Plymouth Ethics Online System

Introduction

The Plymouth Ethics Online System (PEOS) is a flexible web-based management system to help facilitate and streamline the ethical review process.

This online ethical review application system is available to both members of staff and postgraduate taught and research (PGT/PGR) students at the University of Plymouth. The system will help applicants submit and track their applications as well as make it easier for the Faculty Research Ethics and Integrity Committees to conduct reviews, provide feedback and approve applications.

PEOS features an automatic submission feature. This means that once you sign the form (and obtain any additional required signatures) the system will automatically submit the application on your behalf. Please note, to ensure your signature is recognised please ensure you remain logged into the system for at least 60 seconds after you sign the form to allow time for the screen to refresh. You will also receive an email confirmation that submission was successful.

Access

To access the new system, please use the following links and log in with your University of Plymouth username and password (the same information you use to access your email):

Submitting an ethics application

Reviewing an ethics application (Faculty Research Ethics and Integrity Committee personnel ONLY) 


 

Helpful information

Guidance for members of staff and PGT/PGR students on how to use the Plymouth Ethics Online System (PEOS) can be found on the University of Plymouth SharePoint site here or on the help pages of the PEOS system. 

Applicants can also watch a quick help tutorial which demonstrates how to submit an application.

For technical issues using the system, please contact:

For general research ethics support, please contact:

More information about each Faculty/Sponsor committee can be found in their respective SharePoint sites below:




If you're applying from Planning and Analytics or SERIO, you will need to choose the Committee you're submitting your application to (Faculty of Arts, Humanities and Business) and if you are unsure, please contact the appropriate committee administrator from the list above.  
The Faculty of Health Research Ethics and Integrity Committee are moving to a monthly cycle of submission dates and review meetings starting with a pilot from January to June 2021. For more information, please contact the committee administrator. The dates are as follows:

Masters committee (except Psychology) dates

Submission dates

Deadline 4pm

Committee meeting date

Outcome date

Tuesday 12th Jan 2021

Tuesday 26th Jan 9.30-12.30

Tuesday 2nd Feb

Tuesday 9th Feb 2021

Tuesday 23rd Feb 9.30-12.30

Tuesday 2nd March

Tuesday 9th March 2021

Tuesday 23rd Mar 09.30-12.30

Tuesday 30th March

Tuesday 13th April 2021

Tuesday 27th April 09.30-12.30

Tuesday 4th May

Tuesday 11th May 2021

Tuesday 25th May 09.30-12.30

Tuesday 1st June

Tuesday 8th June 2021

Tuesday 22nd June 09.30-12.30

Tuesday 29th June 2021

July and August no meetings

 

 

Staff/PhD/HRA committee (except Psychology) dates

Submission dates

Deadline 4pm

Committee meeting date

Outcome date

Tuesday 12th Jan 2021

Wednesday 27th Jan 9.30-12.30

Tuesday 2nd Feb

Tuesday 9th Feb 2021

Wednesday 24th Feb 9.30-12.30

Tuesday 2nd March

Tuesday 9th March 2021

Wednesday 24th Mar 09.30-12.30

Tuesday 30th March

Tuesday 13th April 2021

Wednesday 28th April 09.30-12.30

Tuesday 4th May

Tuesday 11th May 2021

Wednesday 26th May 09.30-12.30

Tuesday 1st June

Tuesday 8th June 2021

Wednesday 23rd June 09.30-12.30

Tuesday 29th June 2021

July and August no meetings

 

 


Important:

Please ensure you sign and then request all signatures within your form (Other collaborators (co-investigators)/Director of Studies/Supervisor) if required.  Other collaborators external to the University will not be able to sign the form (due to single sign on authentication). Committees do not require these to review your application, but if you would like an external signatory to sign the form, then we recommend you scan their signature in as a miscellaneous document.

If you are resubmitting and have co-investigators within your form, you only need gain one of those signatures for re-submission. If you have a Director of Studies/Supervisor you will need to gain their signature. 

The system features an automatic submission function, which will automatically submit your application after all required signatures are obtained.

If you are signing an application, please ensure you remain logged into the system until the screen refreshes and you receive email confirmation that:

  • your signature has been accepted, and
  • your application has been successfully submitted.

If you do not receive an email confirmation within one hour of signing the form, please perform the following:

1. Open the application and double check the form status; it should be listed as submitted or resubmitted. If the status is one of these, please email your requested signatory if you have one or FRIEC Administrator to double-check that they have received your application.


2. If the form status is listed as ‘not submitted’ or 'changes requested', then please double check:

  • that an appropriate signature has been obtained
  • that no additional blank signature boxes are listed
  • that all relevant sections have been completed 
  • that the application is not pending a mandatory update (listed in a bar at the top of the screen).

If you have performed all of these checks and the application has still not automatically submitted, please email Plymouth Ethics Online System support ethics-online-system@plymouth.ac.uk and provide your project reference number, title and a screenshot confirming these criteria and a member of the team will be able to assist you. 

If you wish to make an amendment to a historical application (made prior to PEOS), then please contact your faculty research ethics and integrity committee.

 

Training

R&I provides training on how to use the Plymouth Ethics Online System either by drop-in sessions or one to one training. Please contact ethics online system support at ethics-online-system@plymouth.ac.uk to arrange a bespoke training session for your faculty/ school or research group.

The next drop-in sessions will be facilitated by Alison Bendall, Research Information Officer, who will be happy to help you with the system and discuss any queries. They will take place via Zoom as follows:

29 April 2021 10:00-10:30  Applicant Drop in Zoom session

29 April 2021 11:00-11:30  Administrator Drop in Zoom session

29 April 2021 14:00-14:30  Reviewer Drop in Zoom session

 

New grant pre-award process

The University has now switched the research grant pre-award process (encompassing project costing, peer review and approval) from paper-based to fully electronic and online.

The new tool is called Award Manager and sits within Unit 4 Business World (Agresso). It provides instant access to real-time data about research activities, allows for split costing between schools and departments and streamlines the approval process.

Read the Infonetica case study

The University of Plymouth's new ethics review system went live on 20th April 2020 and is being used by staff, taught masters and postgraduate research students. They have found the software to be intuitive, easy to use, efficient and time saving, in handling the 350-400 low to high risk ethics applications the university receives in a typical year. The new system fulfilled the requirements to provide a single repository for all review documentation as well as to assure full GDPR compliance.