Research Coordinator
Contents
1. Project Info Project Team Info HEALTH SCIENCES RESEARCH ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Attachments Approvals Principal Investigator Instructions Do not hand type data for this section The Principal Investigator PI section default populates with the researcher profile data for the project team member who creates the file F you are not the PI click the Change PI button to search for and select an alternate researcher profile If you load an alternate researcher profile to the PI section be sure to reload your researcher profile to the Other Project Team Info section below snange H Prefix Dr Last Name Investigator First Name Principal Affiliation Faculty of Health Sciences Biomedical and Molecular Sciences Project Info tab Adding Project Team Members ee Scroll down to Other Project Member Info on the Project Team Info tab and click Add New Click on Search Profiles and repeat the search process this time assigning yourself to the team and selecting your role in the study from the Role in Project drop down menu Other Project Member Info Role In Project e Applicants may add as many team members as required by clicking Add New team member information can be edited or deleted as required Again please contact the TRAQ Helpdesk by email if you are unable to locate the team member in the Investigators List Other Project Member Info Last Hame First N2. Tools for A Research at Queen s i Al E TRAQ Human Ethics Module Health Sciences Research Ethics Board HSREB Applying for HSREB Certification F Researcher Coordinator s User Manual Rev June 2015 Accessing the TRAQ Researcher Portal e Queen s faculty and staff should use their regular Queen s NetID and strong password to log into the TRAQ Researcher Portal through VMiyOQueensU SOLUS Once in MyQueensJU click on My Applications and then on Go to the TRAQ Researcher Portal hyperlink e The Researcher Portal is also available through the RAO website Information regarding managing your Queen s NetID and strong password is available on the ITS website Queen s University Pages O People Search Queen s a Log in to ED Sign On gt Don t have a NetID gt Forgotten Your NetID Password Accessing the Researcher Portal Cont ne e Queen s students and external users trying to log in for the first time will need to complete the Self Registration Form before they can access the Researcher Portal Once you have registered you will receive an automatic email with instructions on setting up your own password From then on you will access the Researcher Portal through the Post Registration Login Site e When logging in through the Post Registration Login site your username is the email address provided at the time of registration Powered by Process Pathways Contac
3. Applications Withdrawn Click here Applications Withdrawn Click here Approved Applications e Once the application has been approved the PI Research Coordinator and Supervisor will receive a formal approval letter and email The application can no longer be modified but is available for viewing under Applications Submitted Post Review Tools for A Research at Queen s Ae Ak Queens APPLY NEW News Useful Links Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 3 Applications Saved Not Submitted 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here Applications Submitted Under Review Click here Applications Submitted Post Review Click here Applications Submitted Post Review Click here Applications Withdrawn Click here Applications Withdrawn Click here Need assistance have a question Contact the TRAQ Helpdesk 613 533 6000 ext 78426 Email traq queensu ca
4. Attachment Beetle Study Award Application pdf has been Added Errors tab Powered by Process Pathways LAF n uy felcome Queen s Researcher Application Ref No 18791 Project Title enter title here Application Form HEALTH SCIENCES RESEARCH Project Work Flow State Pre Submission ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Project Info Project Team Info HEALTH SCIENCES RESEARCH ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Attachments Approvals Errors HEALTH SCIENCES RESEARCH ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE gt 5 Risk Benefits Estimates 5 1 Potential Benefits to Participants is required The Errors tab keeps a log of any required questions that were left unanswered If all required questions were answered the Errors tab disappears Save and Continue At any point in the process the applicant may Save and Close the application and complete it 1 later date The information entered will be saved and the user can access it again through the TRAQ Researcher Portal under Applications Saved Not Submitted Important Do not close that application by clicking the X at the top of your browser doing so will result in the application being locked preventing other team members from accessing it APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 3 Applications Saved
5. Not Submitted Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here Applications Submitted Under Review Click here Applications Submitted Post Review Click here Applications Submitted Post Review Click here Applications Withdrawn Click here Applications Withdrawn Click here Y TRAQ Tip Though ROMEO has no automatic save feature it does have a time out feature If you need to step away from your computer you should always hit the Save and Close buttons as a precautionary measure Failing to do so could result in information being lost and the application being locked The user responsible for locking the application is able to unlock it by accessing it again and exiting properly All other team members who find themselves locked out of the application can either contact the user who locked it or the TRAQ team for support ext 78426 email traq queensu ca Submitting the Application _ g gi From the moment you assign another PI and team members to the project they will be able to view and edit the application The Plis the only person who can submit the application this cannot be done on their behalf e The team member responsible for completing the application should notify the PI when the application is ready to be reviewed and
