Frequently Asked Questions

What is the current version of ERM forms?

The current version of ERM HREA and MDF is V1-4.4.6. The current version of Victorian ERM forms is V3.3 (published 9 December 2021).

How can I tell what ERM form version the researcher used?

In the application, select the action ‘View’. In the grey bar (near top of page), the version number is displayed.

An ethics application was submitted to my organisation but it is not appropriate for us to review. What should I do?

Contact the researcher/applicant and ask them to ‘Recall’ the application in ERM. They can then choose a different organisation for submission. DO NOT ‘Query’ or ‘Withdraw’ the application; this would link the project to your organisation’s ERM account and the researcher would need to start a new application. Further information: Section 12 of Research Office User Guide for ERM.

A researcher says they have submitted an application, where do I find it?

In each section of the Work Area, there is a ‘New Applications’ tile where submitted applications are located. Further information: Section 2 of Research Office User Guide for ERM.

How can I find an application in ERM?

Option 1: Search within a tile On the Work Area, select the relevant tile. There is a Search bar at the top. Enter search criteria. Multiple criteria must be separated by a space. The search results display below. Option 2: Search ERM On the Work Area, select the ‘Reports’ tile. For the ‘Search Application’ report, select the ‘Generate’ button. Enter known search criteria. Select the ‘Generate’ button. The search output is a PDF; select the 'Review Reference' hyperlink to access the application. Further information: Section 2 of Research Office User Guide for ERM.

I received a SSA for a Victorian multi-site project; the ethics review was at another organisation. How do I view the approved ethics documents?

On the Work Area, scroll down to the section ‘Multi-site Projects: Victoria’. Select the tile ‘Ethics (ERM)’ or ‘Ethics (AU RED)’, as applicable. In the Search bar, enter the Project ID. In the ‘Documents’ column, select the ‘View’ button. Further information: Section 5 of Research Office User Guide for ERM.

I received a SSA for a NMA project; the ethics review was in QLD. How do I view the approved ethics documents?

On the Work Area, scroll down to the section ‘Multi-site Projects: NMA’. Select the tile ‘Queensland’. In the Search bar, enter the Project ID. The search results display all QLD forms for the project. For the Ethics Application or DM HREC MDF (as applicable), in the ‘Documents’ column, select the ‘View’ button. Further information: Section 5 of Research Office User Guide for ERM.

I received a SSA for a NMA project; the ethics review was in ACT or NSW or SA or WA. How do I view the approved ethics documents?

On the Work Area, scroll down to the section ‘Multi-site Projects: NMA’. Select the tile ‘Other Aus States’. In the Search bar, enter the Project ID. In the ‘Documents’ column, select the ‘View’ button. Further information: Section 5 of Research Office User Guide for ERM.

An approved project is expanding from single-site to multi-site, what do I need to do?

Verify that the researcher has entered the correct information on their Ethics Amendment Request VIC (if incorrect, request them to change it). In the ethics application, select the action ‘NMA setting’ to check/update the NMA status of the project, if applicable.

An approved multi-site project is expanding with an additional site, what do I need to do?

Verify that the researcher has entered the correct information on their Ethics Amendment Request VIC (if incorrect, request them to change it). In the ethics application, select the action ‘NMA setting’ to check/update the NMA status of the project, if applicable.

I received an Ethics Amendment Request VIC. How do I view the original ethics documents?

In the Ethics Amendment Request VIC application, select the ‘Project’ tab. In the project tree, select the main form (may be HREA, LNR VIC, DM HREC MDF or MDF). In that application, select the ‘Documents’ tab.

I received a Site Governance Amendment Request. How do I view the original SSA and its documents?

In the Site Governance Amendment Request application, select the ‘Project’ tab. In the project tree, select the SSA, LNR VIC SSA or DM SSA (as applicable). In that application, select the ‘Documents’ tab.

The researcher has re-submitted following an information request. How can I see what they have changed?

In the re-submitted application, select the action ‘View’. Select the action ‘Changes’ to display a list of all form questions whose answers have changed since the previous submission. In the list, select a question name (hyperlink) to view that question. Select the ‘View Changes’ button for details of the change.

The researcher has re-submitted following an information request. How can I view the previous submission and its supporting documents?

In the re-submitted application, select the action ‘Form Submissions’. The previous submission(s) have status ‘Archived’. Select a submission from the list. Select the ‘Documents’ tab.

