Help

Need help navigating EthOS or completing your forms?	Visit the EthOS Hub (link opens in new window) page for links to user materials, webinar replay details, and links to other help and support resources.
EthOS-related technical issues or questions?	Please contact Research Administration and Information Management System (RAIMS) system support on RAIMSsupport@uoguelph.ca
Questions about your research plans/research ethics?	Please contact the Ethics Office on reb@uoguelph.ca. You can also contact the REB from within the Correspondence tab of your application, if your question is specific to a particular aspect of the application, needing guidance etc.
Form Updates	Consult the Form Update history list for a summary of what changes/enhancements have been released since the EthOS launch in July 2024.

Visit the EthOS Hub for all your user support needs.
However, links to the available EthOS Hub content are available below for ease of reference.

Getting Started

Format

Topic

Subtopics Covered

Written

Initial Steps

Account access
Internet settings
Logging in
Timeout settings
Saving

Basic Navigation

Format	Topic	Subtopics Covered
Written	EthOS Dashboard	Overview of work area
Written	Moving Between Screens	Don't use your browser back arrow Using Navigate and Previous, Next buttons
Written	Work Area Tiles	Overview of notifications, signatures, shared, and transfer tiles
Written	Project Tree	What is a project tree / hierarchy concept in EthOS
Written	Project List Searching	Searching on project list metadata
Written	Finding your Application's Status	Looking up application status via project list Status definitions
Written	Form Update Message	Who can apply form updates Looking up form owners Applying the update
Written	Important Reminders	Built-in guidance Timeout settings Saving reminders

Managing your Projects

Format	Topic	Subtopics Covered
Written	Finding an Approval Letter	Finding the approval letter attached to your project
Written	Creating Folders	Creating a new folder
Written	Renaming Folders	Changing the name of a folder
Written	Adding Projects to Folders	Adding projects to folders
Written	Duplicating Projects	Creating a copy of an existing project
Written	Duplicating only Subforms	Creating a copy of a subform (e.g. an annual renewal) within the project
Written	Transfer Ownership of a Project	Transferring a project Accepting a project that has been transferred to you
Written	Deleting Unsubmitted Projects	Deleting a project that has not yet been submitted
Video	Sharing Forms	7 minute training video on how to share any EthOS form, assign a role, view and change permissions
Video	Changing Previously Assigned Permissions	5 minute training video on how to edit, remove, or add collaborators after you have previously shared an EthOS form
Video	Principal Investigator Signature Step	3.5 minute training video for Principal Investigators who have been asked to sign an EthOS application - including the steps to access, reject (send back for changes), and sign the form.

Create and Submit a Main REB Application

Format	Topic	Subtopics Covered
Written	Completion Guidance Before you Begin	Overview of the submission process and steps
Written	Creating a Project	Creating the project
Written	Entering Initial Details	Entering summary details, application type, and answering initial prompts
Written	Layout of the Main REB Application Form	Structure of the main form (sections, pages, tabs) Toggling inactive sections on and off
Written	Adding Study Personnel	Important guidance on assigning permissions Difference between assigning a role and sharing a form Naming the Principal Investigator and assigning the PI role Adding Co-Investigators and other collaborators
Video	Adding Study Personnel	This 14 minute 'mini course' covers all the above-listed subtopics.
Written	Permission Confirmation	Reviewing named personnel How to adjust role-based permissions How to adjust shared-form permissions
Written	Uploading Documents	Attaching a document Finding uploaded documents
Written	Adding Comments (Collaborators)	Adding comments Reading comments Editing / changing comments
Written	Built-in Correspondence	Emailing the REB office directly within the application
Written	Completeness Check	What is the completeness check Answering completeness check questions
Written	Signatures & Submitting	Automatic submission overview Signing as a PI Requesting signature of a PI
Written	View Applications as PDF	Creating a PDF version of your online application (useful for offline searching)

Statement of Intent

Format	Topic	Subtopics Covered
Written	Create a Statement of Intent	How to create the Statement of Intent (SOI) form

Responding to REB Feedback (Modifications Requested)

Format	Topic	Subtopics Covered
Written	Introduction	Introduction
Written	Email notification & status	Sample email Sample feedback letter
Written	Addressing Feedback Process Overview	Process recap of how to prepare and submit your feedback
Written	Preparing your Feedback	Ticking the Response to REB Feedback button Reviewer comments Resubmission Information section(s)
Written	Deleting or Uploading Documents	Deleting a previously uploaded document Attaching a new document
Written	Comparing to a Previous Version	Track changes between current and previous submission
Video	Responding to Main Form Modification Requests	An 8 minute end-to-end overview of how to address any feedback requests received either before or after the REB review of your main form application

Post-Approval Activities

Format	Topic	Subtopics Covered
Written	Introduction	Overview of what post-approval activities are involved for main form REB applications and Statements of Intent
Written	Process Overview	How to submit post-approval forms
Written	Expiry Date / Automated Alerts - Main REB Applications	Business guidelines for when automated alerts are triggered for REB main form applications
Written	Expiry Date / Automated Alerts - SOIs	Business guidelines for when automated alerts are triggered for SOI applications
Written	Main REB Application Renewals, Event Reports, Closures	Creating subforms (overview)
Written	Statement of Intent Renewal/Closure	Creating an SOI renewal/closure subform
Written	Modifications Requested on a Subform	Link to other content on responding to REB feedback requests
Written	Reviewing a Subform Status	Where to see the approval status of a subform
Written	Subform Perrmissions	How to view who can see/access your subform
Written	Sharing a Subform	How to share a subform with a collaborator
Written	Deleting a Subform	How to delete an unsubmitted subform
Written	Duplicating a Subform	Link to other content on duplicating subforms (in the Managing Projects material)

Legacy Protocols

Format	Topic	Subtopics Covered
Written	Introduction	Overview of how pre-EthOS applications were migrated as of September 2024
Written	What Legacy Protocols were Migrated?	What protocols were in scope for migration
Written	What is Included in the Migrated Legacy Protocol?	What data elements were migrated
Written	What can I do with a Migrated Legacy Protocol?	What you can do with a migrated legacy protocol in EthOS
Written	Where do I find my Legacy Protocol?	Looking up migrated protocol(s) in your project list
Written	Legacy Data Form/Section	Overview of the legacy form sections and fields
Written	Downloading Legacy Documents	Where to download documents that were attached to the migrated protocol
Written	Uploading Documents or Correcting Document Uploads	Business guidance on amending migrated documents
Written	Viewing Legacy Expiry Date	Where to see the legacy protocol's expiry date
Written	Sharing a Legacy Subform	How to share the legacy protocol with other study collaborators
Written	Amend a Legacy Subform	How to submit an amendment subform for a legacy protocol
Written	Responding to REB Feedback on a Legacy Amendment Request	If you submitted an amendment for a legacy request, if any changes are requested by the REB those changes are most likely to affect previously submitted documents
Written	Post-Approval Activities for Legacy Protocols	Business guidelines Submitting legacy amendment request, event report, renewal, or legacy closure subform
Written	Reviewing a Legacy Subform's Status	Looking up the status on a legacy subform
Written	Deleting a Legacy Subform	Deleting an unsubmitted legacy subform
Written	Duplicating a Legacy Subform	Linking to existing content in the Managing Projects section on how to duplicate a subform
Written	Legacy Subforms Migrated Manually - Accepting Transferred Forms	How to accept a transferred legacy protocol (for manually migrated content)

Help

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