Online ethics review system

Peter A. Bath (Deputy Chair, UREC)Peggy Haughton (Minute Secretary, UREC)

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.

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