Frequently Asked Questions

Where can I log into ERM?

Applicants https://submission-ethicalreview.manchester.ac.uk to submit an application Reviewers https://review-ethicalreview.manchester.ac.uk to review submitted applications You will need your University of Manchester username and password to access the system. If you need assistance with this, please contact the IT Services Helpdesk. Note: IMPORTANT! Students and their supervisors should access the Applicant side only.

Can I access the ERM system off-campus?

Yes, the system can be accessed from any location in which you have a stable internet or Wi-Fi connection. Please use the following browsers Recommended: MS Internet Explorer v 9.0 or later, or other industry-standard web browser of equivalent or better functionality such as Firefox or Chrome. For speed purposes we recommend Firefox or Chrome. Excluded: The following browser versions are specifically excluded from the list of those considered of equivalent or better functionality when using the ERM. • IE < 9.x (including Mac OS versions) • Safari < 3.x • Firefox < 3.x • Opera < 9.5 • Netscape all • Browsers based on Webkit versions released before June 2009. • Any browser of any version running on PowerPC based Apple Macintosh systems. Browser versions are subject to on-going support by the browser manufacturer and may change over time.

Where can I find out if I need ethical review?

Before submitting an application for ethical review, please ensure you have used the Ethics Decision Tool to verify if ethical approval is needed https://www.training.itservices.manchester.ac.uk/uom/ERM/ethics_decision_tool/story.html Guidance on routes of review can be found on the Research Ethics website, please read this carefully before submitting as you will experience significant delays if the wrong route is selected. https://www.staffnet.manchester.ac.uk/rbe/ethics-integrity/ethics/

I’m not confident in the outcome of the Ethics Decision tool, where can I go for more information?

Please contact Research Governance, Ethics and Integrity (RGEI) office by emailing research.ethics@manchester.ac.uk and be sure to include a copy of the outcome text that you received when using the tool. Note: IMPORTANT! Please note the RGEI office is only able to accept queries from supervisors. Student queries will be returned and they will be encouraged to speak with their supervisors in the first instance.

I need to obtain ethical approval via the Health Research Authority (HRA) or the NHS Research Ethics Committee (NHS REC). Can I use the ERM system?

The ERM system should only be used for applications made to the University Research Ethics Committee (UREC) or a Division/School panel. All applications to the HRA or NHS REC should be made via IRAS which is a separate system to ERM. For more information on which type of ethical approval is needed for your study, please first use the Ethics Decision Tool. If you still require further information please contact: • For those based in the Faculty of Biology, Medicine and Health (FBMH): Lynne Macrae Lynne.K.Macrae@manchester.ac.uk • For those based in the Faculties of Science & Engineering or Humanities: Genevieve Pridham Genevieve.Pridham@manchester.ac.uk

I need NHS R&D approval as well as UREC approval, can I use ERM?

Yes, you can use ERM for the UREC application but you will still need to complete an IRAS application for the NHS R&D portion. For specific guidance on this process, please refer to question A2 in the ERM system. Please refer to the How to create an ethics application PDF guide for information on ERM application completion and visit https://www.myresearchproject.org.uk/ to complete your IRAS application. Alternatively contact the following individuals: • For those based in the Faculty of Biology, Medicine and Health (FBMH): Lynne Macrae Lynne.K.Macrae@manchester.ac.uk • For those based in the Faculties of Science & Engineering or Humanities: Genevieve Pridham Genevieve.Pridham@manchester.ac.uk

I am affiliated with 2 different Divisions or Schools, how do I know which one to select on my form?

Please ensure you select the Division or School of your primary supervisor or if you are a member of staff, the Division or School that is your primary affiliation.

I’m a staff member and also a student, how do I fill in my application form?

You need to consider in what capacity you are conducting the research project. If this is part of a staff project that you have received funding for, then select the Staff option. If this is part of the degree programme that you’re on (UG/PGT/PGR) then please select the Student option.

Can I print my application form?

Yes, please open your application and look for the View as PDF action button. You can then generate a PDF for sharing or printing.

My contact details are incorrectly displayed on my ethics application. How can I change these?

