Frequently Asked Questions

How do I change my password?

Externals only require a password to login. Logout and then log back in but select forgotten password. Enter your email address to reset the password.

How do I update my Personal Details?

Along the black ribbon on the right-hand side is a drop down under your name. Click into Personal Details and to save press "Change Details" at the bottom of the page. This will automatically update your details for everyone who assigns you a role.

Can I have content on the form linked to my organisation?

Yes, this means that you could ask something specific to your parented company, such as the “what is the work code”, or “is Fennessy involved” etc. that is of value to others in the organisation to see (as opposed to the committee). You could also have Parented Company specific resources or facilities required that the applicant needs to list. E.g., we have AgR specific questions about funding and AgR facilities that Parented Companies won’t see.

What web page resources are available for writing animal ethics?

https://www.agresearch.co.nz/animal-ethics/resources/

What is RTT?

This is the abbreviation of Part 6 of the Animal Welfare Act: Research, Testing and Teaching.

Is there a Help Guide?

In the form for some questions there is a 'i' button on the right-hand side which gives you further information or link(s).

How can I sort my Applications and SOPs?

Create and name a Folder and drag the Projects in as required. The folders is a way for you to organise your forms. To delete the folder you will need to take out all of the Projects inside it. Taking Projects out does not delete the actual Project.

How do I save and will the system timeout?

Yes, the system will time out and not save if you stay on the same page without saving. Use the SAVE button on the left-hand side OFTEN. Pressing the NEXT, PREVIOUS PAGE or NAVIGATION also saves the page that you were on. If you do not save there is a chance that your laptop or pc will timeout causing you to loss information.

Does ~ Te Ara ~ have a spell check function?

Yes

Where will I see comments regarding my submitted form from the Preview Team?

The number of comments will show in the speech bubble on the right-hand side. Comments from the Preview Team or Animal Ethics Committee will show up in the speech bubble on the right hand side of the relevant question. These will also be in the 'status change' email, and all comments are able to be viewed in the 'Reviewer comments' button on the left hand side of your project main page

Will I still have access to the old Animal Ethics System?

The old Animal Ethics System will be live until the end of 2022. In 2023 reporting should still take place. Mid to late 2023 the AES needs to be available for audit purposes. After this – data will be on a database and will be available upon request via the animalethicsoffice.agresearch.co.nz We recommend that you copy and save your old applications into either word or as a pdf All applications that are due to end in 2023 or beyond need to be written in ~ Te Ara ~, out new animal ethics system. If you have an application already approved in the old system that goes through to 2023, please contact us and we will train you in how to migrate it over. We would like all migrations to take place by October 2022.

Can I delete a form?

Yes, if you created a form and it has not been submitted then you can use the "Delete Form' button on the left-hand side to delete it. Once deleted it can be re-instated.

Can I copy a previous application?

Yes, you can copy an application that you created by using the "Duplicate" button in the Work Area. Select the application you wish to duplicate. Give the application a new title. DO NOT copy sub-forms. Once duplicated, update the People and Roles, Project Period, Animal numbers, etc. as required. If you need support, please contact animalethicsoffice@agresearch.co.nz.

Where can I see the latest updates on ~ Te Ara ~?

See our Splash page for updates: https://animalethics-review.agresearch.co.nz/ Bookmark so you see it each time. It will only be updated for major changes.

Sharing AE applications: AgR staff and Parented companies.

There is no specific sharing policy - we just guarantee confidentiality within the system to whomever you have shared it with online. The confidentiality beyond that is up to you and whatever contracts you have in place. We have made functionality in the system so you can share a read only copy to a funder howver we would also need to give them a log in. This is the most secure and they can only see the application you have shared with them. Note they will be able to see the whole application form - you can’t just share specific sections online. Other than that, you can export a PDF from the system and send it to them, but this is not quite as secure. So its really up to you as the applicant/project leader to share with who you want.

How do I upload documents to a form?

Press upload document in the section that is requesting it. Browse your pc for the document and press Upload. If another upload is required, then press “Add Another”.