6. available as seen in the screenshot below Project Info Project Team Info HEALTH SCIENCES RESEARCH ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Attachments Approvals _ errors 2 Summary of Proposed Research 4 Study Interventions or Procedures Involving Human Participants 15 Investigational drugs or devices automatic save feature Users are encouraged to hit the Save button after completing each tab TRAQ Tip ROMEO does not have an b YES no i 1 2 Ifyou responded YES above please describe the peer review Attachments tab Applicant should attach any document s identified on the Checklist sub tab of the Ethics Form Users may upload multiple attachments provided that each is no larger than 5MB Attachments may be word files spreadsheets jpeg files pdfs etc Add Attachment x _ Exp Include a brief description of the document Description ail let Click on Browse to select Upload l the document from your applic ar y Attachment computer ct to Version Date Select date by clicking on have calendar icon next to Version rad et a ented One Date field The date should represent the date that the document was attached to the mice A A ee application current date Attachments tab Cont as Select One L oe A
7. blue font represents most recent updates The Workflow Logs tracks and time stamps approvals and messages Attachments Approvals Work Flow Logs X Project Logs Sr Timestamp v Work low Stat Role Group Project Work Flow State has been changed 16 01 2013 ap sper i ORS Review gt Se es Office of 09 48 el ORS Review to Pending Info by Pending Info by ORS Consent Form still missing Research Ethics Froject Work Flow State has been changed 15 01 2013 j Pending Info by ORS E Soe Principal 11 42 cll Info by ORS to ORS gt ORS Review Changes made as requested Action Re Submit cali Dear Dr Gagnon amp Dr Herra Your application went through review board reviewer requires clarification from researcher Revised consent form 15 01 2013 ee ORS Review gt eee e a office of 09 59 aiia g y Pending Info by ORS Research Ethics ORS Please submit revisions within 2 business days Regards Kathy Logs tab Project Logs 2013 01 16 09 48 2013 01 15 11 43 2013 01 15 09 59 2013 01 15 09 52 2013 01 15 09 52 Attachments Approvals Project Work Flow State has been changed from ORS Review to Pending Info by ORS Project Work Flow State has been changed from Pending Info by ORS to ORS Review Project Work Flow State has been changed from ORS Review to Pending Info by ORS New Approval Process Event Submitted By Researcher Project Work Flow State has been changed from Pre Submission to ORS Review
8. submitted e Once the application has been submitted the PI will receive an email confirming the reception of the application any team member associated with the application will be copied on the correspondence Applications Under Review eo E s g e Once the PI has submitted the application for review it is still available for viewing under Role Project Team Member Applications Submitted Under Review Tools for PA Bd Research at Queen s aaa b Queens i gy Click on Applications Submitted Under Review to see the i Saans o work flow state of your applications APPLY NEW News Useful Links Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 3 Applications Saved Not Submitted 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here i Applications Submitted Post Review Click here Applications Submitted Post Review Click here Applications Withdrawn Click here Applications Withdrawn Click here Work Flow State of Applications Under Review e Check the status of your application s under review under the Status Snapshot column In the example below the HSREB application is pending approval from HSREB Workflow Status ORS Review Dr Principal HEALTH SC
9. IENCES RESEARCH Investigator ETHICS BOARD APPLICATION Project Status Pendinc Please Faculty of Health ev eas sia FORM for ETHICS Workflow Status ORS el CLEARANCE Review i RAN Submit and Molecular Sciences Certification Human Ethics Ref No 18790 Enter title Applications Requiring Revisions i Te If the reviewer s require any revisions the application will be pushed back to the applicant s At this stage you will be able to edit the application by clicking on Applications Submitted Requiring my Attention The PI Research Coordinator and Supervisor will receive an automatic email notifying them that they have an application which requires their attention Any member of the team will be able to edit the application but the PI is the only person who has the ability to re submit the application Tools for P N Research at Queen s fas gt Queens APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 3 Applications Saved Not Submitted 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here Applications Submitted Under Review Click here Applications Submitted Post Review Click here Applications Submitted Post Review Click here
