School of Psychology Online Ethics
Guide No. 2
Submitting an ethics update for
review.
Log-in
The easiest way to access the online ethics system is to go to the School web pages, click
on the Research tab, then click on “Ethics” in the left hand panel. The central text box
will then display a link to the system: the link is “online”.
It makes sense to bookmark it for future access
The direct and full URL is as follows:
https://w3.abdn.ac.uk/clsm/PsyEthics/Account/Login.aspx?ReturnUrl=%2fclsm%2fPsyEth
ics%2f
Below is the entry screen:
Enter your University username and password here
Part 1:
Updating an application originally made via the new online
system (i.e., 2014 onwards)
Log-in
Visit
https://w3.abdn.ac.uk/clsm/PsyEthics/Account/Login.aspx?ReturnUrl=%2fclsm%2fPsyEth
ics%2f
Select the application you wish to update
Once you have logged in you will see this screen
Click on ‘Applications’ to select a list of your applications made
via the online system
Click ‘Update’ next to the past application that you wish to update
You will then see
this screen, click
‘Start Update’ to
proceed
Answer ‘Yes’ or ‘No’
to each of the
questions
Once completed, click ‘Next’
You will be asked to provide additional information for each of the sections you wish to update
in the following screen(s). You will only be required to complete those appropriate to the change(s)
you wish to make
1. Changes to researchers
Enter the name(s) of any
additional researchers
that you wish to add to
the project here
If any additional information is appropriate
(e.g., any issues which may be raised by
adding the researcher), this should be
entered here
Once completed, click ‘Next’
2. Changes to recruitment methods
To add a new
recruitment method,
please enter the
relevant details here
Once completed, click ‘Next’
NB: You will usually be required to upload other relevant documentation when adding a new
recruitment method (e.g., a SONA system checklist, a copy of a recruitment poster, text to be
included in the ‘message of the day’ or a letter confirming permission to put up advertisements
in buildings other than the William Guild building). This should be done when you reach the
‘attachments’ section of the update application
3. Making other minor changes
If you wish to make only
minor changes to project
that are substantial
enough to warrant
an update, BUT that DO
NOT raise any new ethical
issues (see PEC application
form), then these should
be detailed here.
Once completed, click ‘Next’
4. Making other major changes
If you wish to make major
changes to the project
that are substantial
enough to warrant an
update AND RAISE
NEW ETHICAL ISSUES
(see PEC application form),
please enter the details
here.
Once completed, click ‘Next’
Uploading relevant documents
Any relevant documents (e.g.,
SONA checklists, amended consent
or debrief sheets, copies of
questionnaires etc.) should be
uploaded here. Failure to do so will
result in a delay in processing your
application
Once you have browsed your computer and selected
the relevant file(s), you must type a description
(e.g., debrief sheet and click ‘Upload file’.
Either an error message or a box showing the
files successfully uploaded will then appear here
Once completed, click ‘Next’
Signing the declaration
Once you have completed
all relevant sections of the
application, please click the
box next to your name (any
others will be greyed out)
to sign the application.
Once you have signed,
click ‘Save and Finish’
NB: All researchers must sign the declaration page before an application update will be
submitted for review. Named researchers will receive an email providing a link to the
application. They must then read through and either sign by clicking the box next to their
name, or make changes if required. Any changes will result in all researchers receiving a
further email requesting that they check the changes and resign the application. Once all
researchers have signed, the application update will be submitted for review.
You will see this
message, click ‘OK’
to continue
After clicking ‘OK’ you will see
this screen which displays all of
your updates (including those
that you are a named researcher on).
This provides you with details
including the status of your update(s).
The emails sent to all researchers at this point are similar to those sent when making an new
application and should be treated in the same way (please see ‘School of Psychology Online
Ethics Guide 1: Submitting an application for ethical review’ for more information)
Part 2:
Updating an application originally made via the old paperbased system (i.e., pre-2014)
Log-in
The easiest way to access the online ethics system is to go to the School web pages, click
on the Research tab, then click on “Ethics” in the left hand panel. The central text box
will then display a link to the system: the link is “online”.