How do I see all the documents that I have uploaded to the form?

Go to the documents menu on the centre of the navigation page

Can I delete an uploaded document?

Yes, just press DELETE.

What needs to happen before I write an Animal Ethics Application Project?

Communication between all parties concerned. For AgResearch applicants, each person should receive communication that this Project is being put forward BEFORE the application is written and submitted, especially those people involved with Animal Facility or Farm Management.

Section 2.1 Roles and People: 3 step process instructions

Everyone involved in your project needs to be given a Role and be Assigned a Role so that the Project is shared. Sharing a form enables others to view/edit the same form depending on the level of access you give them. If the Role is not assigned to a person they will not have access to the project. Assigning a Role is a three step process, go into Roles and People (section2): 1. Click the Roles that you need and type the name of the person in each box. Note: If their name doesn’t appear then email the animalethicsoffice@agresearch.co.nz to request they are added (name, phone number and email address required) 2. Assign EACH person to a role by clicking the blue Assign Role button on the right 3. Use the dropdown to select the correct Role then press SHARE on the bottom right If the wrong person is assigned a Role: 1. Press the Roles button on the left hand side, find the person that needs correcting and press the REMOVE button on the far right 2. Next go into Roles and People: find that person – change them to a different person as required then Assign Role, select Role and Share If the person is assigned an incorrect Role: Before you do this make sure you write down who you are removing so you know to re-add them. 1. Press the Roles button on the left hand side, find the people that have the incorrect Role and press the REMOVE button on the far right for everyone with the incorrect role 2. Click on thet Roles button again and enter the people in again, then Assign Role (use the drop-down to select the correct role), select Role and Share NOTE: use + to add more than one person. Select the role for each person. Press Share once everyone has been listed.

Should I press the UPDATE on my Animal Ethics Project?

Please DO NOT UPDATE your project whilst collecting signatures as this invalidates any signatures received. Only press the UPDATE when all your project signature forms have been Submitted or Approved or prior to you requesting signatures. It is important to receive updates so you are using the most up-to-date forms. These forms are being updated to improve the system for you. Important: If you have any questions on any form that you feel should be re-worded or if something is not working for you, please contact animalethicsoffice@agresearch.co.nz to advise us so we can work with you to improve the system for everyone.

How do I correct if I have assigned the wrong person to a role or wrong role to a person?

If the wrong person is assigned a Role: 1. Press the Roles button on the left hand side, find the person that needs correcting and press the REMOVE button on the far right 2. Next go into Roles and People: find that person – change them to a different person as required then Assign Role, select Role and Share If the person is assigned an incorrect Role: Before you do this make sure you write down who you are removing so you know to re-add them. 1. Press the Roles button on the left hand side, find the people that have the incorrect Role and press the REMOVE button on the far right for everyone with the incorrect role 2. Click on thet Roles button again and enter the people in again, then Assign Role (use the drop-down to select the correct role), select Role and Share NOTE: use + to add more than one person. Select the role for each person. Press Share once everyone has been listed.

Can people have multiple roles on an Animal Ethics Application Project?

Yes, to do this use the three-step process in section 2.1: 1. Add their name to the Role 2. Assign the Role 3. Share the Role One person can have two Roles, E.g., Biometrician, and Farm Manager. If so, they need to be assigned each role and then they need to sign for each role in the project signature subform. This is an unusual situation but has cropped up a couple of times. Please contact animalethicsoffice@agresearch.co.nz if you are unsure.

Who needs to be added to People and Roles in the Animal Ethics Application?

• Veterinarians with responsibility for the animals need to sign. • Veterinarians can sign on behalf of the vet technicians that they have oversight over in their clinic or company. • For other Technicians or Facility staff doing technical work which falls under an SOP that requires them to be trained do need to be named and do need to read and sign the Signature sub-form. • Farm Manager(s) can sign on behalf of the farm staff for the general animal husbandry. • Facility Manager(s) and Facility staff need to sign. • Commercial Farmers with responsibility for the animals – hardcopy signature* can be uploaded • Optional – this is for Stakeholder(s)

Who is the Project Manager on Animal Ethics Application Project?

