Frequently Asked Questions

Ethics RM

What is Ethics RM?
It is an Ethics Application System
How do I create an Ethics RM account?
Click on "New User". Fill in the applicable information (you can skip fields that are not relevant to you), and agree to the Terms and Conditions. NOTE: Password must be 8+ characters long, contain both upper and lowercase characters and contain at least 1 number. Click "Register" and an activation email will be sent to the entered address. Access email and click the activation link provided. Return to the login page and click "Log in".
How do I change my password?
To change your password click on your name in the top right corner. Click on Change Password. You will need to enter your old password, then enter your new password and reconfirm the new password.
I have forgotten my password what do I do?
Click on "Forgotten Password" on the login window. Enter your email address. You should receive an Password Reset email with the link. If you do not receive an email eg yahoo emails do not accept donotreply@infonetica.net emails, please contact Helpdesk@infonetica.net to reset your password.
My details have changed what do I do?
To update your details click on your name in the top right corner. Click Edit Person Details and edit the required fields. To update your email address/login you must email Helpdesk@Infonetica.net please also provide a contact number.
My Project is not in my account
The owner of the migrated project (or form) will be the applicant. If you are not the current owner but wish to access the project please ask the owner of the project (or form) to use the Roles button to share the form with you. If you do not know who this is please contact the helpdesk with identifying details of the study so that we can locate it for you, i.e. - Project Title - HDEC reference number - Submission code
I cannot re-submit further information/modifications for a project in RED (legacy system) what do I do?
A form migrated from RED (Legacy system) cannot be unlocked or re-submitted. This is a READ only form; even if the form has not been approved. All correspondence including documents and changes to the form should be sent via Correspondence or email.
How do I delete a project?
Click on "Home" to get you back to the Work Area page. Click on the "Delete Project" Action's tile. Select the project you wish to delete and click "Delete" Note: A project that contains submissions cannot be deleted. Reconfirm by clicking "Yes" if you wish to remove the item.
What does duplicate project do?
Duplicating a project will create an exact copy of the project including all the associated forms, except for documents upload in the original forms and electronic signatures. You should only duplicate a project if you are creating and submitting a new study with similar attributes to a previously generated project. You SHOULD NOT be duplicating a project to create subforms for the SAME project. All subforms should be created off the one project. If unsure, contact Helpdesk@Infonetica.net
What happens to my form if there is a newer version of the form?
If a newer version of the form is available for update you will be prompted to do so. If the questions in the form are unchanged, the data you have entered will remain. NOTE: Click "Update" Always print and save a copy of unsubmitted form(s) before updating. WARNING! Answers in the form may disappear as the question or dependency may have changed.
What do I do if a warning appears to update my project?
Always print and save a copy of the form(s) before updating. WARNING! Answers in the form may disappear as the question or dependency may have changed. "WARNING: The project owner must update your project in order to submit this form Update" The warning to update is because the jurisdiction has re-published their portfolio of forms, if the researcher is on an older version of the project then the project owner has to update the project. At this stage, it is recommended that the owner updates the project to ensure that applications and application rules are up to date as the jurisdictions are fine tuning their systems. Always print and save a copy of the form before updating. Note that the SUBMITTED form will not change, only if the form has not been submitted or if the form has been unlocked will the questions and/or rules change. The researcher needs to contact the owner of the form to update the project. "Note: This will update all forms within this project. Please note that if you have existing signatures within the project then they will be invalidated after updating" If the form has not been submitted and the owner updates the project, any new questions added to the form will invalidate any signatures received. You can decide to complete the signatures and submit the form without updating the project if you want, however this will mean any NEW questions added to the form or new rules will not apply to that version of the form. Always print and save a electronic copy of the form before updating. WARNING! Answers in the form may disappear as the question or dependency may have changed. "Note: There is a new version of the project." This is the message you will see if you are the owner of the project. At this stage, it is recommended that the owner updates the project to ensure that applications and application rules are up to date as the jurisdictions are fine tuning their systems. Always print and save a electronic copy of the form before updating. Note that the SUBMITTED form will not change, only if the form has not been submitted or if the form has been unlocked will the questions and/or rules change. When several versions of a project have been created, the jurisdictions may decide to no longer accept submissions from previous form versions in which case you/or the owner will need to update the project. Applicants may notice a new warning message when clicking into projects. : ‘This form is obsolete and can no longer be submitted’. This occurs because a form within the project, has been disabled and can no longer be submitted. No further action is required or can be undertaken. This message will not appear on forms that have not been disabled.
Why do I keep having to sign into Ethics RM?
The system is set to time out after 120 minutes. Please save your responses to the questions in the form regularly to avoid losing data.
Login Issue - An error occured while processing your request. Object reference not set to an instance on an object.
If you are experience the following error "An error occurred while processing your request. Object reference not set to an instance on an object." please try clearing the Cache and try logging in via a URL without any page extensions like this example https://nz.forms.ethicalreviewmanager.com/Project/Index/000001 Use the following URL: https://nz.forms.ethicalreviewmanager.com Scheduled outages also occur every Saturday lasting 5-10 minutes.
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.
Why can't I navigate to the next page of the form and why won't it save
If you are completing the form and try to navigate to the next page of the form and it won't let you and the data will not save, you may have pasted data from MS-Word that the system does not accept, such as symbols. If you are pasting text from MS-Word, you must paste as plain text. This is to prevent the execution of malicious data/code. If you must use symbols, attach your response to the form in one of the document upload questions.
I don't have a submit button, what do I do?
A submit button may not be available for the following reasons - 1. You have not been given permission by the Project Owner to SUBMIT the form (ASK the project owner or other collaborators with submit permission to submit the form). 2. The project requires an update, ask the project owner to update the project. 3. The form has been disabled and is no longer accepted.
What is the time zone setting to?
The time zone setting is set to New Zealand Standard Time (NZST).
Reasons why a process maybe slow
If an applicant is uploading/downloading a document this can be slow because the file is large. If an applicant is creating a HREA or submitting a HREA this can be slow because of the size of the HREA. When submitting, the system can be slow because it has to create the PDF, perform various actions and send notifications. If an applicant is updating a project this can be slow because it needs to check for updates for the form that the user is in and all the subforms. It then needs to replace the forms with newer versions. If an applicant accepts a transfer this can be slow because it has to update all the tables in the backend with the recipient’s details. NOTE: closing the tab or browser before an action has completed or saved successfully will break the communication and the process may be incomplete. Please wait for the confirmation message to appear.
Why do I see "This form is obsolete and can no longer be submitted" message?
Applicants may notice a new warning message when clicking into projects: ‘This form is obsolete and can no longer be submitted’. This occurs because a form within the project, has been disabled and can no longer be submitted. No further action is required or can be undertaken. This message will not appear on forms that have not been disabled.
Bookmarking
Please bookmark the splash page (https://nz.forms.ethicalreviewmanager.com/) as opposed to the login page (https://nz.forms.ethicalreviewmanager.com/Account/Login). This is because the splash page is where important notifications and changes are displayed.
Ethics RM is experiencing errors while using Internet Explorer
Ethics RM CANNOT be used in Internet Explorer as it is no longer a supported browser as of 31st July 2021. Please use alternate browsers eg Chrome, Edge. If you are using an old version of Internet Explore or Edge we would advise you to update to the New Edge.

