A. Overview

You may receive feedback about your application at different stages of the process when an Ethics advisor or Committee Reviewer sends you feedback about changes that need to be made.

Each time you make changes to a submitted application, you will create a new version. This tracks the changes you make for yourself, your Supervisors, and the Ethics Committee.

Once you create the new version and make all of the requested changes, the application can be submitted again for the Ethics team and Committee to follow up.

You will receive email notifications when changes need to be made, and you can track the application status anytime on your Applications page. For more about tracking the application status, see Manage your Applications.

B. Revise your application based on feedback

You will receive a notification email when your submitted application needs changes from you in order to proceed to the next stage of the process.

This could be:

After you first submit the application and an Ethics Advisor reviews it
After a Committee member reviews your application, or
After your resubmit changes and further changes are required.

When this happens, you will receive a notification email from no-reply@hokai.wgtn.ac.nz.

The email will outline the changes you need to make on your application.

Step 1: Copy the list of changes from the email into a document

In this document, comment as you go how you have responded to each of the requested changes, e.g.:

Comment Text: "1. Q10: You mention support services, please include a list of services..." and the response text below it:" I have added relevant helplines..."

Step 2: Go to your Applications page.

You will see your application listed with "Incomplete" status:

Close ups of Application button and Incomplete status on application

Step 3: Reveal and click the New Version button

Under Versions in the Applications table, you will see your application version listed, e.g. 0.01.

2.1: Click in the Identifier or gray bar area to reveal a menu of application actions.

2.2: Click New version. A pop up window appears for you to click Edit application. It redirects you back to the Applications, where you can see your application Version has updated, e.g. 0.02. The status has also updated to In Progress.

These steps are shown in this gif:

GIF showing clicking New version button

Step 4: Click the TITLE link to open the new application version:

Hyperlink underneath TITLE

Step 5: Make your changes to the application

Refer to the feedback email to make sure you complete the requested changes. You can review the changes you make from one version to the next by clicking on the Track Changes button in the top right of the screen:

application with track changes button highlighted

The Tracked changes document will display the changes you made in different colours:

Text that has tracked changes in different colours

Step 5: Upload your document commenting on the changes to your Supporting Documents:

You can select Application Attachment for the document type.

Step 6: Principal Investigator submits the application

As before, the Principal Investigator on your application submits it. If the Accept and Submit button does not show for the PI it is because they first need to click through the sections of the application to prove they have loked at it.

You will receive an email notification that it has been submitted. You will also see on your Applications page that the application has updated to Submitted:

Application version is 0.02 and status is Submitted