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Do I have to install new software to use the on-line forms?
No. The on-line forms are web-based. Provided you have access to the Internet, you can access the on-line forms using your secure login and password.
How do I log-on to the on-line forms website?
To access the NSW Health on-line forms website, you will first need to create an account. To do so, visit the on-line forms website (web address listed above), click on the 'create account' button on the main menu and fill in the details. You will only need to do this once.
How do I create a new NEAF and SSA?
On the 'Forms' screen (this is the first screen that will appear when you log-in), click on the 'Create New Form' button. To view the SSA form, click on the 'navigate' button and scroll to the bottom of the page.
How do I navigate to different questions on the forms?
The 'navigate' screen allows you to view each section of the NEAF and SSA that needs to be completed (you will only need to complete the NEAF questions that are applicable to your research project, questions that do not need to be completed will be blanked out). By clicking on the relevant question number, you will be taken to that section of the form.
How do I edit my saved forms?
Click on the 'Edit HREC Form' or 'Edit SSA' on the applications page for the application you wish to edit (to access this page, click on the 'Forms' button on the main menu). Each separate research proposal is separated by a box.
How do I find my SSA form?
On the 'Forms' screen (this is the first screen that will appear when you log-in) click on the title of the relevant SSA (this will be highlighted in blue). Alternatively, if you are already on the NEAF page, click on the 'Navigate' button and scroll to the bottom of the page.
How do I lock the forms?
When your application is complete click on 'Forms' then click on the 'Manage/Lock HREC Form' or 'Manage/Lock SSA Form' link that corresponds to your form. This takes you to a new screen where you can click on the 'Lock for Submission' button. Once locked you cannot change your application. You can now print a hard copy for submission. You cannot lock an SSA Form unless the HREC Application Form (NEAF) has already been locked.
Why do I need to lock the forms?
The forms must be locked prior to submission so that a 'Locked Code' is displayed in the footer of the application. This locked code is used by HREC Executive Officers and Research Governance Officers to upload information from the forms into the Australian Research Ethics Database (AU RED).
Can I submit an application without a locked code?
No.
I cannot lock my SSA Form, what do I do?
The NEAF may not have been locked. You can only lock the SSA Form when the HREC Application (NEAF) has also been locked. This is because an SSA Form cannot be submitted to the Research Governance Officer until the NEAF has also been submitted to the HREC (however the two processes may occur in parallel - for more information see the FAQs for single-site or multi-centre research). You should lock the NEAF (if you are the co-ordinating investigator for a multi-centre research project and you are ready to submit the HREC application, or you are a principal investigator for a single-site research project) or contact the co-ordinating investigator to do so.
Can I make changes to the NEAF once it has been locked?
The form cannot be amended once it has been locked. While it is possible to create a duplicate of the form, which can be edited, this is recommended in exceptional circumstances only due to administrative difficulties caused by the generation of additional locked codes when the duplicate form is locked. Instead, amendments should be addressed separately in a letter to accompany the application.
How do I make more copies of the SSA?
Click on the 'Manage/Lock SSA Form' link on the applications page (to access this page, click on the 'Forms' button on the main menu. You are now on the Manage Application page. Click on the 'Duplicate SSA Form' button. Each SSA can now be viewed by clicking on the 'Navigate' button at the top of the page, and scrolling down. Alternatively, you can view each SSA by clicking on the 'Forms' button on the main menu. The SSA/s which accompany each HREC application will be highlighted in blue.
Can other people make edits to the forms?
Yes. If you want to collaborate with other researchers or staff in filling in your application, you can do so with the on-line form. The other person must first create their own account as a user of the on-line form.
To send a collaborator your form
Click on the forms page and locate the application you wish to transfer to another user. Click on the 'Manage/Lock HREC Form' or 'Manage/Lock SSA Form' link. You are now on the Manage Application page. Enter the email address of the person you wish to transfer the form to in the indicated box.
To take back a form
Follow the same process as above, the 'Enter Email Address' box will have been replaced by a 'Retrieve Application' button. Click this button and the form will be returned to you.
How do I delete a form?
Navigate to the 'Manage/Lock HREC Form' or 'Manage/Lock SSA Form' and click on the 'Delete Application' button.
How do I create a pdf file of the forms?
To create a pdf file, click on the 'Forms' button on the main menu, then click on the 'Manage/Lock HREC Form' or 'Manage/Lock SSA Form' link for the relevant application. Click on the print button at the top of the page and follow the instructions to select the relevant form(s). The pdf file will be created and downloaded to your computer.
How do I print a completed form?
Follow the instructions above to save a pdf file. Find the file on your computer and print it.
How do I create an xml file?
To create an xml file, click on the click on the 'Forms' button on the main menu, then click on the 'Manage/Lock HREC Form' or 'Manage/Lock SSA Form' link for the relevant application. You can then use the export button to create an xml file that can be saved to your computer.
How do I submit the forms?
When your application is complete click on the 'Forms' button on the main menu then click on the 'Manage/Lock HREC Form' or 'Manage/Lock SSA Form' link that corresponds to your form. This takes you to a new screen where you can click on the 'Lock for Submission' button. Once locked you cannot change your application. You can now print a hard copy for submission. You must contact the relevant HREC to ascertain how many hard copies of the NEAF and supporting documentation is required.
Where can I get more information/advice?
Technical support for the NEAF and SSA Forms is available from the IT helpdesk (available 10am to 4pm AEST Mon to Fri):
Telephone: 02 9037 8404
E-mail: helpdesk@infonetica.net
Online help, including web-based demonstrations (these may take a few seconds to download), is available from the online forms website at: www.ethicsform.org/au
For advice on completing questions on the NEAF, you should contact the Executive Officer of the HREC to whom the application will be submitted. Contact details for NSW Health HRECs are available on the NSW Department of Health at: www.health.nsw.gov.au/ethics/research/
For advice on completing questions on the SSA, you should contact the Research Governance Officer of the site(s) to whom the application will be submitted. Contact details for NSW Health Research Governance Officers are available on the NSW Department of Health at: www.health.nsw.gov.au/ethics/research/
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