ERM Training | Researchers

Hello and welcome to the series of videos on ERM. In this video, you will learn about the work area, and about how to create and delete folders. You will see there are two work areas, a smaller one in the top left-hand corner of the screen, and a larger work area in the main body of the screen. The tiles in the smaller work area can disappear and appear by clicking on the chevron. By clicking on the home button no matter where you are in ERM, it will bring you back to this screen. The notifications button here brings you to the same work area as the notifications tile in the general working area. The number is red, indicating that there are actions to be done in the notifications area. If you click on the notifications tile, you’ll be taken to the notifications screen, and here you will see, there are five notifications that need to be read or actioned. By opening one of the messages, and actioning it, and reading the message, you’ll see that the number of notifications has decreased. By going back to the home screen, it is the same as the number in the notifications area and the general work area. We have added messages, projects in each of these folders and in the projects area and in the general working area which we will deal with later. But for now, let’s create a folder. Click on the create folder, type in the name of the folder, create it and you will see that the folder appears in the general work area.

To delete a folder, select the folder you wish to delete. Delete it, and a safety question will appear, ensuring that you have chosen the correct folder to delete. Delete it, and once again, the folder will disappear from the general work area.

In this video, you will learn how to create a project and how to delete a project. We begin in the entry screen. If at first, the tiles don’t appear here, check the position of the chevron in the Actions toolbar.

Click on the chevron and the tiles will appear. Now, let’s create a project. Click on create project tile. Enter a project title. Select the jurisdiction and select the main form. For the purposes of this exercise, we will create an HREA. Press on the create button, and you will see that the project will appear in the project section of the main screen. Which we call the general work area screen.

To start the completion of your HREA, click on the project, and the HREA form will be highlighted. Go down to the ERM filter questions hyperlink, click on that, and continue to answer the questions as they appear. Continue to answer the questions, and following the prompts, as you progress through the HREA, you can navigate between screens by clicking on the previous tile or the next tile. This should automatically save your information, however, as a safeguard, once you have entered a significant amount of information, you could also press the save tile. When you feel you have completed the HREA, you can check its completeness by clicking on completeness check. A pop-up box appears indicating which areas are still to be completed. These areas are hyperlinked. By clicking on the hyperlink, it will take you directly to the question that requires an answer. The question requiring an answer will be evident as it will be outlined by a red line. Once you complete that answer and save your work, the red line will disappear. You can continue these steps by completing the questions, checking for completeness and saving your data until the HREA is completed.

Once the HREA is completed you are ready to sign and submit by clicking on the submit button. Should you wish to create an LNR form, the process is exactly the same. At the home screen, you click on create project, you enter the project title, select your jurisdiction, and then the main form drop-down box, instead of selecting HREA, you select the LNR form. You create it and once again the project will appear in the project section in the main screen. You will receive system-generated emails when your applications is received, validated and assigned to a meeting.

These notifications will appear in the notifications tile in your main general working area. Please remember to address these notifications as they appear to enable quick processing of your application.

Now, let’s delete a project.  Select the delete project tile, click on it, ensure that you are deleting the right project, and press delete. A safety question will appear, making sure that you have selected the correct project to delete. Delete it and you will see that in the main projects area, the project has been deleted.

We hope you have found this helpful if you have any questions that you would like to ask, or any improvements to this video, please contact us.

In this video, you will learn how to, search for an existing project, duplicate a project, and transfer a project to a new project owner. When searching for an existing project, make sure you are in the entry screen. Use the search projects field under the Projects header in the general work area. Please be mindful that the search using this search bar, will be restricted to any projects listed in this area. If you have created folders like we have here, you will need to do separate searches in each folder to look for your project. Click on the folder and use the search field here. If you are still unable to locate your project, it may be because you are not the project owner i.e. the person who created the project, or the project owner has not yet shared the project with you. In this case, contact the project owner and ask for your role to be created against the project. If you don’t know who the project owner is, contact your local HREC or research governance office and provide them with the Project title, the Project ID or the HREC number. If after all of these efforts you are still unable to locate the project and you know the project has been created in ERM, contact the HIIRO Reg office for further advice. (HIIRO_REG@health.qld.gov.au)

