iRECS New Ethics Online Updates

iRECS Fully Launched

Published 24 November 2023

24 NOV UPDATE: The migration of Animal Ethics Online (AEO) records' documents has been delayed by a week. It will occur over Friday 1 December COB to Mon 4 December SOB instead. In the meantime, please navigate to AEO to access any AEO documents that you require. iRECS will remain accessible over the above migration period but system performance may be slower than usual. 

This is to advise you that the Animal Ethics iRECS Module is now open to receive new applications, modifications and other submissions (monitoring compliance report; conditions reporting; unexpected adverse events; protocol deviations).

You can tune into the demo on how you can go about submitting an Animal Ethics modification and other submissions on iRECS via this link (demo starts at 10:44)..

All approved (active) AEO projects have been migrated and are now accessible on iRECS. Note that the migration of AEO documents is scheduled to occur between Friday 24 November COB to Monday 27 November SOB delayed to Friday 1 December COB to Mon 4 December SOB. iRECS will remain accessible over the above period but system performance may be slower than usual. 

Expired/completed projects in AEO will not be migrated to the new iRECS system. It is strongly recommended that Chief Investigators download necessary files/forms from AEO before 31 December 2023. Following this date, the AEO system will no longer be accessible.

We understand that a change in the submission procedures can be stressful and difficult to navigate, rest assured, the RECS team is here to support you throughout this transition period. You can navigate through the iRECS Information webpage for further info on the iRECS background, transition timeline, and FAQs. For further submission advice, the RECS Animal Ethics team is contactable at animalethics@unsw.edu.au.

Other information you may find useful:

What is iRECS?

iRECS is the incoming online research ethics and compliance system at UNSW. It will enable a whole-of-life approach, from application to committee review through to project closure.

iRECS will cater for human research ethics, clinical trials governance, animal research ethics, gene technology, biologically regulated materials, and radiation research safety projects across UNSW. It will replace all existing processes for Animal Ethics, Human Ethics, Gene Technology, and Radiation Safety.

Why iRECS?

iRECS will provide a simpler, more effective and secure way to manage research ethics application submission, review and reporting.

What is happening?

The Animal Ethics iRECS module is now open to receive new applications, modifications and other submissions (monitoring compliance report; conditions reporting; unexpected adverse events; protocol deviations).

The Gene Technology & Radiation Safety iRECS modules were launched on 18 January 2023. The Human Ethics module was fully launched on 22 August 2023.   

Where can I find further information and support?

Tune into the demo on how to submit a new Animal Ethics application on iRECS via this link (demo portion starts at 5:50). Tune into the demo on how to submit an Animal Ethics modification and other submissions on iRECS via this link (demo starts at 10:44).

You can also navigate through this webpage for further info on the iRECS background, transition timeline, and FAQs. For submission/review advice, contact the RECS Animal Ethics team at animalethics@unsw.edu.au.

iRECS FAQs and Navigation Instructions (also available on iRECS)

Head of Schools & Facility Managers Information

• iRECS Process for HoS and Facility Managers

FAQs

• FAQs - iRECS Applicant Portal
• FAQs - iRECS Reviewer Portal
• Human Ethics FAQ
• How do I get Collaborator access to a Human Ethics Project
• Animal Ethics FAQ

Organising Your iRECS Work Area

• iRECS Work Area – Standard Layout
• Creating a Project Folder
• Renaming a Folder
• Moving a Project to Another Folder
• Deleting a Folder
• Duplicating an application/project
• Transferring iRECS Projects

Applicant Portal - Navigating iRECS - New Application & Modification

    Gene Technology

• New Application - Gene Technology/Regulated Biological Materials
• GMO Description and Genetics Example
• Modifying an approved application

    Radiation Safety

• New Application - Radiation Safety
• Modifying an approved application

    Human Ethics

• New Application - Human Ethics
• Modifying an approved application - Human Ethics
• Human Ethics FAQ

    Animal Ethics

• Animal Ethics iRECS Demo - New Application
• Animal Ethics iRECS Written Instructions - Modifications
• Animal Ethics iRECS Demo - Modifications and Other Submissions
• Animal Ethics FAQ

Applicant Portal - Navigating iRECS - What happens after submission

• Application Status Updates
• Application Follow-Up
• Amending/Revising an Application (Changes Required/Subject To/Deferred Requests)
• After your project is approved
• Submitting an Annual Compliance Report 

Reviewer Portal - Panel/Committee Member

• Navigating iRECS - Reviewing a Project (Application)
• Animal Ethics - Reviewing New Applications / Modifications / Reports Submissions

Reviewer Portal - DVCRE Review

• Navigating iRECS - Approve or Reject an Application

If you have any iRECS login or technical issues, please contact:

• UNSW IT Services at itservicecentre@unsw.edu.au or (02) 9385 1333

For queries regarding the ethics application submission and/or review process and iRECS training, please contact:

• Gene Technology: genetechnology@unsw.edu.au (iRECS module launched on 18 Jan 2023)
• Radiation Safety: radiationresearch@unsw.edu.au (iRECS module launched on 18 Jan 2023) 
• Human Ethics: humanethics@unsw.edu.au (iRECS module launch on 15 Aug 2023 (new apps only); 22 Aug (all submissions)
• Clinical Trails: clinicaltrials@unsw.edu.au (iRECS module launch on 15 Aug 2023 (new apps only); 22 Aug (all submissions)
• Animal Ethics: animalethics@unsw.edu.au (iRECS module launch date TBC)

If you would like more information about the project, please contact:

       Dr Ted Rohr, Director RECS

• E: ted.rohr@unsw.edu.au 
• M: 0417 844 054

iRECS will replace existing systems for Gene Technology, Radiation Safety, Human Ethics, and Animal Ethics. 

The roll-out of the iRECS Gene Technology, Radiation Safety, Human Ethics, and Animal Ethics modules will be done in a staggered manner (three phases), with each phase consisting of four key stages: 

1. Build: Phase of the project where ethics forms and processes are being built in iRECS
2. Demonstrate/Refinement: Phase of the project where end users (administrators, applicants, reviewers) are demonstrated iRECS in action and provide feedback. Refinements are made to the tool where necessary.
3. Data Migration: Phase of the project where current/active ethics records are mapped and migrated from existing systems into iRECS.
4. Go-Live: The date that iRECS is accessible to users.

Collaboration

iRECS is a collaboration between the UNSW Division of Research & Enterprise and UNSW IT. The team work with the iRECS vendor and broader UNSW stakeholders to implement an effective, fit-for-purpose, easy-to-use research ethics and compliance system at UNSW.