Steps to creating a Project

What does the term Project mean?
A project refers to a study. It contains a main form such as the HDEC Application and all the associated forms.
How do I create a project?
Click on the "Home" link. Click on the "Create Project" tile within the Actions pane on the left side of the page. Enter a Project Title for your application. Select the form to be created and click the green "Create" button to continue.
How do I transfer a project?
If you are the current owner of the project and wish to transfer ownership to another ERM account holder, click on the "Home" link and click "Transfer" in the Actions pane on the left side of the screen. Enter the email address of the person you wish to transfer to. Select the projects you wish to transfer and click "Transfer".
How do I cancel a transfer request?
If you have transferred the project but wish to recall the request - 1. Select your project from the project list. 2. In the project tree, click on the top most tier of the project tree. 3. Four tabs will appear in the centre of the page, click on the Transfers tab. 4. Click the cancel button to cancel the transfer.
How do I share the project with other researchers on this project?
If you only want to share the application in question, click on the "Share" tile within the Action pane and enter the email address of the person you wish to share the form with. NOTE: they will not be able to view up the branch of the project. If added by Share the Permissions are editable. If you want them to view the application in question and applications up the branch, eg to be able to read the sub-form and make changes etc AND be able to view the main form, click on the "Roles" tile within the Action pane, select the level of access and enter the email address of the person you wish to share the forms with. Once you have shared a form using "Roles" you can click on the Collaborators tab to check the permissions given. The importance of using "Roles" is to give the recipient read access to the main form. Once the Role is shared the Edit Permissions button is greyed out if the shares are added by Roles. In order to change the Permissions for a collaborator who has permission given by a Role you will need to run Roles again and then “Remove” the Role. “Remove” and “Remove all Permissions” does the same thing. After “Remove” the Share Roles page stays up and allows for the adding of a different Role.
How do I complete the application form?
Click on any question within the Navigation tab to open up the form. Click on "Save" in the Action pane on the left of the page to save your work. Clicking on the next and previous will also save your work. NOTE: the text fields only allow simple text entry, so try to avoid complete formatting. Use the space bar or insert a line break between paragraphs or sections. If you need to include tables, figures or special characters, these should be referenced and uploaded to the Documents section of the form.
How do I upload supporting documents?
Click on the blue "Upload Document" button. If the question allows, you can click on the "Upload Document" button multiple times if you have more than one document to upload for that question. The Document Name can be modified and the date of submission and version are usually mandatory. If the review body has asked you to amend your document, you can delete the document and upload the latest document. Be sure to revise the date and version of the document. Please convert Rich Text Files to Word Documents before uploading.
How do I collect signatures?
BEFORE YOU REQUEST FOR A SIGNATURE OR ELECTRONICALLY SIGN, YOU MUST ENTER ALL THE NAMES FOR THOSE SIGNING THE DECLARATION SECTION AS THE FORM IS LOCKED ONCE YOU SIGN OR REQUEST A SIGNATURE. If requesting a signature, click the blue "Request" button, enter the email address to request a signature. If the person you are requesting a signature from has never used ERM they will need to create an ERM account before you can send them a signature request. If you are signing off the application, click the "Sign" button, enter your login information and click "Sign". Ensure to not close browser or navigate away from page before banner displays signature is succesful. REMINDER: Do not sign the application or request a signature until it is complete, including all documents and the names of the signatories in the declaration section. After the application has been signed it will locked from further editing (and possibly automatically submitted, depending on the form's setting).
The email address for the signatory does not exist. How do I invite a new user?
If the email address for the signatory does not exist in Ethics RM - 1. Check if the email has been entered correctly 2. Check what email address the signatory uses in Ethics RM 3. If the user does not exist on the system - i. Ask the user to create an account by going to https://nz.forms.ethicalreviewmanager.com/ and clicking the NEW USER button, OR ii. Go to the Share action tile, enter the signatory's email address and click the INVITE button. An email will be sent to the signatory inviting them to create an ERM account.