This is the person who you regard has overall responsibility for the project; who you think should write or view and sign the form.

Do all Farm Staff need to be named on the Animal Ethics Application?

No, this is a big change! For normal animal husbandry the Farm Manager can take responsibility that their staff have received all the training required for the farm staff to do their work. • Only if the staff are going to undertake a manipulation outside of normal animal husbandry i.e., under an SOP, will they need to be added, e.g., blood sampling, bolus sampling or biopsy. Proof of training of each person (via a Training Record) to each SOP will be required, this is something you can manage in ~ Te Ara ~ and support for this will be given upon request. If in doubt, please ask the animalethicsoffice@agresearch.co.nz

Who needs to sign the Animal Ethics Application Project?

Only the Applicant needs to sign and submit once the form is complete. If any parts are incomplete then the "Completeness Check" will give you hyperlinks to these places. By submitting the Application it allows it to go through the preview process for changes whilst signatures are collected on the sub-form. The PROJECT SIGNATURES sub-form needs to be created and all Roles apart from Project Staff need signatures collected. If you would like to request for a Project Staff member to sign your application then tick yes to "Anyone else" on your project signature subform.

What needs to happen before I submit an Animal Ethics Application Project?

Roles and People - three step process in adding all concerned. It is important to Assign the Role to each person added as this allows them access to read/edit your form depending on their role given. All the mandatory questions need to be answered - use the "Completeness Check" to see which questions still need to be completed. The applicant needs to sign the form for it to submit. Check your application status in your Timeline, your application will say With Preview Team once it has been submitted. You will also receive an email and a Notification will be sent within ~ Te Ara ~. Use the "Completeness Check" button if you are not sure or look at your form's status, E.g. In Revision or Submission in Progress or contact the v EXTERNAL APPLICANTS ONLY: If required, create a Project SOP for the relevant SOP mentioned in your application. See the Help/Help in the black ribbon for details on how to create an SOP. Or contact animalethicsoffice@agresearch.co.nz if you are unsure.

What needs to happen once you have submitted an Animal Ethics Application Project?

Create a Project Signature Sub-form: Enter everyone into the form (scroll down to find them). Add another as required. Once everyone is added, press request Signature and start typing their email in. Once everyone signs this form will auto submit. Everyone needs to sign prior to the Application going to the AAEC meeting. The AAEC meet every fortnight.

How do I add new staff to an application once it has been Approved?

The new staff need to be named on the application with their roles on the project. To add staff to your project first complete a "Request to change" an Approved Application" sub form - fill in and submit. We will then unlock your application form for you to add those as "project staff without access" if hardcopy signatures only or "with access" if agresearch staff or external email is supplied - make sure to add their roles just under their name and sign and submit Create another Project signature form for the additional signatures - check your uploading a hard copy attach the signatures and it will submit .

How do I transfer my application to a new applicant?

Create subform "Request for change" - tick Transfer application to new applicant AE application will then be unlocked. The current applicant role is to be removed if access no longer required. Request for change can come from current applicant or new person (new applicant if current applicant has already left) --> application unlocked --> new person (applicant) signs.

How do I create a Project Signature subform for everyone other than Project Staff to sign?

