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

Topic	Subtopics Covered
Initial Steps	Account access Internet settings Logging in Timeout settings Saving

Basic Navigation

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

Managing your Projects

Topic	Subtopics Covered
Finding an Approval Letter	Finding the approval letter attached to your project
Creating Folders	Creating a new folder
Renaming Folders	Changing the name of a folder
Adding Projects to Folders	Adding projects to folders
Duplicating Projects	Creating a copy of an existing project
Duplicating only Subforms	Creating a copy of a subform (e.g. an annual renewal) within the project
Transfer Ownership of a Project	Transferring a project Accepting a project that has been transferred to you
Deleting Unsubmitted Projects	Deleting a project that hasn't been submitted
Sharing Forms - Video	7 minute overview video on how to share a form, assign a role, view permissions, and change them (chapter bookmarks are available in the video) A descriptive video transcript is available Contact RAIMSSupport@uoguelphca if you have any issues launching or accessing the video file

Create and Submit a Main REB Application

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

Statement of Intent

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

Responding to REB Feedback (Modifications Requested)

Topic	Subtopics Covered
Introduction	Introduction
Email notification & status	Sample email Sample feedback letter
Addressing Feedback Process Overview	Process recap of how to prepare and submit your feedback
Preparing your Feedback	Ticking the Response to REB Feedback button Reviewer comments Resubmission Information section(s)
Deleting or Uploading Documents	Deleting a previously uploaded document Attaching a new document
Comparing to a Previous Version	Track changes between current and previous submission

Post-Approval Activities

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

Legacy Protocols

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