Frequently Asked Questions

General ERM

How do I create an application?
1. Login to Infonetica ERM For student projects, this step should be done by the Monash supervisor. 2. Select the "Create Project" tile on left hand side of the screen. 3. Select the "Human Ethics Application Form". 4. Start at the "Checklist" section of the application. 5. Use the "Next" button on the left hand side of the screen to navigate to the next section of the application and complete each section sequentially. 6. Click "Submit" to submit your application to our office for review.
How do I correspond with the office?
Click on your project to view it. Underneath the panel titled "Actions" on the left hand side of the page, click on the "Correspond" tile. Enter your message for the office in the free text box and attach any files, then click Send.
How do I share an application?
1- Click on the "Home" to view your Work Area - Homepage. 2- Click on the project you want to share. 3- Click on the "Share" tile on the left hand side panel. 4- In the "Collaborator email" field enter the email address of the people you would like to share the application with. Select the permissions relevant to this person eg. read, write. 5- Click the Plus icon to add more investigators and list their email as above. An email will be sent to the collaborator - they will now be able to log in to ERM and view the application in their "Shared Forms" tile.
How do I transfer an application?
1. Click on the "Home" to view your Work Area - Homepage. 2. Click on the "Transfer" tile on the left hand side panel. 3. Enter the email address of the new owner (Chief Investigator of the project), an optional message for the new owner. 4. Select the project from the list and then click Transfer. 5. An email will be sent to the new owner (Chief Investigator of the project) - they will need to log in to ERM, click on the project to view it, and then click the tile "Accept Transfer" underneath the "Actions" panel on the left hand side of the page. 6. Once the Chief Investigator accepts the transfer the initial applicant/student will lose all access to it.  As the Project Owner, the Chief Investigator will then need to 'share' the application with them again, giving them the access rights you feel they require (read, write, submit, notifications, etc).
Will I be notified when applications are approved?
Yes, you will receive an email notification from donotreply@infonetica.net. Please note that this email is outgoing only.
What is my reference number for the application?
It will be the year it is submitted and a number, e.g. 2016-000
Why am I seeing the message "Note: There is a newer version of the project. (Please contact the project owner to update this form)"?
We are constantly releasing new versions of the form to fix issues that have been identified. Please contact the project owner of your application so that they can accept the newer version of the form.
Can students submit an ethics application?
No. The Monash supervisor who is the Chief Investigator (CI) responsible for the research must submit the application. The CI should log into ERM, create the project and add the student and other personnel. The CI should share the application with the relevant personnel and set the appropriate permissions to allow them to access the project and input information as required.
How do I edit the personal details when adding investigators?
The details displayed are synced from Human Resources and aren't editable. If these are incorrect, please contact HR to update your details. We are aware some fields may be blank, which is a current system issue and is being investigated.
Can I share a project with someone not coming up in the search?
No. They should first log into ERM using the link below. This will capture their name and email in the system. You can then add them and share the project with them and assign their rights as required. https://ethicsapps.monash.edu
How to edit the access permissions for investigators?
Log into ERM and click on the project. Click the 'Collaborators' button on the left hand side or the 'Collaborators' tab in the middle of the page. Click the 'Edit' button for the relevant person and change their permissions as required.
Can I delete my project?
Yes, you can delete a project if you have not submitted it. Once submitted, you can no longer delete the project, but you can withdraw it from review if the research is no longer going ahead.
Why can't I amend the application even if I am named on it and have the correct permissions?
Approved applications need to be unlocked to allow amendments to be made. Click on the "Correspond" button on the left hand side panel to send us a correspondence message requesting to amend the project.

