Frequently Asked Questions

Q: When submitting details about my research study, how do I select more than one value in the lists of available options?

A: Press and hold the CTRL key on your keyboard while left clicking with your mouse on the values you would like to select.

Q: Why do I sometimes see an error message "Your session has timed out?"

A: You may have a very slow internet connection, speak to your IT Support team or Internet Service Provider. If you are using 3G, make sure you have a good signal.

Q: I forgot my password. How do I reset my account?

A: You can reset your password on the login page, alternatively you can do so by clicking on this link.

Q: I Can’t remember my username or email address? Is there a way to get it?

A: When you registered, you were sent a welcome email with your details. Try to find that email message before you proceed. If you are unable to find your original email, please send an email to nhrdsupport@hst.org.za with a request to have your account reset.

Q: How do I log in?

A: You can log into the system by clicking on the "Log in" button found to the top right of the page. Alternatively you can do so by clicking on this link.

Q: How do I upload documents?

A: You have to be registered and logged into the site before you are able to upload documents. The user manual has detailed instructions on how to upload documents. The manual can be found on the Help & Support page

Q: Can I use the same email address for new profiles?

A: You can use the same profile to submit as many proposals as you needed. There is no limit to the number of proposals or researchers that can be linked to a single profile. If you do wish to create a new profile you can use the same email address, but NOT the same username.

Q: Can I submit a single proposal to many Provincial Health Research Committees at the same time?

A: You can only submit one proposal to one committee at a time. Should you wish to apply to more than one committee, you will have to repeat your application process for each committee.

Q: Can my application be expedited?

A: Applications cannot be expedited. However, the respective administrator does make every endeavor to provide a speedy approvals process.

Q: How long will it take for my application to get approval?

A: Refer to the specific province for their relevant Province Guidelines for turnaround times. Please note that more complex proposals will take longer to approve.

Q: I will not be going into a facility (e.g. telephonic interview), do I still need approval?

A: Yes. All research requiring access to staff, patients’ information requires approval at provincial level.

Q: Once I have my reference number am I able to visit the facility?

A: No. You may only access the facility or begin your research on receipt of an approval letter.

Q: How do I appeal a decline to access a facility?

A: Each province has its own guidelines document that you will find in the resources page. Please refer to the Guidelines for the province you applied to. In all cases your first point of contact should be the administrator for the Province.

Q: How long is my approval letter valid?

A: It is valid until the end date of ethical clearance. (You will need to submit an interim report along with renewed ethical clearance along with the list of facilities to which you originally applied).

Q: I haven’t received ethics approval yet, can I still apply?

A: The system will not allow the application to be sent until all application documents are uploaded.