It makes sense to bookmark it for future access
The direct and full URL is as follows:
https://w3.abdn.ac.uk/clsm/PsyEthics/Account/Login.aspx?ReturnUrl=%2fclsm%2fPsyEth
ics%2f
Below is the entry screen:
Enter your University username and password here
Once you have logged in you will see this screen
Select ‘New Update’ to make changes to a previously
approved Application that was submitted via the paperbased system prior to 2014
Searching for your application
Once you have entered your PEC
number, click ‘Find’ to search for
your application
NB: PEC numbers from the paper-based system were allocated as follows: day/month/year/4
number digit. I.e., if your PEC number is 0512134000, it means it was forwarded for review
on 5th Dec 2013 and was the 4000th application received. When entering this into the new
system, the same number should be entered as PEC/4000/2013/12. Newer PEC numbers
generated by the online system are displayed in your ‘Application’ section, and must also be
entered in the same format
If your original application was made pre-2014, it is likely you will receive this warning
message. Click ‘Proceed’ to continue
Please enter the details
relating
to the original project in the
relevant boxes
Once completed, press ‘Save’
Your project
details will be
displayed here
Answer ‘Yes’ or
‘No’ to each of
these questions
Once completed, click ‘Next’
You will be asked to provide additional information for each of the sections you wish to update
in the following screen(s). You will only be required to complete those appropriate to the change(s)
you wish to make
1. Changes to researchers
Enter the name(s) of any
additional researchers that
you wish to add to the
project here
If any additional information is appropriate
(e.g., any issues which may be raised by
adding the researcher), this should be
entered here
Once completed, click ‘Next’
2. Changes to recruitment methods
To add a new
recruitment method,
please enter the
relevant details here
Once completed, click ‘Next’
NB: You will usually be required to upload other relevant documentation when adding a new
recruitment method (e.g., a SONA system checklist, a copy of a recruitment poster, text to be
included in the ‘message of the day’ or a letter confirming permission to put up advertisements
in buildings other than the William Guild building). This should be done when you reach the
‘attachments’ section of the update application
3. Making other minor changes
If you wish to make only
minor changes to project
that are substantial enough
to warrant an update, BUT
that DO NOT raise any new
ethical issues (see PEC
application form), then
these should be detailed
here.
Once completed, click ‘Next’
4. Making other major changes
If you wish to make major
changes to the project that
are substantial enough to
warrant an update AND
RAISE NEW ETHICAL ISSUES
(see PEC application form),
please enter the details
here.
Once completed, click ‘Next’
Uploading relevant documents
Any relevant documents (e.g.,
SONA checklists, amended consent
or debrief sheets, copies of
questionnaires etc.) should be
uploaded here. Failure to do so will
result in a delay in processing your
application
Once you have browsed your computer and selected
the relevant file(s), you must type a description
(e.g., debrief sheet and click ‘Upload file’.
Either an error message or a box showing the
files successfully uploaded will then appear here
Once completed, click ‘Next’
Signing the declaration
Once you have
completed all relevant
sections of the
application, please click
the box next to your
name (any others will be
greyed out) to sign the
application.
Once you have signed,
click ‘Save and Finish’
NB: All researchers must sign the declaration page before an application update will be
submitted for review. Named researchers will receive an email providing a link to the
application. They must then read through and either sign by clicking the box next to their
name, or make changes if required. Any changes will result in all researchers receiving a
further email requesting that they check the changes and resign the application. Once all
researchers have signed, the application update will be submitted for review.
You will see this
message, click ‘OK’
to continue
After clicking ‘OK’ you will see
this screen which displays all of
your updates (including those
that you are a named researcher
on). This provides you with
details including the status of
your update(s).
The emails sent to all researchers at this point are similar to those sent when making an new
application and should be treated in the same way (please see ‘School of Psychology Online
Ethics Guide 1: Submitting an application for ethical review’ for more information)