Research Ethics System (Worktribe)
The new process of submitting and reviewing applications using the Research Ethics System (Worktribe) applies to applications reviewed by University of Oxford research ethics committees, and does not change the process for NHS Research Ethics Committees or other review bodies.
The University is introducing Worktribe Ethics, an online system to support the preparation, submission and review of applications to its institutional research ethics committees. The digital workflow will replace the previous offline/email process. A form will be generated in response to initial questions, ensuring that the questions asked are relevant for the project proposed. The new system promises to reduce manual administration and confusion about review pathways, and will bring the University in line with the sector. Introducing this system will bring many benefits such as:
- Improved researcher experience: the platform guides users down the right pathway via filter questions, prompts, easy upload and progress tracking
- Process improvement and efficiency: relevant and tailored forms with in-built guidance; greater transparency; speedier validation; automated workflows; efficient response; fewer delays to initiation of research
- More efficient, as administrators are released from managing an overly manual process, reducing workloads
- Oxford’s ethics system will be more in line with other leaders in the sector
- Improved legal and regulatory compliance: the system will be a central repository for documentation, monitoring, oversight and reporting
The system will be launched gradually starting with applications from the Education Department, School of Archaeology and the Oxford Martin School (planned for July 2024), with other departments and divisions to follow. Please check this page regularly to find out when you will be able to submit your applications online, rather than using the Microsoft Word application forms by email. In the meantime, please follow the existing process for submitting an ethics application – any Word/paper applications already in process when the system goes live for a department can continue to follow the offline process. Please see below the current timeline for planned rollout and adoption. This page will also be updated with dates for when departments and divisions can no longer submit using the Microsoft Word form. From this date, all applications will need to be made via the online system
Research ethics:
Ethics approval is needed for all research involving human participants and/or personal data. Once the system is implemented, researchers requiring University ethics approval for their project will prepare and submit an ethics application online via Worktribe Ethics.
The ethics review part of the process remains unchanged. Administrators will direct applications to the appropriate departmental or inter-divisional ethics committee via the system and co-ordinate committee comments back to the applicant.
Guidance:
The Worktribe ethics application form has been designed to be intuitive and easy to use. Information on how to access and use the system is available in the Worktribe Ethics Applicant User Guide. For guidance on the questions, applicants will be able to click on the [?] buttons within the system itself.
Rollout and Adoption Timelines
The following departments and areas of research are currently the only areas of the University that should be using the new Research Ethics System (Worktribe). If your department is not included on this list, please refer to the rollout and adoption timelines detailed below to find out when your area may go live and, in the meantime, follow the existing process for submitting an ethics application. Any further questions about the new system or rollout to your department please feel free to get in touch.
- Department of Education
- Oxford Martin School
- School of Archaeology
Above image shows the project timeline for rollout and adoption. An accessible PDF version is available to download on this link.
