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.
   
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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.