Frequently Asked Questions

General ERM

How do I create an application?
1. Login to Infonetica ERM 2. Select the "Create Project" tile on the left hand side of the screen. (For student projects, this step should be done by the Monash supervisor). 3. Select the relevant form. 4. Begin at "Start Here". 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 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 "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 (see below). 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" tile. NOTE: The share access options are: Read – ability to view application (but not edit) Write – ability to view and edit application Submit – ability to submit application on behalf of CI Share – ability to share application with other collaborators on behalf of the CI Create all sub forms – ability to create reports relevant to this application Receive notifications – ability to receive notifications regarding this application which are displayed on ERM homepage.
How do I edit the access permissions for investigators?
1. Log into ERM and click on the project. 2. Click the "Collaborators" button on the left hand side or the "Collaborators" tab in the middle of the page. 3. Click the "Edit" button for the relevant person and change their permissions as required.
How do I transfer an application?
1. Click on "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), and a message for the new owner if relevant. 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 panel. 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 they require (read, write, submit, notifications, etc). NOTE: The transfer button is only visible from your ERM home page (not within the application). Click on the "Home" button, you will then see the "Transfer" button on the left hand side.
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.
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 is the Chief Investigator (CI) responsible for the research. 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 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.
How do I add an investigator not coming up in the 'search user' field?
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 the link below. This will capture their name and email in the system. You can then add them and share the project with them as required. https://ethicsapps.monash.edu
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.
Can I add external investigators on my project and share applications with them?
You can list external investigators on your ethics application. For Human Ethics- In A4, select the "External (Non-Monash) Investigator" box. An editable contact block will appear so that you can manually enter their details. For Animal Ethics- In A14, select "yes". An editable contact block will appear so that you can manually enter their details. For Gene Technology- In 2E, select "yes". An editable contact block will appear so that you can manually enter their details. NOTE: 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. NOTE: You cannot add external investigators to the Human Ethics- Other HREC form.
Do I need signatures from investigators or head of unit?
Signatures are not required for any of the 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 do I submit a progress report, adverse event report, or incident report?
Reports are submitted as sub-forms in ERM. To submit a report: 1. Login to Infonetica ERM. 2. Select the relevant project. 3. Select the "Create Sub-form" from the "Actions" panel on the left hand side. You must have permission to "Create all sub forms" to see this button. 4. Choose the relevant form, followed by the green "Create" button. 5. Click on "Start Here". 6. Complete the questions on the form as required. 7. Click "Submit" from the "Actions" panel on the left hand side. NOTE: The "Submit" button will not be visible if there is a red warning at the top of the page. 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.
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.
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 A1. 7. You will need to upload all documents/attachments. NOTE: The animal numbers in the Animal Ethics tab don’t duplicate and need to be entered manually. NOTE: Legacy data applications may need updating where questions on previous forms are no longer consistent with the new online form.

Human Ethics

How do I register a project approved by another human ethics committee?
1. Login to Infonetica ERM. 2. Select the "Create Project" tile on left hand side of the screen. (For student projects, this step should be done by the Monash supervisor). 3. Select the "Human Ethics - Other HREC" form. 4. Begin at "Start Here". 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 for review.
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. 3. Enter a message requesting to amend the project 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 at section K1 providing a brief overview of the changes made and the reasons why. The amendment summary should not list every change you make to the sections of the form. 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. 8. Click "Submit" to forward your amendment(s) to the office for review. NOTE: The "Submit" button will not be visible if there is a red warning at the top of the page. 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 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. 3. Enter a message requesting to amend the project in the free text box including a 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. Answer all check box/radio button questions. 6. 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. 7. Ensure that you upload an amendment summary document at section K1 providing a brief overview of the changes made and the reasons why. The amendment summary should not list every change you make to the sections of the form. 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. 8. 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. 9. Click "Submit" to forward your amendment(s) to the office for review. NOTE: The "Submit" button will not be visible if there is a red warning at the top of the page. 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.

Animal Ethics

When are the AEC Meetings?
Please find meeting dates on the following link: https://www.intranet.monash/researchadmin/start/ethics/animal/welfare/meetingdates
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.
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.
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.