10. Sciences submit to the General Research Ethics Board GREB e Health Sciences and affiliated teaching hospitals submit to Health Sciences Research Ethics Board HSREB New Application Forms GREB Application Name Description Status GENERAL RESEARCH ETHICS BOARD j i APPLICATION FORM for ETHICS CLEARANCE Updated form Ja The names of the forms are hyperlinks click on them once to open a Social Sciences and Humanities blank application HSREB P4 HSREB applicants must choose between two application forms the long form and short form for low risk studies Please contact the Ethics des ois pescP Coordinator of the HSREB if you are unsure which form you should be HEALTH SCIENCES RESEARCH ETHICS BOARD ea ee eee Bon completing Health Sciences Research Ethics Board Short Form for Critical Enquiry Chart reviews To be used for chart review critical enquiry etc Questionnaires Surveys Project Info tab Application Ref No 18791 Project Title n IMPORTANT Please note that all fields preceded Project Work Flow State Fre Submission by a red asterisk are required Failing to complete these fields will prevent the user from submitting the form Attachments Approvals Errors Title Start Date End Date Keywords add Keywords can be selected from the drop down menu or typed directly into the textbox Related Awards Tf you are a student please ignore this section a
11. ame Role In Project _ Edit Delete Researcher Queen s Rasaarch Coordinator Edit Delete Smith John Co Investigator P I Role versus Project Team Member Role n n eg e Once the change has been made on the Project Team Info tab the application will be accessible to the Research Coordinator and to the other team members from the TRAQ Researcher Portal under Role Project Team Member e The Plis the only person who can submit the application once it has been completed by the Research Coordinator Tools for I AE a Research at Queen s ipa Queens APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 Applications Saved Not Submitted Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here Applications Submitted Under Review Click here Applications Submitted Post Review Click here Applications Submitted Post Review Click here Applications Withdrawn Click here Applications Withdrawn Click here Health Sciences Research Ethics Board Application Form tab e This tab has several sub tabs all of which contain required questions If you are unsure how to answer a question try clicking on the info tab additional information may be
12. ards Search x St _ Close En Ke Select 6015523 Sample CIHR Application Researcher Queen s Select 6015522 Sample Contract File Researcher Queen s Select SALS Sample SSHRC Application Researcher Queen s Click on Select next to the project file you wish to link to the human ethics application Re Fy If y ad res cal No records to display Project Team Info tab The top section of the Project Team Info tab Principal Investigator section is automatically filled out with the information of the person who created the application If you click the Save and Close buttons you will see that the application is still available to you under Role Principal Investigator Project Info Project Team Info HEALTH SCIENCES RESEARCH ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Attachments Approvals Principal Investigator Instructions Do not hand type data for this section The Principal Investigator PI section default populates with the researcher profile data for the project team member who creates the file F you are not the PI click the Change PI button to search for and select an alternate researcher profile If you load an alternate researcher profile to the PI section be sure to reload your researcher profile to the Other Project Team Info section below Prefix Dr Last Name Researcher First Name Queen s Affiliation Faculty of Health Sciences Biomedical and Molecular Sciences Ra
13. manually always use Change PI feature Project Info Project Team Info HEALTH SCIENCES RESEARCH ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Attachments Approvals Principal Investigator Instructions Do not hand type data for this section The Principal Investigator PI section default populates with the researcher profile data for the project team member who creates the file If you are not the PI click the Change PI button to search for and select an alternate researcher profile If you load an alternate researcher profile to the PI section be sure to reload your researcher profile to the Other Project Team Info section below rs Prefix Dr Last Name Researcher First Name Queen s Affiliation Faculty of Health Sciences Biomedical and Molecular Sciences Rank Associate Professor Gender Institution Queen s University Transferring PI Role to Another Researcher rn e Search the Investigator List for the name of the person to be assigned as PI The list can be searched in a variety of ways i e type the last name of the person in the Last Name field use the filter beside it to select a search criteria such as EqualTo or Contains Investigtor List Instructions Search for and select the researcher profile you want to load to this application file If the project team member does not hawe a researcher profile contact your system administrator for g
14. mendment Approval ences and Human Archive events pdt file Description assent form for Children Confidentiality Agreenent zri Consent Form appin Attachment CORE COHRP Certificate ci to Lower Letter l throughout the Were Dale Data Summary Sheet Debnetmg Form Letter _ awe ee a Select the type of document Tah Doc Agreement Select One from the Doc Agreement drop down menu L mmg TT P e ST ey Click Add Attachment to complete the process Approvals tab e The Approvals tab simply describes the workflow of an application in TRAQ For example this HSREB application will be submitted straight to the HSREB Office of Research Services Office of Research Ethics This workflow is pre determined You may skip this tab Application Ref No 18791 Project Title Application Form HEALTH SCIENCES RESEARCH Project Work Flow State Pre submission ETHICS BOARD APPLICATION FORM for ETHICS CLEARANCE Attachments Approvals Approvals This application is pre programmed to route to the following signing authority levels Rale Active Exceptions Division Signing Authority Department Signing Authority Faculty Signing Authority Office of Research Services Office of Research Ethics Logs tab Workflow Logs e The Logs tab is a useful tool that allows the applicant s reviewer s and the Ethics ii Office to track the history of the application and communicate with one another Text in
