Applicant instructions for THL Resource Entitlement Management System (REMS)

Transcription

1 REMS manual v Applicant instructions for THL Resource Entitlement Management System (REMS) Table of Contents 1 Introduction Before accessing REMS Instructions for applicant: Applying for samples and/or data in REMS Access REMS Sign in My Account Catalogue Application window My Applications Following the application status Editing and resubmitting the application My Entitlements Introduction THL has collected valuable population and family sample collections which are now set to larger and more effective scientific research use. THL grants access to samples and data to research projects that are of high scientific quality and impact, and that corresponds with the research areas of THL. The Resource Entitlement Management System (REMS) is an electronic application system for handling access requests to THL Biobank s sample collections and several other THL s collections. The following document provides instructions on how to apply for access to these collections using REMS. REMS is an open source tool for access right management to research resources. The full application process is handled via REMS and includes the following steps: (1) Secure login using your own federated user ID (2) Filling out of the application and listing all research group members (3) Attaching supporting documents that relate to the application (4) Accepting THL Biobank s Terms of Access

2 (5) Responding to questions/comments of THL Biobank regarding the application (6) Approving the material transfer agreement (in development process, not yet working) (7) Reporting changes to the study plan and resulting publication Once an application has been approved and all agreements signed, the applicant will obtain the agreed upon coded data set via secure mail and the samples will be shipped as agreed. In case you need help or you have any questions, please do not hesitate to contact us at thlbb.application [at] thl.fi. We are happy to assist you in your application process. 2 Before accessing REMS Before you sign in to REMS to fill out data application, make sure that you have all the information needed already available. Sample collection list to which you request access Information about the data categories and the biological samples you request The necessary form items in a ready-to-use format since a draft version of the application form is currently not supported. List of the addresses of all research group members who will directly handle samples or data and thus must read and approve THL Biobank s Terms of Access All this information and an application draft as a Word-document is available at THL Biobank s website 3 Instructions for applicant: Applying for samples and/or data in REMS 3.1 Access REMS You can access REMS at and log in to the system using the Sign in key in the right upper corner of the Welcome page. The Welcome page also includes a short tutorial of REMS functions.

3 3.2 Sign in There are two options for signing in: Haka and eduuni. Haka is the identity federation of the Finnish universities, polytechnics and research institutions. Users are able to access federation services using a single user account and password. User identities are provided by the user s home organisations. Eduuni is an environment for e-work and collaboration services that use Eduuni-ID that is work address based identity. Eduuni-ID is created when you register and confirm your own work address. Eduuni-ID is valid for one year at a time and the work address has to be signed up again after that. You can also sign in using eduuni portal by selecting to login with your LiveID, Yahoo, Google or Twitter account, since foreign institutes are not yet applicable. Sign in using Haka by typing in your organisation s name or select Allow me to pick from a list and select your institute from the drop-down list. If your institute is not found in the Hakalist, select the Eduuni-service to obtain an account. 1 2 After selecting your preferred sign in portal you are redirected to a login page where you can sign in using your home institute s credentials My Account After signing in for the first time you should add information about yourself and your scientific credentials. My account can be found at the upper right corner of the page.

4 Check your information at My Account and fill out the missing fields. After completing your profile you can return to THL Biobank page. 3.4 Catalogue THL Biobank s sample collections are presented in the Catalogue page as an item-based list. Selecting the sample collections can be done by following the three-step route Catalogue to Basket to Checkout/Submit. Select the sample collections you wish to study from the Catalogue list by adding them to the basket. Your selected sample collections can be inspected in the Basket page. There the list of selected sample collections can be modified if necessary by removing additional items. You can also see the date you last applied for a certain sample collection.

5 Once you have selected the sample collections go to the Checkout/Submit page and select Apply to open the application form to complete your application. 3.5 Application window When opening the application form, make sure that you have the necessary form items in a ready-to-use format since a draft version of the application form is not currently supported. After opening the data application window, you have an hour to fill out the form before the session expires. An empty application draft as a Word-document is available at THL Biobank s website Please note that the application has two sheets, Form and Members. Form Complete the form within one hour before the session expires. Mandatory fields in the application form are marked with *. A little help is provided by providing short descriptions in text boxes. Also some tool tips can be found when hovering your mouse over the text box header.

6 Members Add information on all study group members who are actively involved in the study 1 Add other application members via Add user. You can pick users that have already REMS identity i.e. those who already have logged into REMS. Otherwise study group members can be invited via . Note that you can save your user selection for future reference. This might come in handy if your group has multiple ongoing study projects. 2 Attachments attach all the necessary documents complementing your application. Please note that all the attachments requested are optional. They however ease the evaluation of the application. Do not forget to choose submit when your application is ready! To finalize your application THL Biobank s Policy terms must be read and accepted. After that, the application is ready to be submitted.

7 If you are applying for THL samples and/or data for the first time, you are warmly encouraged to attach your CV to the application. This might speed up the evaluation process, since the evaluators have a chance to get to know your scientific background. You will be notified by about the progress of the evaluation process of your application. Also notifications about questions, comments and pending actions will be sent to you by My Applications Following the application status You can follow the status of your applications in My Applications sheet. Each submitted application receives an application number and the initial status is set to Applied. The scientific experts of THL Biobank and/or the steering committee(s) of the collections being applied for will consider the application. When the application is accepted you will receive a note with the approval information. Note, however, that due to technical constraints of REMS, the status of the application remains applied until the full application process is completed. This includes signing of the material transfer agreement by all parties involved and inspection of the request by the corresponding data manager/head of laboratory. Only once everything regarding the application is in order does the application status changes to Approved Editing and resubmitting the application The application may be returned to you for modifications in case the evaluators request additional information or clarifications regarding your request. You will be notified automatically when an application is returned for modifications.

8 Under the Action button you will find a selection of options, i.e. view application, edit application and cancel application, that may come in handy in some situations. You can also view your application at any time by clicking the application number that serves as a link to an application. The application opens in a stationary pop-up window on top of REMS. When an application is returned to the applicant for modifications, it needs to be edited as requested. The REMS coordinator has written a synthesis of reviewer comments that can be seen in the History sheet of the application. When the application has been edited accordingly (action edit application), it can be resubmitted to be processed. The application status is set again to Applied.

9 If only additional attachments are requested, they can also be added using action edit application. At the end of the application form is a list of default attachments and a place for adding other documents. After selecting Upload attachment, a stationary pop-up window opens on top of your application where you can upload the relevant document(s). 3.7 My Entitlements When the application s acceptance has been finalized, the applicant(s) will be granted access entitlements to the applied data and samples. Note, however, that the applied data will be sent via secure mail and samples posted as agreed. Under the sheet My Entitlements you can also view and access all your applications.