Ethics Frequently Asked Questions (FAQs)

Tools for Research at Queen's (TRAQ)

For more manuals, videos and how-tos visit queensu.ca/traq 

Steps 1 & 2 are the same for all TRAQ FAQs

  1. Visit queensu.ca/traq/signon  if you use SSO (Single Sign On) or queensu.researchservicesoffice.com/Romeo.Researcher.Admin  if you use your full email address as Username.
     
  2. Sign on with your Queen's Net ID (or full email address) and password.

 

Once signed on please follow these steps.

  1. Click the 'Applications: Drafts' link under the applicable Project ‘Role’ (i.e. Principal Investigator or Project Team Member)Image showing the location of 'Applications: Drafts' and ‘Role’ in TRAQ
  2. Select ‘Applications: Drafts’.
     
  3. Select ‘Delete’ beside the DRAFT you would like to delete.image showing the location of the ‘Delete’ button in TRAQ

     

 Download "How do I delete a DRAFT application form in TRAQ?" as a PDF (567 KB)

Once signed on please follow these steps.

  1. Click 'My Reminders' (if due within 30 day) or 'Applications (Submitted-Post Review)'.
     
  2. Click the 'EVENTS' link next to the file no TRAQ FILE NUMBER.
     
  3. Select the form titled Annual Renewal/Closure Form by clicking on its hyperlink under "New Event Forms" section.
     
  4. Complete all fields.
     
  5. Save.
     
  6. Submit.

 Download "How do I submit an Annual Renewal Form in TRAQ?" as a PDF (243 KB)

Once signed on please follow these steps.

Complete this form for amendments including change in study team requests.
 

  1. Click 'My Reminders' (if due within 30 day) or 'Applications (Submitted-Post Review)'.
     
  2. Click the 'EVENTS' link next to the file no TRAQ FILE NUMBER.
     
  3. Select the form titled Amendment of Approved Studies Form by clicking on its hyperlink under "New Event Forms" section.
     
  4. Complete all fields.
     
  5. Save.
     
  6. Submit.

 Download "How do I submit an Amendment Form in TRAQ?" as a PDF (237 KB)

Once signed on please follow these steps.

Complete this form for amendments including change in study team requests.
 

  1. Click 'My Reminders' (if due within 30 day) or 'Applications (Submitted-Post Review)'.
     
  2. Click the 'EVENTS' link next to the file no TRAQ FILE NUMBER.
     
  3. Select the form titled Change in Study Team Request Form by clicking on its hyperlink under "New Event Forms" section.
     
  4. Complete all fields.
     
  5. Save.
     
  6. Submit.

 Download "How do I submit a Change in Study Team Form in TRAQ?" as a PDF (239 KB)

Once signed on please follow these steps.

  1. Click the 'EVENTS' link next to the file no TRAQ FILE NUMBER.
     
  2. Select the form titled Serious Adverse Event Report (Local OR Non-Local) by clicking on its hyperlink under "New Event Forms" section.
     
  3. Complete all fields.
     
  4. If applicable, download, fill out and attach the multi-event reporting form.
     
  5. Save.
     
  6. Submit.

 Download "How do I submit a Local SAE Form in TRAQ?" as a PDF (242 KB)

Once signed on please follow these steps.

  1. Click the 'EVENTS' link next to the file no TRAQ FILE NUMBER.
     
  2. Select the form titled Health Sciences Research Ethics Board Protocol Deviation Form by clicking on its hyperlink under "New Event Forms" section.
     
  3. Complete all fields.
     
  4. If applicable, download, fill out and attach the multi-event reporting form.
     
  5. Save.
     
  6. Submit.

 Download "How to submit a HSREB Protocol Deviation Form" as a PDF (239 KB)

  1. If you are a Queen's Student (undergraduate and graduate), or Postdoctoral Fellow complete Self-registration form 
     
  2. Complete mandatory fields and optional information.
     
  3. Ensure you enter an email address that you use regularly, as all ethics communication will be sent to the listed email address in TRAQ.
     
  4. Please enter a telephone number you can be reached at in the event of ethics-related questions.
     
  5. Ensure you complete the RANK section correctly (***If this step is not completed correctly registration in TRAQ may be delayed***).
     
  6. Under Affiliation: select ‘Add New’.
     
  7. Under Level: If you are a STUDENT enrolled in one of the following Departments you must select ‘UnitREB’
    • Cultural Studies Program
    • Dan School of Drama and Music
    • Faculty of Education
    • Film and Media
    • Gender Studies
    • Geography and Planning
    • Global Development Studies
    • Political Studies
    • Psychology
    • Smith School of Business
    • School of Kinesiology and Health Studies
    • Sociology

      Under Level: If you are a STUDENT and you are not affiliated with a Unit REB select ‘Department’ (***If this step is not completed correctly registration in TRAQ may be delayed***).
       
  8. Under Unit: Select the Department you are affiliated with (***If this step is not completed correctly registration in TRAQ may be delayed***).
     
