Frequently Asked Questions

How do I create a new application?

To create a new application, go into your 'Work Area' and select 'Create Project'

Does my application save as I am working on it?

Your application will only save when you press ‘Next’ or ‘Previous’. Otherwise, you will need to select the 'Save' tile.

Why is the investigator/collaborator I want to add not showing in the ‘search user’ field?

Investigators and collaborators are synced with the University of Bath address book. If any details are incorrect, missing, or you cannot find the colleague/student you are looking for, please contact research-ethics@bath.ac.uk

How can I add external investigators/collaborators to my project?

External collaborators can be added in the following section: B2.2: External collaborators, include their role if working with animals or animal tissue, and also note any research integrity concerns To share the form with external collaborators, click ‘View as PDF’ in the left side menu and save the application as a PDF document. Only questions that you have already answered will be included in the PDF.

My project already has a favourable opinion from another institution or agency. Do I also need an ethics review from the University of Bath?

Yes. You should create an Ethics@Bath application and indicate that your project has been reviewed elsewhere in Section A3 ‘Existing ethics review’. You will be asked to provide the relevant information and documentation. Once submitted, this will be forwarded to the External & Sponsorship Committee and you will receive updates about your application via email.

Where can I find my ethics project ID?

Your project ID can be found under the ‘Work Area’. Look under projects, and the project ID can be found next to your project title.

Where can I find guidance and templates for creating my participant information materials and/or consent forms?

You can find useful templates within the ‘Help’ tab of the top menu. Visit this page for guidance and templates on developing participant information materials: https://www.bath.ac.uk/guides/participant-information-materials/ Visit this page for guidance and templates on developing informed consent materials: https://www.bath.ac.uk/guides/informed-consent/

I’m not using a written participant information sheet / consent form, what should I upload?

If you are not using written participant information sheets or consent forms, but are using another format, these files still need to be uploaded as part of your ethics application. If you have any issues uploading your files, please contact research-ethics@bath.ac.uk.

How do I share my application with collaborators at the University of Bath?

1. Click on the project you want to share. 2. Click Share in the Action Panel. You must have the main form selected to see this button. 3. Enter the collaborators email address. This must be a University of Bath email address. 4.Using the check boxes, edit the collaborator permissions, I.e., read, write, submit, share, or create sub forms. The selected role will apply to the entire project - that is the main form and all existing and future sub-forms. 5. You can use the green + button to list additional collaborators and assign their role 6. Click ‘Share’ to save NOTE: External investigators can't log in to the ethics system without a Bath email, so you can't share the project with them. You need to print a PDF of the project and email it to them.

How do I change the access permissions for my collaborators?

1. Click into the project where you want to change access permissions. 2. Click into ‘Collaborators’, which is on the same line as ‘Navigation’ 3. Find the name of the collaborator 4. Select ‘Edit Permissions’ 5. Using the check boxes, edit the collaborator permissions, I.e., read, write, submit, share, or create sub forms. 6. Click ‘Save’

How will I know when my application has been submitted?

You will receive an email notification from: donotreply@infonetica.net. This email will contain your application reference number, project title and a link to the form.

Can I print and/or save a copy of my ethics application?

Yes. To print your application: 1. Go onto your ‘Work Area’ 2. Select the form your wish to print 3. Select ‘View as PDF’, the form should open in a PDF in a new tab 4. Print the PDF

How can I see what access permissions I have on a project?

1. Log into the ethics application and go into your ‘Work area’ 2. Select the ‘Shared’ tile 3. This area shows a list of shared projects, their title, ID and access 4. Using the ‘Access’ you can see permissions, as well as view the form.

How can I unlock or make changes to a form that is ‘Locked for Review’?

Approved applications need to be unlocked to allow amendments to be made. To have your form unlocked, please email: research-ethics@bath.ac.uk where an ethics admin can action this for you.

How can I check the status of my application?

Applicants can check the ‘status’ of the form by going to the 'Work Area'. Under the project title, select the drop-down arrow, the ‘Form Status’ is displayed.

I think my project should be under a Non-Disclosure Agreement (NDA), what should I do?

The NDA option (question A4.6) should only be ticked if the NDA is so narrow that the information provided in the application cannot be considered by a DREO, Second Reader or Committee. If your application can be considered by a DREO, Second Reader or Committee, tick ‘None of the above’ in question A4.6. If the NDA does not allow you to share your application with a DREO, 2nd reader or Committee, a ‘need to know’ panel will be created to consider the ethical implications of the project. Tick ‘Requires or is already under a Non-Disclosure Agreement (NDA)’ in question A4.6.

Who should be the Lead Investigator on my project?

The Lead Investigator is the person who will lead the project at Bath and who will sign and submit the ethics application. For student projects, the Lead Investigator should be the student (rather than the supervisor). If there is more than one student working on this project, enter the name of the 'lead' student who will sign and submit the application. The Lead Investigator is treated as the ‘Applicant’ in the System. The applicant receives all correspondence and notifications about the application throughout the project lifecycle.

I received a favourable opinion but now I am making changes to my project. Do I need to submit an amendment?

Please visit the following webpage if you need to submit an amendment to a favourable application: https://www.bath.ac.uk/guides/amendments-process/

I need to submit an amendment to a project that was given a favourable opinion before the new online system was launched. What should I do?

Please visit the following webpage if you need to submit an amendment to a project that was given a favourable opinion before the new online system was launched: https://computingservices.sharepoint.com/sites/EthicsatBath/SitePages/Ethics@Bath-Guides.aspx

I have a query about ethics

If you require help with general ethics queries, please visit the Research Governance and Compliance Team’s webpages for further guidance: https://www.bath.ac.uk/topics/research-integrity-and-ethics/