Frequently Asked Questions

Will my application automatically save as I complete it?

Your application will only save when you press ‘Next’ or ‘Previous’ so you will need to use the save function to be certain your application is saved.

I am being presented with irrelevant questions for my research, why is this?

This will most likely be due to something you have selected in the ‘Filter Questions’ at the start. Use the ‘Actions’ panel and select ‘Navigate’ to take you to the question list and select the ‘Filter Questions’ section where you will be able to check your answers. If this does not solve the problem you will need to work through the questions and check all your answers.

I am not sure what a question means?

Most questions will have an information button next to them where they are explained in more detail. If a question does not have this students should contact their academic supervisor for further explanation.

How do I share my application?

You can share your application by opening your project and selecting ‘Share’ on the ‘Actions’ panel on the left hand side of the screen. You will then be presented with a pop up box where you need to enter the email of the person you wish to share your project with and select the relevant access level you wish them to have. If you wish to share with more than one person select the plus symbol on the right hand side. Finally you will need to select the share button at the bottom of the box.

How do I request signatures?

The page to request signatures should be the last page of questions after your declaration providing you selected that you are a student in the filter questions. You will be required to enter the email of your supervisor and this must be their University email address in order for them to be able to approve your application.

What happens if I accidentally submit my application when it is not complete?

You will be unable to submit your application if it is not fully completed and you will be prompted with the incomplete sections.

How do I submit my application?

In order to submit your application you will need to ensure all questions are completed and you can do this by pressing ‘Completeness Check’ on the ‘Actions’ panel on the left hand side of the screen. Once all sections are complete you will then need to select ‘Submit’ on the ‘Actions’ panel on the left hand side of the screen.

Where do I find my ethics reference?

You can find your ethics reference on your 'Change Request' letter or your 'Favourable Opinion' letter. This will be listed on the top of your letter with your applicant information. This should be included in all outward facing documents and recruitment materials.

Where is My Application?

Firstly check to make sure you have submitted your application. You can do this by checking the form status >Open your project >Form status (is at the top of the screen) If the ‘Form Status’ is showing as ‘Not Submitted’ please submit your application If the ‘Form Status’ is showing as anything else please contact ethics@lincoln.ac.uk for an update if over ten working days from date of submission.

How do I see comments left by reviewers about my application?

You will be sent all comments from reviewers via email and you can also access these within the LEAS system either by selecting ‘Panel Comments’ from the ‘Actions’ panel on the left of the screen or by clicking on the speech bubbles at the top of the question pages.

How do I make changes to my application?

Guidance on how to make changes to your application is available to download from: ethics.lincoln.ac.uk or the Research Ethics and Governance pages of the University Portal.

How do I show changes I have made to my survey when resubmitting?

You will need to make any changes within your project before exporting your survey to a Word document (see relevant question for guidance). Within the Word document you will then need to highlight the area/s you have changed for the reviewers to easily see.

What platform should I use for my survey?

Online survey is the preferred platform. Further details available at https://lncn.ac/onlinesurvey MS Forms (via UoL Office 365) is available for all users Qualtrics is limited to Psychology and a limited number of individual users. Participant Hub is permitted to be used where functionality is not available in either online survey or MS forms. www.participanthub.co.uk

How do I import document templates into Qualtrics?

To add a participant information sheet and consent form to your questionnaire, please follow the instructions below. Create a new question on Qualtrics > Import Questions from...> All Uni > Block library > Approved templates > Select the template you want to use >Import block

Can I use data from partially completed questionnaires?

Qualtrics collects partially completed responses to questionnaires. However, you cannot use this data unless you have made it clear you will do so in the participant information sheet. Please note that all partially completed responses should be anonymised (where they are not then participants must be aware and consent to this as part of the consent process). If you intend to use partially completed questionnaires, please see below some suggested text you can add to your participant information sheet: All data collected from this questionnaire, including partial responses may be used in an anonymous form in the final data analysis.

What size and format do my documents need uploading as?

There is no specific format required; however PDF and Word would be preferences and there is no known size limit for files.

Where can I find support on how to write my participant information sheet, consent form etc.?

On the top bar of the LEAS system you will see a help tab; when clicking on this a drop down menu appears which includes a section called ‘templates’. Here you can access templates on how to write various areas of your study – you will simply need to download these documents by clicking the download button on the right hand side of the page. When downloaded the text shown in blue is guidance text than can be deleted once red. The text presented in green is suggested text that is to be edited by you in relation to your study and finally the text in black is mandatory and needs to be left in.

Do I need to submit my risk assessment form after I have filled it out?

No you do not need to submit this form; however you must ensure one has been conducted before beginning your research. If you are unsure what to do with your form speak to your Health and Safety Coordinator.

How do I upload my survey as a document?

When you open your relevant survey there is a tool bar across the top of the page and ‘Survey’ must be selected. Under this is another tool bar with features to edit your survey select the ‘Tools’ tab and then the bottom option of ‘Import/Export’ before selecting ‘Export Survey to Word’. You can then save this word document and upload it as a document.

How do I format the version number and date on my documents?

The document title, version number and date should always be included in the footer of all documents and is included in all templates provided. It should be written such as the following: Gender Demographic Information v1.0 20-Jul-2018

Do I need to use the University logo in my work?

Yes, the logo should be on all sheets presented to participants such as the information sheet and consent form; however all templates will already have this. You can find the logo via Corporate Branding on the portal: https://ps.lincoln.ac.uk/services/MARCOMMS/Corporate%20Branding/SitePages/Home.aspx

How do I save a copy of my application?

You can export your application as a PDF file by going into your project and selecting ‘Print’ on the ‘Actions’ panel on the left hand side of the screen. In the new screen that opens should be toolbar across the top of the page. On the right hand side is an option to download your application as a PDF.

How do I include my ethics application in my thesis?

To export your application please see the question relating to exporting your application. Once you have exported it in order to put this into a Word formatted document you would need to use an online PDF to Word converter this can then be copied into your thesis in line with your subject specific preferences/regulations.

When do I need a protocol?

You will require a protocol for HRA or MHRA studies. If you are conducting a MHRA study please contact sponsor@lincoln.ac.uk.

I can't find my academic supervisor on the system?

If you cannot find your academic supervisor using the search function you will have to ask them to log into ethicsapply.lincoln.ac.uk (LEAS) using their University email and password.

What do I need to do as an academic supervisor?

You will receive an email asking you to sign your students application. By following the link in the email from donotreply@infonetica.net you will be able to see your students submitted application. You should read through the applicant ensuring what the student has submitted is correct and accurate. If you are happy with the application you will need to press the 'Sign' button on the left hand 'Actions' panel.