Keynote topics for researchers

Information to support the specific keynote topics that affect researchers in their adoption of MyResearch.

Temporary closure of ethics submissions in January 2021

There will be temporary changes to ethics submissions prior to go live to enable the migration of all current ethics applications and approvals into MyResearch.

There will be temporary changes to ethics submissions prior to the system going live to enable the migration of all current ethics applications and approvals into MyResearch.

All ethics submissions – human ethics (including low and negligible risk applications), animal research, teaching and breeding – will close at 11.59pm on Sunday 10 January 2021. Submissions will recommence in MyResearch at 9am Wednesday 27 January 2021.

There will be no new applications, amendments, approvals, ratifications, registrations, ANRFA, exemptions or milestone reports accepted during this 16-day period.

Adverse event reporting will continue with paper-based forms for animal and human ethics matters during this time.

For human ethics low and negligible risk (LNR) applications, due to reviewer availability in December/January and temporary changes required for MyResearch Data migration, any applications submitted after 11 December 2020 will not be reviewed before the launch of MyResearch on 27 January 2021.

For human research ethics applications, hrea.gov.au will no longer accept UQ ethics applications. This means that researchers with an ‘in progress’ draft application on hrea.gov.au must submit their application by 11.59pm Sunday 10 January 2021, or can recommence their application in MyResearch after 9am Wednesday 27 January 2021.

Animal ethics mandatory annual reports due in February 2021, will also continue via the current UQ online form for this round of reporting.

For more information please contact Dr Marc Kamke at director.ethics@research.uq.edu.au.

Data migration from legacy systems

Researchers will have improved visibility of ethics applications and approvals in MyResearch.

It is important to understand, however, that there are limitations to the data that has been migrated from legacy systems into MyResearch. It is estimated that approximately 90% of application data available has been migrated, but this does leave a small gap.

The completeness of the application data migrated differs for human and animal ethics applications, and the implications of this differs depending on what you would like to do next with the application.

All ethics approvals

The chief investigator retains responsibility for ensuring that all information contained in the ethics application is accurate and complete.

It is recommended that applicants review information that has been migrated and consider any updates that are required.

Updates may only be required if information is found to be missing and is relevant to amendments you may be considering (discussed below). If there are no new amendments sought, the project can proceed to closure without any updates.

If you are unable to find your latest documents for your legacy applications and approvals, please contact the Research Ethics and Integrity team who can assist in locating these documents.

Human ethics data migration

For human ethics approvals submitted using the NHMRC Human Research Ethics Application (HREA), data submitted with the original HREA form will be migrated together with the original documents attached to the application.

Any amendments made after the initial application will not be reflected in the migrated HREA, as those will have been made using a manual form. These amendment forms will also be migrated to MyResearch for archiving, but this information is not visible to the researcher.

For existing human ethics approvals submitted using a non-HREA form, there is little to no application data that has been able to be migrated. .

Human ethics – next steps for amendments

Researchers can submit an amendment in MyResearch. To do this in the first instance, update the key information in the HREA (such as the current project team) to best match the last application approved by the ethics committee and then add information relevant to the amendment application.

Your records of the last approved application for an amendment may assist you to update any information missing from the details in MyResearch. If you are unable to find your latest records, the Research Ethics and Integrity team can assist in locating these documents.

When you have submitted your amendment, the MyResearch workflows will send submitted amendments for an administrative review, and then onto ethics committee for review, if required.

For existing human ethics approvals submitted using a non-HREA form, please contact the Research Ethics and Integrity team to discuss options for applying for an amendment.

Animal ethics data migration

Animal ethics online application forms have been newly created for MyResearch, with new data fields now designed into the digital workflow. This means that for current animal ethics approvals there is very limited data that has been able to be migrated into your MyResearch project. Data migrated is less than what has been possible for human research, as the new forms could not be pre-populated. This means that the information gap that researchers will see in their current approvals is more than for human research.

Animal ethics availability of documents for legacy applications and approvals

Animal ethics documents have not been migrated into MyResearch. These may include PDF versions of previous applications, amendments or approvals. If you need these to progress with future amendments, please contact the Research Ethics and Integrity team who can assist in locating these documents. Animal ethics documents have not been migrated into MyResearch. These may include PDF versions of previous applications, amendments or approvals.

If you need these documents for future amendments, please contact the Research Ethics and Integrity team who can assist in locating these documents.

Animal ethics – next steps for amendments

For animal ethics amendments to migrated approvals in MyResearch, researchers will need to complete a digitised version of the existing amendment form.

An amendment is required for the following changes to an approved project:

Change to animal details (e.g. breed/strain)
Change to personnel and location
Extension in project duration up to 6 months

For the following, an amendment will not be accepted, you will need to commence a new application::

Addition of new experiments
Addition of new animals (unless under exceptional circumstances)
Change to existing experimental design (unless the change is considered minor). If altering an approved project’s experimental design, it is recommended that a flowchart is submitted to illustrate how the proposed amendment(s) associated with and support the original scope of the project. This will assist the Committee when considering the amendment.
Any significant changes that fall outside of the original scope of the project.

Animal ethics freeze on extended approvals and extensions

On 31st August 2020, an update was distributed by the Director Research Ethics and Integrity. This update stated that any new applications submitted (between now and MyResearch implementation) will be granted for a maximum of three years. In addition, extensions to currently approved projects will also be limited to end 2023.

This decision is important to time-limit legacy applications held within MyResearch. When MyResearch is available, the limit on the duration of animal ethics approvals will return to 5 years.

For more information please contact Dr Marc Kamke at director.ethics@research.uq.edu.au.

Capability for submission of single amendments only

MyResearch digital workflow is enabled to manage one active amendment application at a time. That amendment application may include one or more proposed modifications to the project. To submit an additional modification, the current application amendment needs to be withdrawn, updated and resubmitted. Alternatively, a new amendment application can be submitted when the current application is approved.

Current approvals without an identified owner

Researchers requiring both UQ and external user profiles

Some UQ researchers may have additional concurrent affiliations with other organisations for which they will need to submit ethics applications for research, teaching or breeding activities. For these individuals, more than one user profile can exist in MyResearch.

For example, a researcher may conduct research through their affiliations at UQ and would login to MyResearch using their UQ username and password (single sign on) for these ethics submissions.

The same individual may also hold an appointment at another organisation and would login to MyResearch using their external email address and chosen password for these ethics submissions.

Note that for these individuals they would not have a single view of all current applications and projects on a single dashboard, but on the dashboard of the respective profiles they are managing.