Project Signature subform: RECENT CHANGE: Project Staff no longer need to sign unless you would like them to. There is a place at the end of the project signature form for "anyone else" to be added. After completing section 2.1 Roles and People, the applicant needs to create the Project Signature Sub-form ticking "Initial Signatures". (This ticks all the Roles for you). • If the request signature is pressed before everyone is added the form will be locked, preventing you from adding anyone else – you can unlock the form using the unlock button on the left and request their signatures again once everyone has been added. • All hardcopy signatures need to be uploaded first before the request signature buttons are pressed - if the hardcopy Commercial Farmer signatures are going to take some time to get – please advise by Correspondence – once received they can be uploaded into Correspondence. 1. Upload hardcopy signatures first for those without access to ~ Te Ara ~ 2. Add everyone’s name to the different sections – click on the box and a list of names will appear 3. Once EVERYONE involved (apart from Project Staff) has been added to the Project Signature subform, ONLY THEN can you request all the signatures 4. To do this press the Request Signature button and add their email addresses (if you type in the first few letters of their email address it will find them). By creating the Project Signature subform, the team's signatures can be received while the Animal Ethics Project goes back and forth in the preview stage. If the team would prefer to wait till the preview is complete then they can do that. The Project signature subform will auto-submit once everyone has signed. The Animal Ethics Project can only be approved once all signatures are received. Please do not UPDATE your project whilst collecting signatures as this invalidates any signatures received. It is important to press the UPDATE to receive the latest form development updates. When the project signature form has been submitted/approved and no other signatures have been requested, it is important that you press the update button.

How do I add an additional person to a new project signature form?

Create a Project Signature Subform and tick "Additional Signatures". Scroll down and select the Roles that you would like to sign, E.g., Biometrician If your application is In Revision, and you have only just added that person, your application will need to be submitted first for them to pull through to the Project Signature Form. Important: Project Staff no longer need to sign Project Signature Forms. Project Staff all need to be named on applications and their Roles shared with them so they have access to read the application and they need to be listed under the SOP section (11.1) as required.

How do I sign a Project Signature form?

Login into ~ Te Ara ~ Go to your Work Area Press on the "Signatures" tile Press "View Form" Press the Pen button on the left-hand side to sign this form. It will auto-submit once everyone has signed it. Project Staff no longer need to sign a project signature subform unless the applicant requests them to.

How do I add more people to my application once it has been approved?

Create a "Request for changes to an approved project", this is a subform of the application. You can tick what you want to change and you will see that adding personnel is minor - also tick no major changes. Sign and submit. We will then unlock your application for you to make those changes to the Roles and People in Section 2 of your application and to the SOP section as required. Create another Project Signatures sub-form and tick the"Addition of signatures via a Change Request" button then select the Role you are adding, E.g, Farm Manager. Scroll down to that box to add the person who will appear when you click on the box. Important: Please note that the updated application needs to be submitted for the new person to appear on the project signature form. Project staff no longer need to sign unless the applicant requests them to.

What if I press the Update button?

Only the applicant can press the update button. This provides you with the latest forms developed by the Animal Ethics Office. The forms that are being updated are being improved to make the system work better for you. Therefore it is important to receive the updates. Important: ! Don't press if you have signatures pending ! By pressing the update, you will receive the update to the forms, but at the same time, it will remove any signatures received on unsubmitted forms and any requests for signatures sent, also, only on unsubmitted forms. It is important that you only press the update if your Project Signature Form has been Submitted/Approved. Other signature requests can also be invalidated, E.g. Veterinarian signature request on your application form when registered drugs are being used (AgResearch only). If you have any questions about the above please contact the animalethicsoffice@agresearch.co.nz.

External Users only: Is there a Help Guide for how to add SOPs?

Yes, this is for External users: Click on Help/Help for information about how to create your SOPs Project. 1. Create your SOP Project 2. In a sub-form underneath – the TRAINER needs to create individual training record forms for each person they have trained with their level of training and when that training needs refreshing. For AgR users: contact an Animal Welfare Officer as they look after AgR SOPs.

AgR only: How does SOPs and Training work in ~ Te Ara ~?

