Hōkai, ethics application management

Learn about the new ethics management system and application portal.

We currently use ResearchMaster system to support Candidature Management for Postgraduate Students and Ethics application management for Human and Animal Ethics. This system is approaching end of life and needs to be replaced before it is unsupported by the vendor.

OmniStar has been chosen to handle Ethics Management and work has been done to configure the system to meet University requirements. The new system will support existing ethics management processes and procedures, safeguarding the roles of both the Human Ethics Committee (HEC) and Animal Ethics Committee (AEC) in upholding ethical standards within the University.

User acceptance testing with key stakeholders is underway in preparation for launch on Thursday 6 June 2024.

To limit the disruption for our researchers, both systems will be accessible for a period. Key deadlines and dates are outlined below.

Naming our new Ethics Management system—Hōkai

The Office of the DVC Māori gifted our new Ethics Management system its name. A hōkai is a staying brace of a waka. Its purpose is to strengthen the structure of the waka, thereby ensuring its journey is successful. This name speaks metaphorically to the important role that the new ethics system will play in maintaining and strengthening the high standards of our research practices, and the need to balance our desire to push research boundaries while ensuring we remain accountable and responsible to our communities. This name connects with the University’s te reo Māori name, Te Herenga Waka, meaning the mooring place of canoes.

Launch and implementation

Wednesday 22 May–Wednesday 29 May

It is recommended you submit your application or amendment in ResearchMaster by Wednesday 22 May 2024 for animal ethics, or by Tuesday 28 May 2024 for human ethics, to ensure you meet committee deadlines.

The final deadline to submit an ethics application or amendment using ResearchMaster is 4 pm on Wednesday 29 May 2024.

You will still be able to access ResearchMaster to view and download any existing application information and documents you saved.

Wednesday 29 May–Wednesday 5 June

We need to pause application submissions in order to migrate data from ResearchMaster to Hōkai. This means no applications or amendment applications can be submitted from 4 pm Wednesday 29 May until Hōkai goes live on Thursday 6 June.

Researchers working on draft applications should save their work in documents that are easy to edit outside ResearchMaster in their own time. You will be able to submit an application in Hōkai when it goes live.

Applications previously submitted in ResearchMaster will continue to be processed by the Human Ethics and Animal Ethics teams during this time.

Thursday 6 June

Hōkai will launch on Thursday 6 June 2024. Use Hōkai from this date to submit new applications, as well as amendments to an approved application.

If you submit an application in ResearchMaster before the 29 May deadline, the Research Ethics teams will complete your application process in ResearchMaster. Any outstanding requests for revisions or resubmissions in ResearchMaster must be completed by 31 July 2024.

Wednesday 31 July

ResearchMaster will close any outstanding research ethics functions on 31 July 2024. You will still be able to access all your completed applications (approved, declined, or withdrawn) after this date. Any draft applications still in ResearchMaster on 31 July 2024 will not be migrated out.

Training and support

Visit Hōkai training and support for a sneak peak of what to expect when Hōkai is launched.

Training resources for using Hōkai will be released in Nuku over the next few weeks, before Hōkai opens. While our application processes will not change, you will find some updates and improvements, such as easier access for external researchers. We will share alerts and details about training on this webpage and via email.

Development

Hōkai has been created by leveraging the current ethics application form and has been designed to meet key University ethics requirements. This approach enabled us to swiftly develop the platform while reducing expenses, establishing a foundation for future improvements.

Project contact

The Research Office and Digital Solutions dedicated a project team to this transition, so the Human Ethics and Animal Ethics teams can continue to manage applications. If you have any questions about the transition to Hōkai, please contact the ResearchMaster Replacement project team by emailing ResearchMasterReplacementproject@vuw.ac.nz.

Learn more about research ethics at Victoria University of Wellington.