How do I find a LARF that was submitted?

The LARF is a proxy form used for the creation of sub-forms; it is not a stand-alone form. In the submitted application (e.g. SSA created from a LARF), select the ‘Project’ tab. In the project tree, select the LARF. Further information: Section 7 of Research Office User Guide for ERM.

How can I add a document to an application?

In the application, select the ‘Documents’ tab. In the ‘Review Documents’ section, select ‘+ New Document’. Select ‘Browse’ to locate the file. Enter the document details. Select ‘Upload’. 'Review Documents' are not visible to the researcher and are not listed on ERM letters. 'Review Documents' cannot be seen by the research office of another participating site.

The researcher was asked for further information and they have responded via email. How can I progress the application?

Contact the researcher/applicant and ask them to Submit the application in ERM. The application can then be progressed.

When can committee members see an application in their ERM account?

When the research office assigns an application to a meeting, reviewer or chair, committee members can see the application in their ERM account. Once the application is progressed by the research office (e.g. approved) the members no longer view the application.

I am having issues downloading documents, what can be the issue?

o Cross-platform file sharing is very commonplace. There are limitations posed by Windows and Mac when it comes to naming your files and folders. User should avoid < > : " / \ | ? * when naming files or folders to ensure maximum cross-platform compatibility when you move files between Windows and Mac. o Simple rule - Name files only with uppercase (A-Z) and lowercase (a-z) letters, digits (0-9), and the hyphen (-) and underscore (_), plus a single period (.) and extension. o The File Name or Destination Path You Specified is Not Valid or Too Long - Microsoft Windows has a MAX_PATH limit of ~256 characters, whereas MacOS do not have the MAX_PATH limitation and can cause this condition. Shortening the name will fix the issue. o When saving as PDF note some files cannot be converted to pdf, due to various reasons such as file type or formatting functions applied, the files that cannot be converted are listed in the bottom of the pdf file and must be downloaded separately.

How do I clear my cache after a software update?

Most operating systems will automatically cache IP addresses and other DNS results, this is done in order to speed up subsequent requests to the same hostname. Sometimes bad results will be cached or code has been revised after an update and therefore needs to be cleared from the cache in order for you to communicate with the host correctly. All major operating systems allow you to force this process. Outlined below are the common steps you will need to follow in order to clear your cache - Chrome In the browser bar, enter: chrome://settings/clearBrowserData At the top of the "Clear browsing data" window, click Advanced. Select the following: • Cookies and other site data • Cached images and files From the "Time range" drop-down menu, you can choose the period of time for which you want to clear cached information. To clear your entire cache, select All time. Click CLEAR DATA. Exit/quit all browser windows and re-open the browser. Firefox From the History menu, select Clear Recent History. If the menu bar is hidden, press Alt to make it visible. From the Time range to clear: drop-down menu, select the desired range; to clear your entire cache, select Everything. Next to "Details", click the down arrow to choose which elements of the history to clear; to clear your entire cache, select all items. Click Clear Now. Exit/quit all browser windows and re-open the browser. Microsoft Edge In the top right, click the Hub icon (looks like star with three horizontal lines). Click the History icon (looks like a clock), and then select Clear all history. Select Cookies and saved website data, and then Cached data and files. Click Clear. After the "All Clear!" message appears, exit/quit all browser windows and re-open the browser. Internet Explorer 11 Select Tools > Safety > Delete browsing history.... If the menu bar is hidden, press Alt to make it visible. Deselect Preserve Favorites website data, and select: • Temporary Internet files or Temporary Internet files and website files • Cookies or Cookies and website data • History Click Delete. You will see a confirmation at the bottom of the window when the process is complete. Exit/quit all browser windows and re-open the browser. If you don’t have Tools/Safety click on the cog wheel (top right), then click Internet Options/Browsing History settings/Caches and databases, select and delete. Opera From the Opera menu, select Settings, then Privacy & Security, and then Clear browsing data.... In the dialog box that opens, from the "Obliterate the following items from:" drop-down menu, select The beginning of time. Select the following: • Cookies and other site data • Cached images and files Click Clear browsing data. Exit/quit all browser windows and re-open the browser. Safari 8 and later From the Safari menu, select Clear History... or Clear History and Website Data.... Select the desired time range, and then click Clear History. Go to Safari > Quit Safari or press Command-Q to exit the browser completely.