Frequently Asked Questions

How do I request a collaborator be added to ERM?

If an internal collaborator is not listed within ERM, please request that they visit ERM and log-in for the first time, that will create a user account for them and you will be able to add them to your application. External collaborators cannot be added to ERM. Users must have a University account to access the system. If you wish to share your application with someone external to the institution please use the print function on the left hand action bar to download a PDF copy of your application and share via email.

How do I get training to use the system?

Training for ERM will be delivered in a number of ways. Training guides are available under Help within the Help menu in ERM. Training videos will appear in the Research Toolkit soon.

Why can't I add my supervisor to my application

To be able to add your supervisor to your application they must have an ERM account. Ask them to click on the ERM link and visit the site, this will automatically create an account for them and you will be able to add them to your application going forward.

What do I need to do as an academic supervisor?

You will receive an email asking you to sign your students' applications. By following the link in the email from donotreply@infonetica.net you will be able to see your student's submitted application. You should read through the application ensuring that the student has submitted a correct and accurate application. *** If you are happy with the application you will need to press the 'Sign' button on the left-hand Actions menu. ***If you are supervising a Postgraduate Taught or Undergraduate student use the 'Navigate' button and select the 'Signatures' page. Request the signature from the person that will carry out the second review of the application - this could be the second supervisor or the module coordinator. Once you have requested their signature you should use the 'Sign' button on the left-hand side. If you are not happy with the content of the application use the speech bubble on the right above each question to give detailed feedback to your student. Then use the 'Reject' button on the left-hand Actions menu.

I am creating a new application but I am unable to populate all of the fields.

ERM will only present you with questions that are relevant to the answers you have provided. It is important to have considered all aspects of your project when making an ethics application. Please use the completeness check function in the left hand side action menu to check what information is still required before submission. ERM has information pop-ups beside questions - marked with an i You can find various user guides on the ERM webpages and when logged into ERM.

Will my application automatically save as I complete it?

Your application will only save when you press 'Next' or 'Previous' or you can also use the Save button on the left-hand side to be certain that your progress has been saved.

These questions don't apply to my research

Questions only appear depending on answers that have been selected. It is most likely due to something that you have selected in the 'Type of Application' question at the start of the form. Use the Navigate button on the left-hand Action menu and select 'Type of Application'. Check your answers here. If that does not solve the problem you will need to work through the questions and check all of your answers.

What does the question mean?

Most questions will have a blue information button next to them where more information and detail is given. If this does not help students should contact their academic supervisor for further explanation.

How do I share my application?

You can share your application by opening your project and selecting the 'Share' button from the left-hand side Actions menu. You will then be presented with a pop-up box where you need to enter the email address of the person you wish to share your form with. You will also need to give them the relevant access level you wish them to have. If you wish to add more than one person select the plus symbol on the right-hand side. Once you have selected all the people and the relevant access levels remember to click the 'Share' button at the bottom of the box.

How do I request signatures?

The page to request signatures is the last page of the application. Click on the blue 'Request signature' button, you will be presented with a pop-up box where you will need to enter the name of the person whose signature you require. You also have the chance to leave a message for that person. Click on the 'Request' button.

What if I accidently submit my application when it isn't finished?

You won't be able to submit your application if it is not fully completed. You will be prompted to complete the missing mandatory sections. Use the 'Completeness Check' button to see what is missing from your application.

How do I submit my application?

Your application can only be submitted when all the questions are completed. Use the 'Completeness Check' button to see if any answers are missing. Once all sections are complete and all signatures are in place your form will automatically be submitted.

Where is my application?

Firstly make sure you have submitted your application. You can do this by checking the form status > Open your project > Check the Form Status. - If the 'Form Status' is showing as 'Not Submitted' use the 'Completeness Check' to complete all the missing fields. - If the 'Form Status' shows minor/major amendments the Research Ethics Panel will have written to you detailing the changes that are required. - If the 'Form Status' shows anything else please contact ethics@stir.ac.uk for an update if over 10 days since the relevant research ethics panel meeting.

How do I see the comments left by reviewers?

You will be sent all the comments from reviewers by email in a letter. You can also access these through the ERM by selecting 'Comments' from the left-hand Action menu or by clicking on the speech bubbles at the top of the question pages.

How do I make changes to my application?

Guidance on how to make changes to your application is available on the University of Stirling ERM webpages. https://www.stir.ac.uk/internal-staff/research/research-toolkit/ethics-review-manager-erm/

What size and format do my documents need to be?

There is no specific format required; however PDF and Word would be preferred. There is no specific size limit for files.

Where can I find support with writing my participant information sheet, consent forms etc.?

Template documents are available on the University research ethics webpages: https://www.stir.ac.uk/research/research-ethics-and-integrity/ethics-forms/ Here you can access templates on how to write various documents that may be relevant to your study. When using the templates remember to delete all the guidance text once read and make amendments to the suggested text.

How do I format the version number and date on my documents?

The document title version number and date should be included in the head of all documents and is included in all templates provided.

Do I need to use the University logo in my work?

Yes, the logo should be on all sheets presented to participants such as the information sheet and consent form. however all templates will already have this. You can find the logo via the University Brand Bank: https://www.stir.ac.uk/brand-bank/visual-assets/logo/

How do I print a copy of my application?

You can print your application as a PDF file by opening your project and selecting 'View as PDF' on the left-hand side Action menu. You will be presented with a pop-up box. Click View.