Each SOP is created as a Project and the SOP is uploaded, and a reference is given for when the SOP needs reviewing. For a quick look at changes made, a button within this project will take you to "updates to the SOP". All SOPs should be reviewed and updated every three years. The SOP needs to be shared with all the TRAINERS for that SOP (this is a Role), the other role you can use to share the SOP is SOP view for applicants who just need to see it. The TRAINER can share this form with the Trainee (Trainee role) or another ~ Te Ara ~ user (SOP role), who then has automatic access to the SOP. If you are a Trainer and have completed training, please provide the following information to animalethicsoffice@agresearch.co.nz or one of the Animal Welfare Officers: • Name of Trainer • Name of Trainee • SOP/species • Date of training (Ok to use first or most recent, if multiple) • Training location (i.e. commercial farm vs an AgR farm/facility) • Current competency level Optional - Training documents/comments can also be added. We would recommend including the ethics project number that the training occurred under. You could also include (as relevant), stand-out features of the animals used for training (such as recently shorn sheep for blood sampling training, or juvenile pet rats for rat handling training). If you would like further training on the SOPs and training it would be great to get that booked for you; please email animalethicsoffice@agresearch.co.nz

How do I share an SOP another user in ~ Te Ara ~?

If you have created the SOP or are listed as a TRAINER you will have the ability to share the SOP with anyone in ~ Te Ara ~. Instructions: Go to the SOP and click Roles (button on left) Add the person's email Select role "SOP View" Click "Share Role" That way they will have access to it in their work area and can read and add the name and number to their application. If you share accidentally with the wrong person - Click on Roles and DELETE (Remove all permissions) them from the list, then add the correct email address, select "SOP View", and "Share Role".

How do I make a change to my AE Application?

If you want to do a change of any sort, when you are looking at the project, you need to create a SUBFORM linked to that application – and then the subform to select is ‘Request to Change an Approved Application’. This will then need to be read by the animal ethics office, who unlock your application for you.

How do I add a new person to my approved Animal Ethics Project?

The new person you are wishing to add should be entered into ~ Te Ara ~ (online access preferred). To have them added please email their full name, telephone number and email address to animalethicsoffice@agresearch.co.nz Once they have been added.go into your Project 0XXX in ~ Te Ara ~ and create a subform called ‘Request to Change an Approved Application’. Complete this form, Sign and Submit (using the button on the left hand-side). This will be a minor change and the Request for changes will be Accepted then the Project form will be unlocked for you to add this person. To add a person go to section 2: Roles and People Select the role and “Add another” and press “Assign Role” Use the drop down to select the role and press the “SHARE” button. Go to 16.1 Applicant Declaration and Signature, press Sign and press the Submit button on the left-hand side. Next, whilst in your Project create a subform called Project signature form – tick the second box down – additional signature(s). Add this person in the space and request for them to sign – add their signature. This will lock the form and will auto submit once that person has signed. If adding more than one person, add them all in first before pressing the request to sign buttons. If the new person you are added is working to an SOP, they will need training in this SOP and their training record will need to be added under the SOP. If you want further support please let us know.

How do I create, complete and submit a subform, E.g., Interim Report?

To do this report: 1. Go to your Animal Ethics Project 2. Create a Sub-form (using the button on the left-hand side) – select Interim Report, tick the box, and press CREATE 3. Click on Title and type in the timeframe covered by this Interim Report 4. Press SAVE or “Next Page” This will save what you have written and take you to the next page to complete – Interim Details 5. Upload any documents, add another, or remove them as required 6. Press “Next Page” and SIGN and so your form auto-submits. 7. This form is shared with everyone who is listed on your Project. If you would like feedback from them prior to submitting please email them to request it. Important: Use the "Completeness Check" button to make sure all mandatory questions have been answered. Check the status of your form, E.g., In Revision, Submission in Progress, With Preview Team, Approved, Accepted etc.

When should I press the Update button and why?

Only the applicant can press the update button. This provides you with the latest forms developed by the Animal Ethics Office. The forms that are being updated are being improved to make the system work better for you. Therefore it is important to receive the updates. Important: ! Don't press if you have signatures pending ! By pressing the update, you will receive the update to the forms, but at the same time, it will remove any signatures received on unsubmitted forms and any requests for signatures sent, also, only on unsubmitted forms. It is important that you only press the update if your Project Signature Form has been Submitted/Approved. Other signature requests can also be invalidated, E.g. Veterinarian signature request on your application form when registered drugs are being used (AgResearch only). If you have any questions about the above please contact the animalethicsoffice@agresearch.co.nz.