MyResearch Frequently Asked Questions

MyResearch Ethics & Projects

If you are being sent back to the login page after entering your UQ SSO credentials this may be due to one of the following reasons:

1. You do not have an active MyResearch account
   • UQ staff and HDR (PhD) students are given an automatic MyResearch account for the duration of their contract/enrollment only. If you are out of contract or  your enrollment end date has lapsed, then your MyResearch account is automatically de-activated. If your contract or enrollment is extended by HR or the Graduate School then your account will automatically re-activate once the new contract start and end date is processed and updated on other UQ systems.
   • If you are unsure if you have an active MyResearch account, please contact the MyResearch Helpdesk.
2. Your MyResearch account is not set up to login with SSO
   • Some students and non-contract staff accounts are set up with a username and password instead of UQ SSO.
   • If you are unsure as to wether your account can sign in with UQ SSO or a username/password option, please contact the MyResearch Helpdesk.
3. You are logging in with the wrong credentials 
   • If you have both staff and student IT credentials, make sure you are signed out of the other account elsewhere on your browser to allow the correct UQ SSO authentication. Alternatively you can use a different browser or an incognito window.
   • Note: PhD students should be logging in with their student credentials.

If you need assistance accessing MyResearch, please contact the MyResearch Helpdesk.

MyResearch Ethics & Projects

UQ staff and HDR (PhD) students should be logging into MyResearch using UQ SSO by pressing the purple button (UQ Staff and Students Sign in). 

The username/password boxes below are only to be used by users who have had their account manually set up, or are external to UQ.

If you have a UQ SSO linked account, the username/password boxes and reset password link will not work for you as they are not connected to your account.

If you have a manually created account and are having issues logging in or setting a new password, please email MyResearch Helpdesk so we can check that your account is active and un-locked before issuing a new password link.

MyResearch Ethics

If you are a HDR (PhD) student, you may have both staff and student credentials for other UQ services such as email. However, you will only be given a student MyResearch account (unless you also have a staff contract).

If the project for which the ethics is approved is part of your studies, you MUST be listed as a student, added with your student email and use your student MyResearch account to manage this. You should only use your staff account/email when your role on the project is directly linked to your staff contract.

When you are listed as a team member on an ethics application, make sure you are added using your student email address (this should be in the format sxxxxxx@student.uq.edu.au). If you are added with a different email address, then your ethics will not be linked to your student UQRDM account when you come to submit your thesis. 

MyResearch Projects

UQ student accounts are unable to start, edit or submit MyResearch Projects directly. This is as per UQ's Administration of Research Funding - Applications, Grants and Contract Research Policy.

UQ student's may be listed on the 'Project Team', as nominated by the Lead CI within the UQ Funding Application Certification form in MyResearch however will only have view access. Only UQ staff members have permission to amend project applications. 

If you are a HDR (PhD) student, you may have both staff and student credentials for other UQ services such as email. However, you will only be given a student MyResearch account (unless you also have a current staff employment contract for example, Part-Time Research Assistant).

UQ student's are unable to start or complete a UQ Funding Application Certification form in MyResearch on behalf of their supervisor unless they also have UQ staff credentials and therefore you must use UQ staff credentials when logging in via UQ SSO. 

If you need assistance accessing MyResearch, please contact MyResearch Helpdesk.

MyResearch Ethics & Projects

Who has 'view' access to my applications and/or projects:

Read-only or 'view' access to your application/ project is automatically granted in MyResearch to team members listed on the UQ Funding Application Certification form, Local Research Support staff, and Heads of Unit. Team members are added by the application owner or Lead CI/Consultant and require visibility of the project record, while Local Research Support staff are nominated by your School or Faculty to provide administrative and compliance support. Heads of Unit receive automatic access in line with UQ policy and based on Workday positions, to enable review and approval.

You may also notice finance staff with 'view' access. They require visibility of both applications and projects to complete financial and compliance tasks now administered within MyResearch. 

If you need assistance with your application or project, please contact MyResearch Helpdesk. 

