Frequently Asked Questions

Do I submit my application to MREB or HIREB?

To determine whether you should apply to the Hamilton Integrated Research Ethics Board (HiREB) or the McMaster Research Ethics Board (MREB), please visit: https://research.mcmaster.ca/ethics/hireb-or-mreb/

Where can I get help completing my application form?

There is an Applicant User Guide and related documents in the above Menu - Help - Templates. Contact the ethics office with any questions at ethicsoffice@mcmaster.ca ext. 23142. MREB staff are also available by appointment if you need one-one consultation. If you are a student, working with your supervisor on your application is strongly advisable before submitting it.

Why must all documents uploaded be in PDF format?

The software does a good job converting Word and some other file extensions to PDF but it is not perfect and there are formatting issues. Until this is resolved researchers will be asked to convert documents for uploading into PDF format. McMaster University has a software license with Microsoft for free use of Office 360. These programs have built in PDF file conversion. There are other sites on the internet that provide free PDF file conversion.

Are there any sample applications or templates I can see or use?

The McMaster Research Ethics Board website or the MacREM system does not have examples of applications, but it does have many samples and templates for appendices that you are encouraged to use and modify for your study. These samples can be found on MacREM in the menu above Help - Templates. You can sort the documents alphabetically by clicking on "Document Name". In addition, the MREB website has a variety of tips for completing the forms and responding to the Chair during the review process.

How do I save my text on the form?

Autosave is instantaneous when you navigate using Previous- Next. Text will also save if you Navigate away from the page, submit or run the completeness check. However, it is advisable to use the SAVE icon if you are staying on a page for a long time in order to prevent loss of data due to unexpected internet outage or other such uncontrolled events.

How do I go to the next page or section of questions?

Navigate to the next or previous sections or questions by clicking the NEXT--> or <--PREVIOUS icons in the upper left navigation panel. You can return to the Section Index by clicking the Navigation button. You can return to the Work Area in the menu at the top to start again at the point where you land on login.

Why are question numbers on the form out of sequence?

Question numbering sequential order changes based on question selection. It doesn't necessarily mean that you may have missed some questions. Entire sections of questions may be skipped depending on your answers to some questions.

What software is MacREM built on?

An UK company called Infonetica created the software. It created the centralized software review system for the entire UK. Infonetica is now implemented in Ontario at: 1. Clinical Trials Ontario (CTO Stream) 2. Western University (WREM) 3. Ontario Cancer Research Ethics Board (OCREB) 4. Hamilton Integration Research Ethics Board (HiREB) MacREM is not connected or integrated with the HIREB system.

How and when do I submit an Annual Report on MacREM?

You will be notified with 4 automated reminder emails before the expiry date (a year after clearance) to prompt you to complete an Annual Report. Annual Reports are created as sub-forms on MacREM. You can't create the Annual Report sub-form (or any sub-form) until your initial application has been approved.

How can I make a change to my research cleared by MREB?

MacREM has an Amendment sub-form for revisions to the originally cleared protocol. Amendments are reviewed by the Chair and have a shorter turn-around time. For purely administrative changes or really minor tweaks to an application, you may be able to submit a For Information Only sub-form. Contact the Ethics Office to see if you qualify.

Are there many system updates? What will happen?

MREB tries to limit the number of updates it sends out, in order to make things as easy as possible on researchers. When an update is made, a general announcement email about the update is sent to the list of MacREM Users. If there is a new update, the project owner and others on the team will see the update announcement when they login. Only the project owner can activate the update. It is strongly recommended that all updates be activated. After an update is complete, you may have new questions to complete if you were working on an application. You may also have to add your personal contacts again into the project you were working on. Signatures are sometimes invalidated if you were working on an update before submitting.

Do external researchers need a MacID?

If you are a non-McMaster researcher and you wish to apply to MREB using MacREM, you will need to apply for a MacID. To apply for a MacID, email ethicsoffice@mcmaster.ca using your institutional email account with “MacREM MacID POI Request” in the email subject line. Be sure to include your date of birth in the email as this is required by McMaster UTS in order to create your MacID POI account. Once your MacID is created, you will be able to log into MacREM using your MacID. Allow 3 – 4 business day for processing. When filling out the MacREM form, use your primary institutional email (not your new MacID email)

Is there a file upload limit for documents?

The current upload limit for individual documents to MacREM is 150 megabytes. You can upload in most file formats, i.e., PDF, Word, zip. Reference a link to a video instead of uploading a huge file. However, because of document rendered issues with the software Download All as PDF feature, MacREM has to ask that all documents UPLOAD AS PDF FILES ONLY.

Can I make an appointment for help with MacREM?

Yes. Please contact ethicsoffice@mcmaster.ca ext. 23142.

What browser does MacREM support?