How do I cancel a signature request?
If you have requested an Ethics RM user to electronically sign your form but wish to recall the request - 1. Select your project from the project list. 2. In the project tree, click on the specific form that you wish to recall the signature request. 3. Seven tabs will appear in the centre of the page, click on the Signatures tab. 4. Click the cancel button for the signature request you wish to cancel.
How do I submit an application?
Once you have completed your form, uploaded all your documents and have electronically signed or received notification that all signature requests are complete, then go to the Submit button in the Action pane on the left. The system will run a completeness check to ensure all mandatory questions are complete before asking you to click the submit button.
I just submitted the application but realised I have forgotten something what do I do?
Click on the "Recall" [or Withdraw] tile in the Action pane to take back your application. You cannot recall your submission if the review body has started to process your submission. NOTE: Any changes you make to your submission will INVALIDATE all electronic signatures and you will need to collect all required signatures again.
How do I unlock a form?
You can only unlock a form if it has not been submitted. Unlocking a form will allow you to edit the form. To unlock the form, researchers will need to enter into the form and click the unlock button. NOTE: if you unlock a form all signatures will be revoked.
How do I replace a supporting document with a new version?
Go to the submission and find the document question. A delete button will appear in the question where the document has been uploaded. Note: documents cannot be modified if the submission is locked. Please convert Rich Text Files to Word Documents before uploading.
What do I do if the numeric field give an error/warning?
A numeric field only allows you to enter numbers. Remove all letters and symbols such as $ or . or AUD etc.
What do I do when I get an error/warning in the contacts question?
The most likely issue is that address line 2 is blank. As the address field is mandatory, the system requires both lines to contain data. Please enter data in address line 2 and save. It can be as simple as a full-stop in the address line 2 field.
What do I do if I get an error message when trying to submit?
Before you contact the Helpdesk, check that the amount of characters (char) in the Contact questions do not exceed the following: Title 50 char Firstname 100 char Surname 100 char Organisation 150 char Department 150 char Faculty 150 char Campus 150 char Address 100 char County/State 100 char If a field does exceed the character limit, the system is unable to submit the form. You will need to unlock the form to reduce the number of characters in the field. Note: this will invalidate signatures and these will need to be re-obtained. Infonetica are looking for a solution to prevent this from occurring in the future.
How to view status of forms without having to click through project tree?
As opposed to clicking through the project tree to determine which forms require action to be take (i.e. annual reports, resubmission). researchers can view this information in the project overview. To locate the project overview, researchers can click on the project name in the project tree. Within the project overview, there is a forms tab which provides a status overview of forms in the project.
What does the 'View as Table' button do?
For grouped questions that are repeatable, researchers have the ability to view the question responses in the form of a table, where this feature has been switched on. To action this, researchers must click on the Save action once all fields have been answered. This will enable the 'View as Table' button to be clicked and the question responses to be transitioned into a table format. Click the 'View as Form' button to return to the form view and the ability to modify responses.
Why can't I find or create the required sub-form from a main form?
Applicants who are unable to create the required sub-form will need to update their project. If there is no update project message, create any sub-form possible and the update project message should display. Delete the dummy sub-form once project has been updated.

Updates

1 September 2021 - go live
The data migration from the current system to the new one happens over two weekends. The first weekend brings all ETHICS RM study data and meta data. You will be able to see all of your study documents from 1 September 2021, however, you cannot open the supporting documents. This is due to the substantial amount of data needing to transfer. The second weekend starting 4 September 2021 will migrate all supporting documents. As of 8 September 2021 you can open all supporting documents.