Online ethics review
system
Peter A. Bath (Deputy Chair, UREC)
Peggy Haughton (Minute Secretary, UREC)
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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
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Proposal for online system
• Proposed, discussed and agreed at UREC
meetings in 2012-13
• Development by epiGenesys throughout 2013
• User group set up in 2013
• Meetings between epiGenesys, users and members
of UREC
• Ongoing consultation feedback throughout 2013-14
• Feedback used to develop system further
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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
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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
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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
(ScHARR); 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
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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
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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
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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
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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.
13/04/2015 © The University of Sheffield