Form Update History

As part of our continuous improvement approach, EthOS will be updated periodically to enhance the user experience. This page provides a view to what changes were made and when. As new forms are published, owners and collaborators see an update message the next time they access the form. For guidance on how to apply the update, please see the Form Update User Training materials. If you have any questions about these updates, contact RAIMSSupport@uoguelph.ca. 

August 20, 2025

Form	Section/Subsection or feature	Summary of change
All forms	Assigning roles	Removed the previous Share feature; permissions are now only granted using the Roles button Added a new Read Only role to the current Principal Investigator (Edit & Sign) and Co-Investigator (Edit) roles For more information see Sharing Forms (Assigning Roles) training materials
All forms	Letters and email templates	Refined contents and messaging in multiple templates to provide clearer instructions
All forms	Principal Investigator (PI) Attestation	PI attestation wording included in the form question (not pop-up window) and updated in accordance with TCPS2 guidelines
Main REB Application Form	All sections (throughout)	Optimized dependences to improve form responsiveness New optional area on each page to provide any notes or information to the REB (during a modifications request or amendment cycle) Tracked documents, where applicable, can be uploaded in the same question area as the clean version; previously, tracked documents could only be uploaded separately in Section 18 Minor wording changes throughout all sections, including in the Info Button help text, to enhance overall clarity
Main REB Application Form	Welcome to EthOS/News & Tips	Refreshed wording Added a link to an anonymous EthOS 'suggestion box' where any form-related feedback is always welcome and reviewed
Main REB Application Form	Application Overview / Start Here	New section guides users on where to begin the application process
Main REB Application From	Application Overview/Amendment Summary	New section supporting an improved process for documenting amendments to approved applications Applicants enter summary-level details here and then proceed to make the actual changes directly in the form questions and/or study documents Note: visibility for both applicants and REB reviewers to all amended responses is still available through the Compare to Previous Submission feature
Main REB Application Form	Application Overview/ Nature of Project	Added improved guidance to help distinguish between study types Clarified conditions and procedures for secondary data usage Clarified course-based research questions Reorganized indigenous research questions for clarity and to improve from flow
Main REB Application Form	General Information/ Personnel	Refined wording and improved guidance for assigning roles to other study team members/collaborators
Main REB Application Form	General Information / Funding	Expanded drop-down list to include previously unlisted sponsors
Main REB Application Form	Data Security & Confidentiality	Revised wording and added supplementary questions to prompt clearer applicant responses
Main REB Application Form	Incentives, Honoraria &  Compensation	New questions specific to financial incentives
Main REB Application Form	Section 18: Resubmission Details	Removed; no longer required due to the improvements in the modifications/amendment process and document upload locations
Main REB Application Form	Multi-Jurisdictional Research Application form	Revised questions are more focused and relevant to this type to application
Statement of Intent	Questions dependencies	Addressed minor bug on optional and mandatory questions
Legacy Amendment Subform	Overall form design	Removed overlapping questions Added a summary text box for summarizing the amendment’s scope and changes Added a new document prompt to upload updated or new CORE certificates
Statement of Intent Renewal/Closure	Submission bug	Addressed major bug that previously prevented submission for early users
Annual Renewal Form	Overall form design	Fully restructured to guide applicants toward study-specific responses in alignment with TCPS2 requirements Additional information to better differentiate study categories Reorganized participant-related questions to reduce redundancy and improve clarity
Closure Form	Overall form design	Overhauled and reworded to capture clearer and more concise study closure details in alignment with TCPS2 requirements Reordered questions to enhance form navigation and ease of use Reorganized participant-related questions to reduce redundancy and improve clarity

November 11, 2024

Form Impacted	Summary of Change	Form Update required?
Main REB Application Form	Minor wording updates on a few questions throughout New questions on whether REB approval has happened elsewhere Updated built-in guidance on Study Personnel page	Optional
Statement of Intent	Applicants enter the anticipated date of REB approval (not date of submission) Minor wording update on PI definition	Mandatory
Statement of Intent Renewal/Closure	REB number field now pre-populates PI fields are no longer inherited from previous form (need to be entered) Updated built-in guidance on PI definition	Mandatory
Study Closure	Previous issue preventing successful submission has now been addressed Any users waiting to close legacy protocols can now proceed PI fields are no longer shared from other form (must be entered) Updated built-in guidance on PI definition	Mandatory
Annual Renewal	PI fields are no longer shared from other form (must be entered)	Mandatory
FAQ and Help Menu	EthOS Hub online content can now be linked from these menus	Not required; updates automatically
New role for the Co-Investigator	Applicants now have an option to assign a pre-configured set of permissions to Co-Investigators using a Co-Investigator role The role provides access for the Co-Investigator to read, write, share, create all subforms, and receive notifications The Co-Investigator role is optional, and will likely hinge on whether you wish for the person to receive notifications Otherwise, you can continue to use the Share Form feature to assign specific permissions	Users will need to assign the role if they wish to use it

 

September 23, 2024

Form Impacted	Summary of Change	Form Update required?
Main REB Application Form	Categories were assigned to the different types of documents in the upload questions	Optional
Legacy Protocol (created using the old MS Word form)	Previously approved (active) prototols (as of August 13) were migrated to EthOS Any approved after August 13 are being migrated manually; researchers are being contacted as and when they are available	N/A
Statement of Intent Renewal/Closure	New subform available	Optional
Study Closure	New subform available	Optional
Annual Renewal	New subform available	Optional
Event Report	New subform available	Optional
Legacy Amendment Request	Updated Legacy Amendment Request subform	Mandatory