  9. Check: ‘Primary Affiliation’.
     
  10. Select ‘Save’.
     
  11. Review all information for accuracy and completion.
     
  12. Select ‘Register’.
     
  13. An email confirmation with instructions on how to create your password and how to log in will be generated shortly after you register.
     
  14. If you have any questions or comments about the Research Portal, contact the TRAQ Help Desk 

 Download "How do I Self-Register in TRAQ as a NEW Student?" as a PDF (330 KB)

  1. If you are an External User (other non-Queen's Institution) complete the Self-registration form .
     
  2. Complete mandatory fields and optional information.
     
  3. Ensure you enter an email address that you use regularly, as all ethics communication will be sent to the listed email address in TRAQ.
     
  4. Please enter a telephone number you can be reached at in the event of ethics-related questions.
     
  5. Ensure you complete the RANK section correctly (***If this step is not completed correctly registration in TRAQ may be delayed***).
     
  6. Under Affiliation: select ‘Add New’.
     
  7. Under Level: select ‘Department’ (***If this step is not completed correctly registration in TRAQ may be delayed***).
     
  8. Under Unit: select ‘External Department (please specify in comments)’.
     
  9. Check: ‘Primary Affiliation’.
     
  10. Select ‘Save’.
     
  11. Enter the name of your External Affiliation in the Comments Section (e.g., University of Ottawa).
     
  12. Review all information for accuracy and completion.
     
  13. Select ‘Register’.
     
  14. An email confirmation with instructions on how to create your password and how to log in will be generated shortly after you register.
     
  15. If you have any questions or comments about the Research Portal, contact the TRAQ Help Desk 

 Download "How do I Self-Register in TRAQ as an External User?" as a PDF (228 KB)

If you have problems/questions as you complete your renewal event form, please email  chair.greb@queensu.ca or  hsreb@queensu.ca

If you are having problems accessing the application in TRAQ, please submit a Helpdesk webform  request. 

Qualtrics

Common Research related Qualtrics questions:

Guidance for Qualtrics - Conducting Anonymous Surveys

Anonymous information is defined by the latest edition of the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2 (2018)) as ‘information that has never had identifiers associated with it through which the risk of identification of individuals is low or very low.’

  • If you have promised anonymity to participants, this must be respected.
  • When using Qualtrics, ensure that IP addresses are not collected, by enabling “Anonymize Responses” in “Survey Options”. If this function is not selected, IP addresses will be collected.
  • If you distribute the survey using the Anonymous Link function, IP addresses will also be collected if you have not selected “Anonymize Responses”.

Instructions to create an anonymous survey using Qualtrics:

  1. Create project title and select project folder storage options.
  2. Select “Survey Options” (pictured below).Instructions to create an anonymous survey using Qualtrics
  3. Scroll down to “Survey Termination”.
  4. Select “Anonymize Response. Do NOT record any personal information and remove contact association” (pictured below).Instructions to Anonymize Response using Qualtrics.
  5. Select “Save”.
  6. Design Survey.

If you have inadvertently collected IP address information in error,
please contact the Ethics Office for further guidance.

For more information, contact Jennifer Couture, Ethics Compliance Advisor.
Tel: 613-533-6000 x 78223
Email: jennifer.couture@queensu.ca

 Download "Guidance for Qualtrics - Conducting Anonymous Surveys" as a PDF (277 KB)

How You Distribute Your Survey ‐ Impacts on Responses and Reminders

image showing the Anonymous Link settings in Qualtrics

1. Open Access Survey using Anonymous Link

Distribute With:

  • Anonymous Link (right) sent via your email, pasted on website, social media.
  • Use Qualtrics mailer, but choose Anonymous Link in Advanced Options.
  • This type of link can be re‐used and forwarded as access is open to anyone.

Responses:

  • Response file data is anonymous; it contains no identifying information.
  • It does collect IP Address.
  • To turn IP Address collection off, Choose Survey Options >> Anonymize Responses.

Reminders:

  • Qualtrics cannot send reminders using this option.
     

 

image showing the Individual Link settings in Qualtrics

2. Closed Access Survey using Individual Link

Distribute With:

  • Use Qualtrics mailer, and default Individual Link (Advanced Option, right).
  • This type of link can only be used once, and only by the recipient of the email invitation.

Responses:

  • By default the respondent identifying information (email, name, etc.) is stored in the response file, and needs to be kept
  • confidential and protected.
  • To fully anonymize these responses, Choose Survey Options >> Anonymize Responses.

Reminders:
You can use the Qualtrics mailer to send Reminders to those who haven’t completed your survey, even if the responses are anonymized. (Thank you emails are disabled when anonymized responses option is selected.)

 Download "How You Distribute Your Survey ‐ Impacts on Responses and Reminders" as a PDF (140 KB)

Other

 

How to Use and Understand Flesch-Kincaid Readability Statistics in Microsoft Word

Health Canada recommends the level of language used should be appropriate to the age and comprehension/reading level of the participant population, generally at approximately a grade 6 - 8 reading level. 

 

Get your document's readability and level statistics

Our FAQs are updated frequently. If there is a common question you think should be featured please email  Jennifer.Couture@queensu.ca