I'm a UWA staff member, how do I log into ROAP?

Do I need to register as a user?

I'm am not a UWA staff member and have no current affiliation with UWA, how do I log into ROAP?

Will the system send me lots of alerts/emails?

Is there a user guide for common processes?

• Researcher Guide for Common Processes Watch the Researcher Guide for Common Processes

How do I navigate around in ROAP?

When you login to ROAP you will land on your dashboard. This summary page will showTop 5 applications, projects and milestones, as well as outline your activities.

Researchers may have applications, projects and milestones. Heads of Schools and facility managers may have Decisions. Committee members may have Reviews and Meetings.

Navigate via icons in the “Your activites” section or using the top yellow header:

Clicking on this symbol from anywhere within the ROAP system takes you back to the dashboard.

Application tab takes you to all your applications, including those that have been shared with you.

Decisions tab will appear for any submitted applications that need your endorsement in order to progress. Applicable only to Heads of Schools, Facility Managers and Chairs. You will be asked to endorse, or not endorse the application or amendment.

Reviews tab takes you to all the reviews that have been assigned to you as a member of one of our ethics and compliance committees or as part of a low risk review panel.

Project tab takes you to all your already approved applications, including applications that have been shared with you.

Meetings tab takes you to any of your upcoming ethics committee meetings.

Profile tab takes you to your personal profile page where you can update your details.

How do I make a new application?

1. The application tab takes you to all your applications, including those that have been shared with you.
   
   
   
2. New applications can be started using the New Application button
   
   
3. Choose the type of application that you are submitting
   
   
4. Add the application title. Please try to use a descriptive title for your project and not just the scheme you are applying for. Comments are optional.
   
   
5. Click done

How do I enter my project team or chief investigators?

All ROAP forms require you to enter the UWA Chief investigator who is responsible for administration of the grant through UWA as well as any other project or co-investigators.

1. Enter the chief investigator by name and choose the record with a UWA email address wherever possible.
2. Click confirm.
3. Select the position, school and Head of School.
   
   
4. You can add or take away co-investigators using the plus and minus icons in the grey box.
   
   Search for co-investigators by name. Choose the investigator with the numeric UWA email address where there is a choice. If there is no UWA email address or existing option to choose, you will need to enter an email address.
   
   
5. Click confirm.
6. The duplicate option can be useful if you have several researchers from the same institution.
   
   

How do I rename my application?

1. The application tab takes you to all your applications, including those that have been shared with you.
   
   
   
2. Select the three vertical dots next to the application that you wish to rename.
   
   
3. Enter the revised title. Use a unique title that identifies your project rather than just the scheme you are applying for.
   
   
4. Select 'Rename'.

My application has been rejected, What do I do?

1. Log into the ROAP
2. Navigate to the Applications
3. Locate the application record in question (this can either be done by looking through the list or using the search function)
4. Click the 3 dots to open up the application specific options menu
5. Click “New Version”

 

6. Confirm you want to create a new version and not copy the application

 

7. Confirm that the Title is correct and amend if required
8. Create new version

 

Once the new version has been created you will be taken back to the applications screen that you navigated to in step 2. The application will now be in the status “In Progress” and you can open the form, by clicking on the identifier and edit before re-submitting. 

Is there a user guide?

• Researcher user guide - Grants Submit an Application | Accept an Award | Submit a Variation Request | Submit an Annual/Final Report

How could admin staff complete ROAP forms for researchers?

How do I ensure I am selecting the correct investigators?

The organisation I am trying to add as an Administering Institution, Funder or Partner Organisation is not in the system for me to select?

The funding organisation is listed in the system, but the scheme is missing. what do I do?

I'm resubmitting an application to a funder, do I have to resubmit a form in ROAP?

How do I share my application?

Why share your application?

• To assist with coordination and support of animal care
• To undertake a pre-application review with the Animal Welfare and Veterinary Advisor
• To allow others to input information into your application

How to share your application:

1. Log in to ROAP https://roap.uwa.edu.au/ If you are already logged on via a UWA profile, you should be able to just click on the top bar of the login screen, then you will not need to enter a password.
   
   
2. Select 'Applications' from the yellow navigation bar. (You can also share Projects too).
   
   
3. Click on the three vertical dots next to the application or project you wish to share.
   
   
4. Choose 'Invite user to register or share proje'.
   
   
5. Select Add another user.
   
   
6. It will ask for a username or email address. Start typing the person's name but if you know their staff or student number, this is a better way to search.
   
   When you type a name, it will show you the corresponding staff/student number.
   Don't be tempted to overwrite it with the full email address. If the person is a UWA person always choose the staff number option. In the example below for Sue McDonald choose 00104596 rather than [email protected] If you do not choose the staff number, the share may not work properly!
   
   
7. Select either share with view or share with edit access. Please note that edit access is required to submit a milestone report. There is a delete option in case you have added somebody in error. Once you have entered the information correctly click Save and Send.
   
