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How to submit amendments, new documents or update fields of a submission?

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Update, 4.1.2016

The article below explains the update procedure for projects that were initially submitted through BASEC (submissions.swissethics.ch).

For a first update to projects that were initially submitted outside of BASEC (possible until 31.12.2015), you need to use the form FORM FOR UPDATING PROJECTS INITIALLY SUBMITTED OUTSIDE OF BASEC in your account (under Submit an application).
For subsequent updates to these projects, the procedure is the same as explained below: go to My account --> Manage my applications and update and re-submit your project(s).


How to update your project (amendments, reports, changes etc.)

During the evaluation of a project by the Ethics Committee(s), your project remains locked, but is still visible in your account.

After the Evaluation the Lead EC will unlock your project and you may open it from your account to submit additional or new documents, or to edit and submit new information in form fields.

Except for some reports that could reveal the blind, all new, additional, or new versions of documents are submitted through the existing form of your project. Depending on the situation you may replace existing documents or add new documents leaving the former versions in place.

Remember to give a short description of your update on the bottom of Screen 14 (Submission Summary).
For revised documents: Upload one version in track-change mode where all suggested changes are marked and one clean version with the changes accepted.

Each update scenario is covered in the next few paragraphs. A subsequent submission can involve any combination of the cases outlined here.

If you need to send an urgent update and your project is currently locked, please contact the Ethics Committee by email, phone or through the support form in the web-portal.

Note: In document categories with a star *, at least one document has to be present to be able to submit. For technical reasons this has to be the first document in the category. If you need to replace or delete the first document in a required category, you therefore need to upload the replacement in the first upload space. In case the first document just needs to be deleted with no replacement, and there are already other documents in the category, please do the following:

  • Download one of the documents in the category that should stay in the submission
  • Delete the just downloaded document in the form
  • Delete the document in the first line of the category
  • Upload the previously downloaded document to the first line in the category
  • enter date (and version if necessary) for the just uploaded document

1. The new documents replace documents that were previously submitted

Note: Documents you delete will be removed from your project form, but the EC(s) can still access them if needed.

  1. go to your account-->manage my applications
  2. find the project you want to update and click on Update
  3. go to the relevant Upload-Screen Screen (Screen 6 for the updates concerning the main research site, Screens 7 to 13 for updates concerning local sites)
  4. click on the relevant document category to expand it. You will see your already submitted document(s) from previous submission(s)
  5. click on the delete button near the document you want to replace and confirm the dialogue.
  6. upload the new document and add the new document's date (and version if required)
  7. repeat steps 3 to 6 as needed
  8. move on to the Submission Summary screen, enter a short description of your update at the bottom of the screen, and click on Validate and send.

2. The new document(s) is/are submitted in addition to (an)other already submitted document(s) of the same category (all should remain valid)

  1. go to your account-->manage my applications
  2. find the project you want to update and click on Update in its summary
  3. go to the relevant Upload-Screen (Screen 6 for the updates concerning the main research site, Screens 7 to 13 for updates concerning local sites)
  4. click on the relevant document category to expand it. You will see your already submitted document(s) from previous submission(s)
  5. click on add another document on the bottom of the document category. (*)
  6. a new set of upload controls shows. Upload the new document and add the new document's date (and version if required)
  7. repeat steps 3 to 6 as needed
  8. move on to the Submission Summary screen, enter a short description of your update at the bottom of the screen, and click on Validate and send.

(*) If you exceed the maximum number of uploads for a document category, please upload your new document under category 39. Varia.

3. The new documents belong to a category that was empty until now

  1. go to your account-->manage my applications
  2. find the project you want to update and click on Update in its summary
  3. go to the relevant Upload-Screen (Screen 6 for the updates concerning the main research site, Screens 7 to 13 for updates concerning local sites)
  4. click on the relevant document category to expand it. You will see your already submitted document(s) from previous submission(s)
  5. click on add a document on the bottom of the document category.
  6. a new set of upload controls shows. Upload the new document and add the new document's date (and version if required)
  7. repeat steps 3 to 6 as needed
  8. move on to the Submission Summary screen, enter a short description of your update in the bottom of the screen, and click on Validate and send.

4. A form field needs to be updated

Note: Information you replace will be removed from your project form, but the EC(s) can still access it if needed.

  1. go to your account-->manage my applications
  2. find the project you want to update and click on Update in its summary
  3. go to the Screen(s) with the field(s) you need to update
  4. update the fields
  5. move on to the Submission Summary screen, enter a short description of your update in the bottom of the screen, and click on Validate and send.
 
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