Human Ethics

How do I register a project approved by another human ethics committee?
1. Login to Infonetica ERM. For student projects, this step should be done by the Monash supervisor. 2. Select the "Create Project" tile on left hand side of the screen. 3. Select the "Human Ethics Application Form- Other HREC" from the drop down list. 4. Start at "Section 1" of the application. 5. Use the "Next" button on the left hand side of the screen to navigate to the next section of the application and complete each section sequentially. 6. Click "Submit" to forward your application to the office for review.
Do I need signatures from investigators or head of unit
No. The new form will streamline the submission process. No signatures are required prior to submitting the form.
How do I submit an amendment to a project created in ERM?
1. Login to ERM and open the relevant project 2. Click on the "Correspond" tile on the left hand side panel to send us a correspondence message requesting to amend the project. 3. Enter your message for the office in the free text box including a brief description of the amendments that you wish to make. Click send. 4. You will receive notification when your project is unlocked by the office, enabling you to modify the relevant sections of your project. 5. Click on the relevant sections of the form to make your changes. 6. Changes to documents should be done using track changes. Revised documents should be uploaded in the relevant sections of the form with a new date and version. 7. Ensure that you upload an amendment summary document in section K of your application outlining the details of the requested amendments. This will assist in the review process as all the updates you make to the fields/questions will be recorded as changes to the project. 7. Click "Submit" to forward your amendment(s) to the office for review. Note that the Submit button will not be visible if there is a red warning at the top of the page (see image below). In this case, contact the Chief Investigator and ask them to click the blue 'update' link and accept the latest version of the form. Once updated, the 'submit' button will become visible.
How do I submit an amendment to a project that has been migrated into ERM?
Old applications were on paper based forms, so your responses to the specific questions were not migrated into ERM. Only basic information about the project and investigators was migrated. Therefore, you will need to populate mandatory fields (most fields are mandatory) within the online form before submitting amendments. We understand that this may be a burden for some but there was no technical solution available to avoid this and we apologise in advance. 1 - Login to ERM and open the relevant project. 2 - Click on the "Correspond" tile on the left hand side panel to send a message requesting to amend the project. 3 - Enter your message for the office in the free text box including a description of the amendments that you wish to make. Click send. - You will receive notification when your project is unlocked by the office, enabling you to modify the relevant sections of your project. 4 - Answer all check box/radio button questions. 5 - Include text in all mandatory text fields. Remember a response is required for all mandatory questions before you can submit the form. The text can be as follows: - Relevant text copied from your existing copy (PDF or word form) of the project. This is the preferred option as you will have a complete version of the project for future reference and further amendments. This is particularly important for ongoing clinical trials and longitudinal projects. - Add standard text e.g. “Refer to legacy project no. #####”. This is the quicker option but it will make future amendments more difficult to assess by reviewers. 6 - Ensure that you upload an additional document in section K of your application outlining the details of the requested amendments. This will assist in the review process as all the updates you make to the fields/questions will be recorded as changes to the migrated project. 7 - Changes to supporting documents should be done using track changes to avoid delays in assessment. Revised documents should be uploaded in the relevant sections of the form with a new date and version. 8 - Click "Submit" to forward your amendment(s) to the office for review.
Can I add external investigators on my project?
Yes. You can list external investigators on your ethics application. In QA4, check the "Other - external (non Monash) box. An editable contact block will appear so that you can manually enter their details. Note that external investigators can't log into ERM without a Monash email, so you can't share the project with them. You need to print a PDF of the project and email it to them.
How do I submit a progress report or adverse event report for a project where MUHREC is the primary HREC?
Reports are submitted as sub-forms in ERM. To submit a report: 1. Login to Infonetica ERM. 2. Click on the "Home" icon to view your Work Area - Homepage. 3. Select the relevant project. 4. Select ‘Create Sub Form’ from the ‘Actions’ tool bar on the left hand side. You must have permission to "Create all sub forms" to see this button. 5. Choose either ‘Human Ethics – Progress Report’ or ‘Human Ethics – Adverse Event’ from the drop down list, followed by the green ‘Create’ button. 6. Click on ‘Project Details’ box to begin completing the form. 7. Complete the questions on the form as required. 8. Click 'Submit’ from the ‘Actions’ tool bar on the left hand side of the screen.
How do I submit a progress report or adverse event report for a project where MUHREC is NOT the primary HREC?
1. Login to Infonetica ERM. 2. Click on the "Home" icon to view your Work Area - Homepage. 3. Select the relevant project. 4. Select ‘Create Sub Form’ from the ‘Actions’ tool bar. You must have permission to "Create all sub forms" to see this button. 5. Choose either ‘Other HREC – Progress Report’ or ‘Human Ethics – Adverse Event’ from the drop down list, followed by the green ‘Create’ button. 6. Click on ‘Other HREC Progress Report’ box to begin completing the form. 7. Complete the questions on the form as required. 8. Click 'Submit’ from the ‘Actions’ tool bar on the left hand side of the screen.