   >

How do I edit an application that has the status "incomplete" or "mods required"?

1. The application tab takes you to all your applications.
   
   
   
2. Select the three vertical dots next to your application.
   
   
3. Select New Version
   
   
4. Select the version you wish to change (usually this will be the most up to date version).
   
   
5. Click New Version
   You will be given the opportunity to rename your application next. Rename it if you want to.
   
   
   
   This will create a new version of the application with a status of “in progress”. You can make changes to this version and resubmit.

How do I submit an amendment for a project that was not started in ROAP?

Amendments are for approved projects where you wish to make a change.

If your project was approved before October 2020 using a paper based form and has an identifier that begins with RA, you will have to submit your amendment using a paper based form.

These forms can be accessed:

• Human ethics: https://www.research.uwa.edu.au/staff/human-research/human-ethics
• Animal ethics: https://www.research.uwa.edu.au/staff/forms/animals#amendments
• Biosafety: contact [email protected]

How do I submit an amendment to a project that was created in ROAP?

If your application was made using ROAP, was approved after October 2020 and begins with a year then ET and a reference number (e.g. 2020/ET000999) then your amendment can be submitted through ROAP.

• The application tab takes you to all your applications, including those that are approved.
  
  
  
• Locate the approved project that you wish to amend, you can use the search bar to do this if you wish. Click the three vertical dots next to the project reference code.
  
  
• Select 'New amendment'.
  
  
• Select 'New Version'.
  
  
• Change the title if you wish and select 'New Version'.
  
  

ROAP will take you back to the application screen and the status will now say 'In Progress'.

Click on the application identifier to start the amendment entry.

Make changes to your application. ROAP will track change between this version and the last one.

If you are uploading new or amended attachments, it is useful to annotate them in the file name as Amended version and include a date.

In human ethics, the system gives a list for you to tick of where you have made changes.

You can complete the tick boxes once you have made the amendments.

Click ‘Save’. Select the tabs on the left hand sidebar to make amendments as appropriate.

Once all changes have been made, select 'Agree and Submit' on the last page.

You may download the revised application and a track changes file.

The status will change to HOS Endorsed and the application for amendment will be processed by the relevant Office.

How do I submit an adverse event?

1. The Project tab takes you to all your already approved applications – adverse events are reported from here.
   
   
   
2. Click on the title of your project.
3. Select Forms from side menu and select +New Form.
4. Select from the following Form Options
   • Human Ethics Adverse Event
   • Animal Ethics Adverse Event
   • Biohazardous Adverse Event
   • GMO Adverse Event>
     
     
5. Complete the form
   
   
6. Upload any requested attachments
   
   
7. Accept and Submit the adverse event
   
   

How do I submit an annual report (milestone report)?

1. The Project tab takes you to all your already approved applications – adverse events are reported from here.
   
   
   
2. Click on the title of your project>
3. Select Milestones from the left hand side menu
4. Your annual report will be available to enter by clicking on the milestone title
   
   
5. Click on the Submit report button
   
   
6. Complete the form
   
   
7. Submit the report
   
   

How do I upload my Permission to Work with Animals certification?

• Access your profile section in the top right hand of the screen.
  
  
  
  
• Then select Qualifications using the list of options on the left hand side.
  
  
  
  
• Add a new qualification
  
  
  
  • Qualification Type: Permission to Work with Animals
  • Institution: University of Western Australia
  • Country: Australia
  • Year: the year you were awarded the Permission to Work with Animals Certificate
    
    
• Hit Save

This certificate should now register against applications you submit to the Animal Ethics Committee.

How will I know I need to complete a review?

ROAP will send you a Notification Email when you have been assigned a Review. Clicking on the hyperlink in the email will start your login to ROAP.

Reviews tab takes you to all the reviews that have been assigned to you as a member of one of our ethics and compliance committees or as part of a low risk review panel.

How do I access the review documents?

1. Click on the Application Identifier or Title to open up the review record.
2. Select Review Details from side menu. The status will be shown as "Pending".
   
   
3. The first thing you will need to do is declare if you have any conflict of interest. Click the Complete Check icon.
   
   
4. If you do have a conflict of interest, it is useful to provide a reason – this information goes to the office, not the researcher. You do not need to provide a reason if you do not have a conflict of interest.
   
   
5. Click submit.

If you have a conflict of interest, your review activities cease here. However, if you have not declared a conflict of interest you can now download the application or amendment and all their supporting documents.

6. Select Review Application on the lower right hand side of the screen.
   
   
   
   From here you can download the application and associated documents. Please save these to a secure network drive or device and delete them once committee review has been finalised.

How do I know what has changed between this version and the last one submitted?

