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) 

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:

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.

IMPORTANT

Updates are performed on the form once a month (dates below): 

27 July 2021

These will be noted on the login page with the note that an update was performed to the ethics application form on "date and time". If you see the following on your application: Note: There is a newer version of the project. Update), any user with an application in progress on the date and time shown will need to update their form (by clicking on "update" at the top of the page where it indicates, before it can be submitted.

If you are waiting for your form to be signed by another collaborator/supervisor/director of studies, then you will need to click on the update and re-sign and submit your application. We apologise for any inconvenience this may cause.

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:

16 September 2021 10:00-10:30 Applicant Drop in Zoom session

16 September 2021 11:00-11:30 Administrator Drop in Zoom session

16 September 2021 12:00-12:30 Reviewer Drop in Zoom session

21 October 2021 10:00-10:30 Applicant Drop in Zoom session

21 October 2021 11:00-11:30 Administrator Drop in Zoom session

21 October 2021 12:00-12:30 Reviewer Drop in Zoom session

18 November 2021 10:00-10:30 Applicant Drop in Zoom session

18 November 2021 11:00-11:30 Administrator Drop in Zoom session

18 November  12:00-12:30 Reviewer Drop in Zoom session

16 December  10:00-10:30 Applicant Drop in Zoom session

16 December  11:00-11:30 Administrator Drop in Zoom session

16 December  12:00-12:30 Reviewer Drop in Zoom session