Frequently Asked Questions

Notification Email

I did not receive my notification e-mail:
1.Please check if your have typed in your correct e-mail address in the user name of your log in details. 2. Please check your spam folder. 3. Please check your network setting or refresh your browser. 4. If none of the above assist you, please contact the system administrator:

Unable to login to Research Ethics Application

I am unable to login to the Research Ethics Application system using my username and password.
If you have difficulty accessing the Research Ethics Application system, please forward a request for access to Please make sure you have registered and activated your account via an email that was send to your registered email address. If you are in Outlook, the e-mail will appear in the “other” not on “focus.”

I cannot find my supervisor/collaborators

I cannot find my supervisor/collaborators listed using the search function.
Please notify your supervisor or collaborators to register on the system before you can upload them Or If you are having trouble finding your supervisor's details or collaborator’s details, please try searching by surname only

I have received an email notifying me that changes

I have received an email notifying me that changes need to be made to my application, how do I view the reviewer‘s comments?
Responding to Reviewer’s Comments in the Applicant Manual to learn how to respond to Form comments. After you are done please resubmit the application

I want to upload a new attachment

I want to upload a new attachment to replace the old one. Is it possible?
Please note you will be able to delete or remove the attachments by clicking the delete button and after please click the upload button.

Data Management

Why is research data management considered during the ethics review process?
The purpose of the ethics review process is to ensure that the ethical issues associated with conducting the research have been identified and addressed. As well as legal requirements and complying with the University’s policy on the management of data supporting research outputs, there are ethical issues associated with collecting, managing, storing and sharing personal data for both researchers and research participants. The ethics review includes making sure that potential participants will be able to make an informed decision about participation in a research project. In order to make an informed decision it is important participants understand what data will be collected about them, what is going to happen to that data and the risks associated with how the data would be used, stored and shared.
What is personal data? What is identifiable data?
Research data is defined as the recorded information (regardless of the form or the media in which they may exist) necessary to support or validate a research project’s observations, findings or outputs. Research data may contain personal data. Personal data is information that relates to an identified or identifiable living individual. That individual must be identified or identifiable either directly or indirectly from one or more identifiers or from factors specific to the individual.
Should I take steps to de-identify my research participants?
In general, data should be managed and used in such a way as to protect the confidentiality of the research participants. In accordance with the principle of data minimisation, unless there are good reasons for identifying the participants from the research data and the research outputs, it is good practice to remove as many identifying characteristics as you can and as soon as you can. There must be a good reason for keeping identifiable data and for sharing it with others, and if you need to do this you should obtain and keep a record of participants’ informed consent for this. It is important to describe how the data will be handled clearly and accurately. For example if the information sheet says that the data will be anonymised then you are obliged to do this. In some settings it may be appropriate to ask participants if they would like to be identified, for example when attributing a quotation to an elite or expert interviewee.
What platforms can I use for online interviews?
Microsoft Teams is the University’s approved platform for virtual meetings and currently the only platform approved for conducting meetings where confidential or sensitive subjects will be discussed. Zoom may be sufficiently secure for some situations. Refer to the University’s Information Security website for guidance. Practical considerations when planning interviews to be conducted online include taking into account varying degrees of digital literacy and access to technology. It may be more difficult to tell if the location is suitable, such as whether the participant is in a safe place or if they could be overheard.

After Approval

Is ethical clearance needed for my research

Is ethical clearance needed for my research
Ethics approval is needed for all research involving human participants, human tissue or data from which individuals could be identifiable, in accordance with the University’s policy on the ethical conduct of research involving human participants and personal data. Ethics approval must be obtained before the research starts, including before participants are recruited. Please make sure you allow enough time for the review process when planning your research.