iRECS New Ethics Online Updates

Upcoming Shift to iRECS - Human Ethics & Animal Ethics | May 2023

Issued: 10 May 2023

The Research Ethics and Compliance Support (RECS) team is transitioning the Human Ethics (incl. Clinical Trials) and Animal Ethics applications, reviews and compliance reporting onto iRECS.

Since our last update, the team concluded the user group consultation of the Human Ethics iRECS module on Friday 14 April, the consultation contributed to the refinement of the module. The Human Ethics iRECS module will soon undergo user acceptance testing (UAT). In parallel, the team has further progressed the requirements gathering for the Animal Ethics iRECS module and the Animal Ethics iRECS module build is set to commence on the week of 15 May.

We anticipate that both modules will be launched by Q3 2023:

• Human Ethics in late Aug 2023
• Animal Ethics in mid-late Sep 2023

The transition plan for each module will be communicated two months prior to the anticipated launch date. Please follow the existing ethics processes until further notice.

The following is what you can expect moving forward:

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?

By enabling a whole-of-life approach on a single platform, iRECS will provide a simpler and more effective way to manage research ethics application submission, review and reporting.

What is happening?

The user group consultation on the Human Ethics iRECS module concluded on Friday 14 April, the consultation contributed to the refinement of the module. The Human Ethics iRECS module will soon undergo user acceptance testing (UAT). 

The team will soon conclude the requirements gathering for the Animal Ethics iRECS module. The Animal Ethics iRECS module build is set to commence on the week of 15 May.

We anticipate that both modules will be launched by Q3 2023:

• Human Ethics in late Aug 2023
• Animal Ethics in mid-late Sep 2023

The transition plan for each module will be communicated two months prior to the anticipated launch date.

Note that the Gene Technology & Radiation Safety iRECS modules were launched on 18 January 2023.

What do I need to do?

Existing application submission & review processes will remain in place until further notice.

Where can I find further information and support?

Navigate through the iRECS Information webpage for further info on background and timeline. For submission/review advice, contact the RECS Human Ethics team at humanethics@unsw.edu.au or Animal Ethics team at animalethics@unsw.edu.au.

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.

iRECS FAQs and Navigation Instructions (also available on iRECS)

FAQs

• FAQs - iRECS Applicant Portal
• FAQs - iRECS Reviewer Portal

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

Applicant Portal - Navigating iRECS

• New Application - Gene Technology/Regulated Biological Materials
• GMO Description and Genetics Example
• New Application - Radiation Safety
• Modifying an application post-submission
• Duplicating an application/project
• Transferring iRECS Projects

Applicant Portal - Navigating iRECS - What happens after submission

• Application Status Updates
• Application Follow-Up
• Reviewer Amendments Requests
• After your project is approved
• Submitting an Annual Compliance Report 

Reviewer Portal - Panel/Committee Member

• Navigating iRECS - Reviewing a Project (Application)

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: radiationsafety@unsw.edu.au (iRECS module launched on 18 Jan 2023) 
• Human Ethics: humanethics@unsw.edu.au (iRECS module launch date TBC)
• Clinical Trails: clinicaltrials@unsw.edu.au (iRECS module launch date TBC)
• 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