15. nd continue to the next tab TF vnn are a noan ctident f e n faculty stafi and hawe annlied for or have heen Awarded research fundinn click Search ta locate and attach the related recearch fiindinn TF the related Project Info tab Related Awards ee e Ifthe PI s project is receiving funding either through a grant or contract it is important to link the TRAQ DSS Form to the human ethics application e Use the side bar to scroll down to the Related Awards section of the Project Info tab screen and click on the yellow Search button to view the PI s submitted TRAQ DSS Forms Start Date Ez End Date Fiz IMPORTANT As a Project Team member you Keywords Add should first transfer the role of PI on the Project Team Info tab before linking the TRAQ DSS Form to the human ethics application Please see slides on Project Team Info tab for instructions Related Awards Tf you are a student please ignore this section and continue to the next tab If you are a non student e g faculty staff and have applied for or have been awarded research funding click Search to locate and attach the related research funding If the related research funding is not found please ignore this section and continue to the next tab ee P 7 warae Title Award Status PI Last Name PI First Mame sponsors Summary No records to display Project Info tab Related Awards Cont Project Related Aw
16. nk Associate Professor Gender Institution Queen s University PI Role versus Project Team Member Role e When a new application is created TRAQ automatically designates the creator of the application as PI The role of the applicant from PI to Project Team Member will need to be modified to ensure the application will follow the proper process This can be done at any point during the completion of the form e As long as the applicant remains PI the application will continue to be accessible from the TRAQ Researcher Portal home page under Role Principal Investigator Tools for P AN Research at Queen s is in Queens APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted Applications Saved Not Submitted 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here Applications Submitted Under Review Click here Applications Submitted Post Review Click here Applications Submitted Post Review Click here Applications Withdrawn Click here Applications Withdrawn Click here Project Team Info Tab Change PI e To change the role of PI over to another researcher click on Change PI Important DO NOT change P I s Last Name and First Name
17. t Us Tools for i di k Research at Queen s TE Bi Queens Login Username Password es eee Login Regist 7 i m Researcher Portal Describing the Homepage Tools for oi 8 Research at Queen s a Queens Click on Apply New to access the Human Ethics applications APPLY NEW J News Useful Links Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 1 Applications Saved Not Submitted 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 My Reminders 0 My Reminders 0 Applications Submitted Under Review Click here Applications Submitted Under Review Click here Applications Submitted Post Review Click here Applications Submitted Post Review Click here Applications Withdrawn Click here Applications Withdrawn Click here All users have Principal Investigator and Project Team Member roles Depending on your role in a particular study you will be able to access your files Human Ethics and Biohazard certifications and TRAQ DSS Form Agreement Review applications under one role or the other Starting a New Human Ethics Form Any research project involving human participants whether funded or not must receive ethics approval of one of the Ethics Boards prior to the start of the project e Non Health Sciences Social
18. uidance Start With Any nar Marilter DoesMotContain Starts With Last Name EndsWith EqualTa MotEqualTo Primary Affiliation GreaterThan p Investigator F LessThan we GreaterThanOrEqualTa Investigator h Faculty of Health Sciences Biomedical and Molecular Sciences LessThanOrEqualTa Between Motbetween IsEmpty MotseEmpty Is ull MoatisMull Transferring PI Role to Another Researcher e Once you ve identified your PI click on Select Investigator Y i Y Investigator Principal Faculty of Health Sciences Biomedical and Molecular Sciences If you are unable to identify the person you are looking for from the investigators list please email the TRAQ Helpdesk trag qgueensu ca Your email should include the person s full name title business address and email address You will be notified as soon as the person has been added to the investigators list and will then be able to transfer the PI role over to them Transferring PI Role to Another Researcher Cont ee oa e Project Team Info will automatically be updated with PI s information e At this point you will also notice that the Submit button previously located at the top of the form has disappeared Important the next step is to add yourself to the application as a team member This must be done before you close the application Failing to do so will result in you losing access to the application
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