Animal Ethics

Why can't I see the application even if I am named on it?
Because the CI has not shared it with you. Sharing a form enables others to view/edit the same form depending on the level of access they are given. Please contact the CI and ask them to share the project with you and assign your permissions so you can “read” and “edit" the application.
Can I create an application if I am not the Chief Investigator?
Yes, anyone can log into ERM and create an application. However, the person that creates the application will be listed as Chief Investigator (CI). The CI must be a Monash University, CSIRO or Dolphin Research Institute staff member, and this role is associated with significant legal responsibilities. If you do not wish to be the CI, you must transfer the project to the appropriate person prior to submission so that their details are populated in the CI contact block. Please refer to the transfer FAQ below for instructions.
Why can't I see the transfer button when I am in the application?
The transfer button is only visable from your ERM home page (not within the application). Click on the Home button to go back to your ERM Homepage, you will then see the Transfer action button on the left hand side.
How do I submit an amendment?
1. Log into ERM and select the project you wish to submit an amendment for. 2. Click the ‘Correspond’ button to send a message to the office requesting that the project is unlocked for an amendment. Include a brief summary of the amendments you wish to make. When your project is unlocked, you will receive an email from donotreply@infonetica.net with instructions to submit the amendment. 3. Click on relevant sections of the form to make changes. 4. Make changes directly to text fields. Changes to documents should be made using track changes and uploaded in the relevant sections of the form with a new date and version. 5. Upload an amendment summary in Section G1. The template can be downloaded on the following link: http://ethicsapps.monash.edu/Personalisation/DownloadTemplate/21 7. Once you have amended all relevant sections of the form and uploaded the amendment summary, click submit.
How do I know which meeting my amendment is being considered at?
You will receive an email to advise you which meeting your amendment has been assigned to. You will receive feedback within one week of the meeting.
How do I submit an incident report?
Reports are submitted as sub-forms in ERM. 1. Log into ERM and select the project you wish to submit a report for. 2. Select ‘Create Sub-form’ on the left hand side. Please note, the 'Create Sub-form' button will not be visible if there is a red banner at the top of the page with the text "Warning: The project owner must update your project in order to submit this form". In this case, contact the Chief Investigator and ask them to click the blue 'update' link and accept the latest version of the form. Once updated, the 'Create Sub-form' button will become visible. 3. Choose ‘Animal Ethics Incident Report’ from the drop down list, followed by the ‘Create’ button. 4. Click on ‘Project Details’ to begin completing the form. 5. Complete the questions on the form as required. 6. Click 'Submit’ in the left hand action panel.
Can I request a time extension?
Yes - but only once per application. Please note that MARP AECs currently only approve 6 month time extensions. Other AECs will normally approve 12 month time extensions. 1. Log into ERM and select the project you wish to extend. 2. Click the ‘Correspond’ button to send a message to the office requesting that the project is unlocked for a time extension. When your project is unlocked, you will receive an email from donotreply@infonetica.net with instructions to submit the amendment. 3. Complete the amendment summary template and upload it to Section G1. The template can be downloaded on the following link: http://ethicsapps.monash.edu/Personalisation/DownloadTemplate/21 Ensure you describe why the time extension is necessary and any animal welfare impacts. 4. Once you have uploaded the amendment summary, click submit.
Why can't I add my student?
New Monash students or staff may need to activate their profile in ERM in order for their names to be found in the 'search user' field. To activate their profile, they need to log in and out of ERM using this link: https://ethicsapps.monash.edu
Are signatures required?
Signatures are no longer required for any of the animal ethics forms. A declaration is made by the action of submitting the project. The Chief Investigator will retain ultimate responsibility for all submissions. A receipt email will be sent to all investigators listed on a project, so they will be aware that a submission has been made. An approval email will be sent to all investigators listed on a project, so they will be aware that a project has been approved.
How can I duplicate my application?
1. Login to Infonetica ERM 2. Select the "Duplicate Project" tile on left hand side of the screen. 3. Select the relevant project from the dropdown list. 4. Enter a new title in the second text field. 5. Click the green ‘Duplicate’ button. 6. Update the new title at QA1. NOTE: You will need to upload all external documents/attachments and need to complete the Animal Ethics tab as these cannot be duplicated. NOTE: Legacy data applications may need updating where questions on previous forms are no longer consistent with the new online form.
Can I duplicate my animal numbers?
No, the animal numbers in the Animal Ethics tab don’t duplicate and need to be entered manually.