next Button in the action panel at the top left (as illustrated below), this will take you to the next section. Note: Clicking Next will automatically save your work within that section. (You may also click save on the left hand side at any time if you need to close your application.) Step C3: Step to move C3: to move the section onto the next section Save button. Although there is an auto save function built in, the system will lock you out after 20 mins of inactivity. Complete this process until you reach Section 9: Declaration. Note: As you go through the form and open new sections, question numbers within the sections may not be sequential as you will only be provided with the questions that you need specifically for your application. This is the same for each section. The questions that appear depend on your answers from previous questions, so please make sure you complete the form as accurately as possible to ensure all relevant information is included. Ensure you have attached all relevant documentation where prompted (as illustrated below). The help button at the top of the screen has a drop-down menu to access Templates. You will find all the relevant Templates from consent forms, Participant Information Sheets, Risk Assessment Forms etc. can be downloaded from here for you to complete and then upload onto the MORE system. 4

5 Uploading documents requires the version date and version number fields to be completed. Make sure you are uploading documents and web-links to documents as these will not upload. (Although the MORE system can be accessed using a smart phone, we do not recommend this, as you will not be able to upload documents and other system features may not function.) Accessing templates Step C6: Uploading documents Sharing your application You may wish to Share your application with your Supervisor or collaborator to help complete the application. The MORE system only recognises internal Middlesex addresses. 5

6 Use the Share button to share your application with a co-investigator or supervisor. D: Submitting an Application (Section: 9) Print will create a PDF of your application which can be printed. Student Applications Student applications require authorisation from the supervisor/advisor for the research project to be officially submitted. Authorisation is gained by the applicant by reading and agreeing the Declaration (ticking the Agree box). The applicant will then need to make a Request Signature from their main supervisor/advisor before the application can be submitted. READ DECLARATION Step D1: Signing your Application Step D1: Requesting Signature The supervisor/advisor will receive an regarding your request. This will prompt them to check your application before they sign the supervisor declaration. You will receive a notification of their decision via . 6

7 PLEASE NOTE: Click here to enable automatic submission once the form is signed The Automatic Submission button can be enabled to allow your application to be submitted automatically once signed by the supervisor. If you do not enable Automatic Submission then once your ethics application form has been signed you can proceed to submission. On the left side of the screen is the submit button (as illustrated above). You will need to click this to submit your ethics application form. E: Incomplete Applications When you click the Request Signature, but haven t fully completed the application the system will inform you through a pop-up box (as illustrated). The pop-up will generate the list of questions that need completion. 7

8 When you click on each incomplete question, you will be taken straight to that question. The question will be highlighted by a red box. To ensure you have answered all incomplete questions you need to click Completeness Check on the left-hand side of the page (as illustrated below). Note: you can use completeness check at any time as you go through your application. Step D3: Completeness Check Highlighted question requiring completion Once all questions have been completed, and you click on request signature, a popbox will appear asking you to enter your supervisor/advisor s . Enter their Middlesex staff address with a message, then click Request. Note: If a green message at the top of your screen stating Request Sent does not appear, then your signature request was unsuccessful. Once successful, your application will be locked and you will be unable to make any changes. Should you want to make further changes to your application and it has been locked will have to ask your Supervisor you reject your Signature Request. 8

9 Staff Applications Complete your application as above. However please note: In Section 9: Declaration, you will be asked to Sign your ethics application form. You will not need other signatures before submitting the application. Note: You will receive an informing you of your supervisor/advisor s decision (reject or sign). If your supervisor/advisor rejects your application, they should have provided you with comments to make changes to your application before you can submit. Decisions and Supervisor Comments Sign into MORE click on Notifications (as illustrated below), you will be able to see the message/decision from your supervisor/advisor. Note: any unread messages will be highlighted as yellow. Click on the message and a pop-up box will appear. Click on View Form as illustrated below. 9

10 View Form Click on Comments on the left-hand side to view comments from your supervisor/advisor. A pop-up box will appear with the comments. By clicking on each comment, you will be taken to the section and question requiring editing. Alternatively, you can check the comments tile located left of the screen. The #Tile will contain a number pertaining the number of comments which have been made by your supervisor. 10

11 When you have finished editing the answers, you will need to agree to the declaration and request your supervisor/advisor s signature again. Please follow steps from D1. STUDENTS NOTE: Your supervisor will need to have activated their account on the MORE system to sign your application. To do this, he/she will need to log on to the MORE form system. On the left side of the screen is the submit button. You will need to click this to submit your ethics application form. You will receive an to confirm this submission. STUDENTS NOTE: After you have gained your supervisor s signature, if you make any changes to your form, or upload additional documents this will invalidate your supervisor s signature. You will need to request your supervisor s signature again once all the changes have been made. When your application is submitted, you will receive an confirming this. Your application will be locked and ready for the review process. Your application will be reviewed by your Research Ethics Committee and you will receive an outcome decision via and a letter attachment with feedback from the reviewer(s). If you wish to make changes to your application after it has been submitted, then contact the administrator or chair for your Research Ethics Committee and ask them to reject your application. This will allow you to work on it, request your supervisor s signature again, and resubmit it. You will receive an when the review is complete. The outcome of the review process will be one of the following: Requires Resubmission (as further information is needed and this will be documented in the feedback letter) Approved with minor amendments (the letter attachment will provide feedback on these minor amendments and how to gain final approval.) Approved. Retain this letter as evidence of approval. It is important that you address issues raised in the review process. 11

12 F: After the review process If your application requires resubmission or minor amendments to gain full approval, you will need to re-access your application on the MOREform site. Select your application and click the Unlock tile on the left. (Where Applicable) To make the changes required by the reviewer(s) go to question 1.1. In the template list there is a Resubmission Summary Feedback form. This should be downloaded and completed by including the reviewer feedback and your responses and up-dates should be made within the application form. It should be uploaded under question 1.1f along with any revised documents that they are required. Student applications will require their supervisor s signature to submit the revised application. G: Sub-forms If you need to make amendments to your approved application due to changes required in your research, you can create an Amendment Form and submit this to your Research Ethics Committee. Students will require their supervisor s signature to submit this form. If the research continues beyond the approved timespan of the application, an Extension Form can be created and submitted to extend the approval period of the original application. Students will require their supervisor s signature to submit this form. Amendment and Extension Forms are created as sub-forms of the main application for a project. Once created they can be accessed by clicking on a project application and then the project tree tile (see below). 12

13 Creating Sub-Forms H: Useful Notes There is an auto save function in the application as each page is completed and the Next tile is used to navigate to the next page. However, press Save if you complete questions on a page without using Next to navigating to the next page. The print tile allows you to create a PDF of your application at any stage, which you can save or print. When you enter details of your supervisor and/or collaborators in the application form, if you Add to contacts (at the top right of the page), these details will be saved for you, for later use. You can also create folder to save multiple project applications, duplicate a previous project application, move a project application to a folder and rename a folder and delete a project application. If you transfer a project application to someone else by , you will lose access to that application. 13

14 A copy of this applicant guidance can be found in the Help menu. Further queries and guidance can be sought through the . WITHDRAW BUTTON: Note that using this action will irreversible 14