MacREM supports the mainstream browsers Chrome, Firefox, Safari, and Edge. It does not support Epic and the TOR browser has not been extensively tested. Best to use the mainstream browser to be assured of never losing data.

Who signs applications on MacREM?

There are 3 signature types on MacREM: 1. Principal Investigators 2. Supervisors 3. Student Principal Investigators Course instructors will be signing as Principal Investigators of the course-based applications they must create and own.

Does my supervisor have to register with MacREM before I can request their signature?

Yes. Make sure your supervisor has logged into MacREM at least once. Just logging in once automatically registers them. You can search for your Supervisor in the Search User field in the Supervisor contact form on the MREB Standard Application. If they are in the system, the form will populate automatically. If they are not in the system, contact your supervisor and ask them to sign into MacREM. Only once they are registered with MacREM, can you Request their signature to complete the application.

Do students have to sign applications?

If you are the student Principal Investigator, and you are a post-doc, PhD, Masters, or undergrad student, you will have to sign your MREB Standard Application, and obtain the signature of your Supervisor.

Do we need to sign again if we have to respond to comments from the MREB?

Yes. Each time an application is re-submitted - usually when requests for revisions or clarifications have been made - you and your supervisor will need to sign off on the application.

I requested a signature from my Supervisor but they never responded.

You should ask the supervisor to check their junk mail or look for emails from donotreply@infonetica.net (the server for the application is a company in the UK). There are guidance documents and short Youtube video clips on how to sign student MacREM applications.

I am with a group of students. Do we all have to sign?

No. Only one student PI will need to sign if your project is with a group of students. The students in the group can be listed on the application. Only one supervisor will need to sign. Collaborating supervisors cannot sign.

What other forms do student PIs have to sign?

Student principal investigators need to sign the MREB Standard Application and any amendments. They don't need to sign any other sub-forms like Annual Reports, For Information Only, or Reportable Events. For those, they can complete the forms as applicants, and then request their Supervisor sign off.

Are forms submitted as soon as they are signed?

Yes. Currently, the application form has auto-submit enabled, which means when you click the Sign button you will get one more warning and then your application will be submitted.

How do I share an application with team members?

First; are you the project owner? Did you create the application? If you did, you can Share the project with team members and then assign them permissions. You can later edit the permissions in the Collaborators tile.

What are the sharing permissions to assign project team members?

Permissions to share with others on your team: 1. Read 2. Write 3. Submit 4. Share 5. Create all sub-forms 6. Receive notifications

How do I edit sharing permissions?

If you have assigned sharing permissions you can edit the permissions by clicking the Collaborators tile. You have to be viewing or navigating the application before you can see the Collaborators tile.

Can I share the application if they don't have a role on the team?

Yes you can share the application with anyone who has a MacID, even users who are not part of the research team on your project.

Can our team make comments on the draft of our application to share?

Yes. Click the bubble on an open application above and to the right of a question or panel to add a comment to share with your team. Your team comments are only visible to your team. When you see a question with a comment bubble increment by one, that means a comment has been added to that panel or question.

Can I show the application to people who don't have a MacID?

Sometimes, it can be helpful to show your application to someone who isn't on the team (friend, colleague) to get an outsider or layperson perspective. While you can't Share the application if they don't have a MacID, you can choose to save the application as a PDF, using the "View as PDF" tile. The application can then be shared with whomever you want

How long is the review turn around time?

Review time depends on what type of form you are submitting (e.g. full application, amendment, application with external clearance, annual report) and the complexity of the information within. This page can give you a better idea of potential review times: https://research.mcmaster.ca/home/support-for-researchers/ethics/mcmaster-research-ethics-board-mreb/mreb-shedule-review-times-members-and-terms-of-reference/

Can there be more than one project owner?

Essentially whoever creates a project is the project owner and has a default status of being the Applicant on the project. For example, a Research Assistant (RA) would be the project owner if they create an application on behalf of a Principal Investigator (PI). There can be only one project owner. If there are system updates, others on the team can't proceed with completing an application or sub-forms until the project owner does the update.

I am leaving the university but I am a project owner. How do I give it to others on the team?

If you are a project owner who created a project but are no longer involved with it or are leaving the university, you can transfer the ownership to another member on your team who has Shared permissions. You click the Transfer button to do that. You will be warned that once you transfer the application, you will no longer have access to it. The new owner will receive an email and must accept the transfer inside the system in order to complete the transfer. There is also an ability within the system to only transfer individual forms, like amendments.

What do I do when I'm done with my project?

Once you are done with participant tasks (collecting data, providing results to participants) you can close your project. You can do this by: - Completing an Annual Report sub-form, and indicating that you will not be having any further contact with research participants - Emailing the Ethics Office and requesting the Project be closed Once a project is closed, you can complete further data analysis and dissemination, but you cannot reach out to participants about this study any longer. If you are a student you will want to be sure to close your project before you leave the university