When assessing applications that have been requested to revise and resubmit, or for any amendments you may want to assess what changes have been made to the application. To access track changes:

1. Select Application Versions from side menu and select checkbox(es) for two Application Versions and select Track Changes to download a document with track change markup.
   
   

Track change documents are also available in review documents that you can download from ROAP.

The blue highlighted document is a clean copy of the most recent version of the application without any track changes.

The yellow highlighted document below shows Version 1.01 of application 20201/ET000274, with track changes marked up between version 1.00 and 1.01.

How do I provide comments and concerns?

Accessing the review form

To provide comments and concerns click on the Review Application button, which appears in the lower right hand side of the screen after you have downloaded the Application documents.

Uploading concerns - ethics and biosafety reviews

The application review screen for ethics and biosafety review is shown below.

You will need to decide if you require more information from the researcher. If so, tick yes and complete the concerns section of the review. Concerns are components of the application that require more information or clarification from the researcher and may need to be discussed at a committee meeting.

Section: Document the section by name and/or number on the application form, or the title of the supporting document when providing a concern. This provide greater efficiency when the committee is considering all reviewer comments together.

In the Concerns text box indicate the concerns that you have with that section such as "Please provide details of the vectors and method of transfer" "Please provide more details for decontamination and disposal", "Please provide an animal monitoring sheet and flow diagram".

There are two other non-mandatory opportunities for providing further feedback to the office and to the researcher.

Are there any instructions for the office?: This field is for putting in comments for the office to action – such as "please check researchers’ training records are up to date".

Is there any feedback you would like to make directly to the researcher outside of the review process: This field is for providing feedback to researchers - such as "well written application" or "the application is overly complicated and difficult to understand". In most cases, providing feedback to the researcher is best done via the committee so please consider the value and context of providing feedback as an individual carefully.

Adding or deleting concerns

Click plus ⊕ or minus ⊖ in the circle ◯ to add or remove row for concerns.

Submitting a review with no feedback required:

If you have no comments or feedback please just put N/A in these boxes.

If you are happy for the application to be approved without any modifications, Select "No " for the Question Is more information required from the researcher?*

Scoring applications – internal grants review

The application review screen for internal grants review is shown below.

You will be required to add comments and score the Application.

Finalising the review

Click the "Save " button which is in the right top corner of the screen. Click "preview " if you would like to see your concerns document. Then click "Submit ".

For ethics and biosafety review the office will compile the agenda and a list of consolidated concerns per application or amendment for discussion at the next meeting and distribute this to members.

For internal grant review, the office will rank the applications and call for panel review.

How do I see a summary of my review?

1. Select the Review Details tab from the left hand side menu
2. Select View Review. This will display your completed review form
3. Select the Preview button on the right hand side of the form. This will download the Review Documents to a zip folder.
4. Save the documents in a secure network area or device and delete after committee review has been finalised.
   
   

What does Head of School need to do in ROAP?

All grant, animal ethics, human ethics and biosafety applications need to be endorsed by the Head of School. The endorsement indicates that the proposal is ready for review, the resources required to undertake the project are available and that the researchers have the skill and capacity to undertake the project appropriately. Head of School can choose to not endorse the project and provide comments. These will be provided back to the researcher who can revise their application.

Why am I seeing an application again?

Biosafety and animal ethics applications may require facility endorsement. If the facility does not endorse the application then the application is returned to the researcher to make changes to the application. The head of school will need to make an endorsement on the revised application.

How do I endorse an application?

You will be notified that you need to endorse an application via a system generated email. You can endorse via the hyperlink in the email or by logging into ROAP.

ROAP will send you a Notification Email when you have been assigned a Review. Clicking on the hyperlink in the email will start your login to ROAP.

Select the Decisions tab which will appear for any submitted applications that need your endorsement in order to progress.

1. Click on the title of the application you want to endorse.
2. You can download the application and any attachments by downloading the documents using the button on the right hand side of the screen.
   
   
3. Record your decision: Endorse or Not Endorse. If you do not endorse, put your Reasons for not Endorsing in the Comment box. This will be provided back to the researcher via a system generated email. The researcher will be able to submit a revised version.
   
   Endorsed applications will progress along the submission process undergoing facility review, if applicable, or will be submitted to the grants office, animal ethics office, human ethics office or biosafety office.
   
   
4. Save and Submit.

What do I do if I’ve been incorrectly listed as the Head of School?

Select the Decisions tab which will appear for any submitted applications that need your endorsement in order to progress.

1. Click on the title of the application where you have been incorrectly listed as Head of School
2. Record Decision: Not Endorsed
3. In the “Reasons for Comment” text box put a comment like:
   
      "Incorrect Head of School – please list {insert name} as the relevant Head of School"
   
   This will change the status of the application to “HOS Rejected”, the comment will be emailed back to the researcher and they will have to create a new version of the application in order to resubmit.

Is there a user guide?

• Head of School User Guide Endorse a Research Application | Endorse a Research Award