Frequently Asked Questions

Where can I find support

Humanities and Social Sciences email: FHSS-Ethics@swansea.ac.uk https://www.swansea.ac.uk/humanities-and-socialsciences/research-ethics/ Medicine, Health, and Life Science email: FMHLS-Ethics@swansea.ac.uk, https://www.swansea.ac.uk/medicine-health-life-science/ethics-and-governance/ Science and Engineering email: FSE-Ethics@swansea.ac.uk https://www.swansea.ac.uk/science-and-engineering/research/fseethics/ Non-Faculty enquiries email: researchintegrity@swansea.ac.uk Research with NHS: researchgovernance@swansea.ac.uk For technical system queries: Log a digital support ticket with the team at https://suprod.service-now.com

I need to change my supervisor

If you need to update your supervisor, please email the following (depending on which Faculty you belong to and whether you are an undergraduate or a postgraduate student or a postgraduate researcher): Faculty of Science and Engineering Undergraduate & Postgraduate Taught:studentsupport-scienceengineering@swansea.ac.uk Postgraduate Researcher:pgr-scienceengineering@swansea.ac.uk Faculty of Humanities and Social Sciences Undergraduate & Postgraduate Taught Culture and Communication: studentsupport-cultureandcom@swansea.ac.uk Management: studentsupport-management@swansea.ac.uk Social Sciences:studentsupport-socialsciences@swansea.ac.uk Law:studentsupport-law@swansea.ac.uk Postgraduate Researcher: Culture and Communication: pgr-cultureandcom@swansea.ac.uk Management: pgr-management@swansea.ac.uk Social Sciences: pgr-socialsciences@swansea.ac.uk Law: pgr-law@swansea.ac.uk Faculty of Medicine Health and Life Science Undergraduate & Postgraduate Taught:studentsupport-medicinehealthlifescience@swansea.ac.uk Postgraduate Researcher:pgr-medicinehealthlifescience@swansea.ac.uk

What happens to my existing application when the new system is live?

All existing applications will be processed via the currently existing systems, including amendments. All new applications should be processed by the new system. The exceptions will be amendments to high-risk applications, amendments to research that was approved prior to Jan 2021, or amendments from the former College of Engineering. These will be amended and processed via the new system. Guidance on making an amendment can be accessed through the “Help” tab under the “Help” section in the online system.

Should I be completing an Ethics Review Application?

It is the responsibility of the Principle Investigator, Researcher or Investigator to make sure the research is ethically carried out. All postgraduate students, postgraduate researchers, staff, and associates planning to conduct research may need to undertake an ethical review prior to starting their research project. The online system does not take long to complete and will determine if your project needs ethical screening. It is recognised that among the various types of research activities carried out within the University, not all will require ethical scrutiny from a University Committee. The list below is a generic guidance of data collection for research that could be exempt from an ethical review. Quality assurance studies, program evaluations, performance reviews, and testing within normal educational and/or organisational requirements, to be used for assessment and/or improvement purposes, and there is no research question involved. Research based on review of published/publicly reported literature. Consulting, unless carried out under the auspices of the university. A document with examples is available - See the Help section under help in the black bar. For any further exceptions please check your Faculty Ethics information pages - See the "Where can I find support?" FAQ If you are a student or PGR, advice and support are available from your supervisor or, for staff, from your ethics admin contact point. From the autumn term of 2023-24 onwards, undergraduate students, undertaking their final year research projects, will be invited to use the system, with training provided, in line with the teaching requirements and curricula revision for each subject area. If you are in any doubt please seek advice from your Faculty ethics admin or the Research Integrity Office (see “Where can I find support”)

What is the status of my application? How much longer will it take?

There is no set timescale for the review of research applications. This is due to a number of variables that may affect the timeframe. These can include the availability and workload of the Research Ethics Committees, the submission quality, the research projects' complexity, and the time taken to provide additional information required from your application. Therefore, we are unable to provide an estimation of the timescale of your application, and we are unable to provide status updates. You will be notified of the outcome of your application once it has been reviewed. According to the UK Research Organisation Guidance, an "Ethics review timeframe should not exceed 60 days maximum unless there are circumstances beyond the control of the Research Organisation." The University aims to meet this timeframe.

I have made an error in the form but have submitted it? What do I do?

If you are a student and your supervisor has not submitted your application, you can ask the supervisor to return the application to you. If the supervisor or staff member has submitted the application, please email your ethics admin to request the form to be returned to you. If the application has been approved and there was an error please discuss this with your ethics admin.

My application is time sensitive. Can I fast track the review process?

If your application is time sensitive then we advise you to apply at the earliest possible opportunity. However, we appreciate this is not always possible. In these circumstances, we would ask you to email your ethics admin to make them aware of the situation.

A warning message is asking me to update my form, should I?

A warning message may appear when you enter your application form stating 'Warning- You are not working on the latest version of the form, please update'. This message will appear when there has been a version update on the research ethics application form. Questions may have been added to be compliant with the latest UKRI policy and guidelines. Please follow the advice and update the form to the newest version.

Are there any help guides for new users of the system?

Yes, A useful short introductory guide is available in the help section in the black bar at the top of your screen under "Help"

How do I amend my application

To amend your application you need to use the Amendment form. Find the project in your project list and click on the button "Create Sub Form". Then choose "1.1 Amendment Form" and "Create" You will then be able to add your amendments.

Please see the Research Governance web pages for frequently asked questions regarding applying for Healthcare Sponsorship:

https://www.swansea.ac.uk/research/research-integrity-ethics-governance/research-governance/faqs/"