The ERM system automatically imports your contact details from the University’s Open Directory. If these are incorrect, please first visit your Open Directory entry: http://directory.manchester.ac.uk/ From here, please click on the purple button at the bottom of the screen entitled ‘Change Your Details’ and update your profile accordingly. If you are unable to change your details then please contact the IT Services Helpdesk for assistance.

How can my supervisor(s) or colleagues read/contribute to my form?

Please ensure you first share the form with your supervisor or colleagues. For instructions on sharing, please refer to the applicant user guides on the Research Ethics website. Once you have shared the form with your supervisor or colleagues, they will be able to read and contribute to your form. https://www.staffnet.manchester.ac.uk/rbe/ethics-integrity/ethics/erm/

I’m trying to add/share my application with colleagues and/or my students or requesting their signatures but the system says it can’t locate them? What do I do now?

Please ensure your colleagues and/or students have activated their ERM account. To do this, ask them to log into the Submission side of the ERM system: https://submission-ethicalreview.manchester.ac.uk Once they have done this, the system will keep a record of their details for future use. Note: IMPORTANT! Remember to use the search field located above the contact question to locate the name of your supervisor(s) and auto-populate their correct contact details. Your Supervisor MUST login in ERM at least once in order to activate their account in order for you to use this feature.

How do I sign my form?

Please refer to the applicant user guides on the Research Ethics website. https://www.staffnet.manchester.ac.uk/rbe/ethics-integrity/ethics/erm/

How long does the ethical review process take?

This will depend on whether you are seeking review via the Proportionate or Full University Research Ethics Committee (UREC) or at Division/School level. Please refer to the FAQ for the average turnaround times http://documents.manchester.ac.uk/display.aspx?DocID=29871 Please ensure you take into account these timeframes when submitting your project to allow for plenty of time to complete the ethical review procedure.

How can I see the status of my application during the review process?

First, log into ERM and locate your application. Once opened you will see the ‘form status’ which appears just below the reference number of your application in the left/middle of the screen. The form status will let you know where your application is during the course of the review. If the status is 'not submitted' or 'changes requested' then the application is still with you and has not been submitted or resubmitted to the committee. If the status shows 'submission in progress' for longer than one hour, please contact the Research Ethics team for support.

I made a mistake and need to retrieve my submitted form. What should I do now?

If this occurs, please contact either your school / division ethics team (students in HUM, Pharmacy, Psychology, Computer Science or Civil Engineering), or the research ethics team.

I’m leaving the University and need to hand over my application to a colleague. What should I do now?

Please use the ‘Transfer’ function in ERM to transfer ownership of the form to your colleague who must be a UoM member of staff. For specific steps of how to do this, please refer to the applicant user guide on the website https://www.staffnet.manchester.ac.uk/rbe/ethics-integrity/ethics/erm/

I need to make a change to my approved research project in ERM. What do I do now?

Please seek an amendment request. For specific instructions on seeking an amendment request please refer to the Research Ethics website https://www.staffnet.manchester.ac.uk/rbe/ethics-integrity/ethics/erm/

I received ethical approval for an application that did not go through the ERM system and now need to seek an amendment. What should I do now?

Please contact the research ethics team.

I’ve lost the email that had my letter of ethical approval, how do I get another copy?

The ERM system automatically saves a copy of all emails and letters generated in the system. You can locate your letters by going into your Notifications at the top of the screen or by selecting your application from your work area and clicking onto the History tab, where you will be able to find a copy of the original notification message and attached letter. For all archive projects (those approved outside of ERM), please email research.ethics@manchester.ac.uk for assistance in obtaining your letter of ethical approval. Please note that the team may not be able to assist with archive projects as this will depend on both the date and route of approval.

My project was granted an unfavourable ethical opinion, what do I do now?

Please consult your letter of unfavourable ethical opinion sent to you via email or stored in ERM. The letter will outline if your project is eligible for a resubmission. If so, you will need to prepare a new ethics application in ERM and submit via the normal process but being sure to indicate in section A that this is a re-submission. Otherwise, you will need to re-think your research project and develop a new one that does not pose the same ethical issues as your previous submission.