Now, let’s duplicate a project. Once again, ensure you are in the entry screen. Click on the Duplicate Projects tile, select the project you wish to duplicate, give it a new title, and duplicate it. This will create a new project containing the same forms that you selected to duplicate. The forms will contain the information entered on the original forms, however, the documents that were uploaded to the original project, and to the original forms are not included. Once the project has been generated, you will see it listed under the project's title in the main work area screen. To transfer a project, make sure you are again in the entry screen. Start the transfer button by clicking on the transfer tile, and a pop-up window will appear. Enter in an email address, select the projects you wish to transfer, and then press transfer. You will notice that it says, this email address does not appear on the ERM system. To transfer a project, the person must already be in the system. A little message, select the projects you wish to transfer and then transfer. Please note, that once you transfer a project, you will lose all access to that project unless the new owner shares the forms with you. An example of when you might need to transfer projects is when you are going on leave or you are leaving the study altogether.

In this video, you will learn how to create a subform, for example, a Site Specific Assessment, and how to delete a subform. We start again on the entry screen. Go down to the projects area in the lower half of the screen, select your project, and

Under project tree, you will see the project, and the HREA, the main form. The HREA has obviously been completed. But if you look under the form status, it has not yet been submitted. If the HREA has not yet been submitted to the HREC for approval, the only subform available in the drop-down box will be the Site Specific Assessment form. Let’s create one. Ensure that the HREA box is greyed out if it's not, you make it grey by clicking on it. Go over to the create subform tile, under the Actions toolbar in the left-hand panel, select the jurisdiction, and you will see, indeed the only subform available that can be created is the Site Specific Assessment form. Let’s create it. It now appears under the HREA. If you now go back to the home screen again and select a project that has been submitted, for example, the lasagne project. In the project tree you will see there is the project, the HREA, and the SSA form. The HREA box being grey is showing that not only has it been submitted, it has also been approved. I would like to show you that for a HREA that has been approved, the selection of subforms in the drop-down box is different. Let’s go to the subform, select the jurisdiction, and here you will see that there is a larger number of subforms that can be created for a HREA that has already been approved. Let’s create one. The subform that has been created now appears. In both cases, where a HREA has been not submitted or submitted and approved, select the subform as appropriate. Complete it and then submit it in the same manner as you would submit the main form. Remember you have to submit your main form before you can submit your SSA or any other subform. Once the SSA has been approved, as in this case and you can verify that by clicking on the SSA, making sure the box is grey, you indicate that this is the form you are speaking about, you can check it in the form status, and it has been approved. Once it has been approved or authorised, you can create other subforms. Select it, create the subform, click on the subform tile and choose the form you wish to create. Let’s create one.

You will see that the other subform has now been created under the SSA form. Now that we know how to create subforms, let's delete one. Select the form you wish to delete, ensure that the box is highlighted grey, click on the delete form tile and a safety question pops up to ensure that this indeed is the form you wish to delete. Then delete it, you note that the form is no longer there. It’s important to remember that you can only delete a form prior to submitting.

In this video, you will learn how to respond to requests for further information from HRECs or RGOs once a form or a subform has been submitted. These notifications will appear in your notification folder, that you will see either in the smaller area on the left-hand side of the screen or in the large notifications folder in the general working area. For this exercise, let’s assume that you have a project that has a HREA, SSA form and post-authorisation notification form submitted. Let’s assume that a request for further information is about the HREA. Respond to the questions only in the form.

Open the HREA and make the notifications, modifications or upload any supporting documentation through the application form itself, or through the subform itself. Do not use the correspond tile, or do not create a subform to address this further information. Always remember to do so by going to the form questions or the subform in question. Provide both track changes and clean versions of the amended document, for example, an SSA or a protocol. include a new version number and date in the footer of these documents. Upload amended documents with the new version of the form or the subform, sign the new version of the application form or subform and submit using the submit button that you will find to the left side of the screen.