MyResearch Ethics & Projects

The UQ Funding Application Certification form owner is always the person that started the intial application. They have the same permissions as someone with edit access to the application, with the additional ability to delete or withdraw applications.

If the application owner is no longer at UQ and needs to be replaced, please contact MyResearch Helpdesk.

The Project owner is always the Chief Investigator (CI), to change the Chief Investigator of a project you need to submit an amendment (MyResearch Ethics) or variation (MyResearch Projects). Once the amendment/variation is approved, the project owner will automatically update to the new CI.

If you need assistance changing the UQ Funding Application Certification form owner, please contact MyResearch Helpdesk. 

Requesting a MyResearch account for an incoming researcher

Local Research Support (LRS) staff and Chief Investigators in faculties, schools, institutes and centres can request a temporary account on behalf of a researcher who is transferring to UQ from another institution and needs to use MyResearch before they have formally commenced. Please see below for more information and instructions.

When to request an account

You can request a temporary MyResearch account where the incoming researcher needs to:

• lodge a grant application (most commonly for fellowship rounds such as ARC DECRA or NHMRC Investigator Grants, where they are the proposed Chief Investigator at UQ), or
• progress an existing application or award that is being transferred to UQ.

What you need before you start

Have the following information ready for the incoming researcher:

• Full name
• Organisational unit (UQ Faculty, School, Institute or Centre)
• Email address (use their non-UQ email if they have not yet commenced; their UQ email if they have)
• A brief justification for the request, including any deadline

How to lodge the request

Email the MyResearch Helpdesk, and insert the details (or delete if not relevant) listed above, where indicated by [square brackets] in the email. 

N.B. If the request is tied to a scheme deadline, please flag your email as 'high priority' so the Support Desk can prioritise.

What happens next

The Helpdesk will create a temporary MyResearch account and send you the access details. Forward these to the incoming researcher along with any guidance they need to get into MyResearch.

While the temporary account is active, the researcher will be able to see all active rounds in MyResearch. Standard approval pathways (for example, the Faculty/Institute Approval Certificate) still apply to any application they lodge, so the usual local controls remain in place.

Once the researcher has commenced at UQ

When the incoming researcher formally commences and their UQ HR record is active, it is essential that you email the Helpdesk to let them know. The Helpdesk will merge the temporary account with their UQ HR record, so prior applications, approvals and other MyResearch records carry across to their substantive account.

The Research Office does not have visibility of HR onboarding, so this notification needs to come from you (the local organisational unit).

Bulk fellowship rounds

For rounds with multiple incoming applicants (for example, recent ARC DECRA rounds with 30 or more external applicants), please lodge requests together where possible. This helps the Support Desk process them efficiently.

If you need assistance with transferring in researchers, please contact your Local Area Research Support team, the Research Office or the MyResearch Helpdesk.

MyResearch Projects

No, it is possible to partially complete the UQ Funding Application Certification form, save your progress, and return to it later for review before submitting it to the Research Office.

If you need assistance completing or submitting a UQ Funding Application Certification form, please contact your Local Area Research Support team, the Research Office or the MyResearch Helpdesk.

MyResearch Projects

As long as the UQ Funding Application Certification form is still in a 'in progress' stage, you are able to rename the title of your application. You can do this by reopening the UQ Funding Application Certification form and changing the title in the 'Project Details' tab.

Once it has progressed to the 'submitted' stage and beyond, you will need to submit a variation request once the project has been established to rename the title.

If you need assistance with your UQ Funding Application Certification form, please contact your Local Area Research Support team, the Research Office or the MyResearch Helpdesk.

MyResearch Ethics

Only the Chielf Investigator (or UQ lead for ratifications) is permitted to submit an ethics application. If the Chief Investigator is not the application owner, they must first be given EDIT access to the application before they can edit and submit the form.

UQ students are not permitted to be listed as a Chief Investigator and should list their UQ supervisor as the Chief Investigator for their project where appropriate.

If the Chief Investigator can see the application but cannot edit any answers, then they have only been given VIEW access and should ask the application owner to change their access level to EDIT. 

MyResearch Projects

Only the Lead Chief Investigator or Lead Consultant is permitted to submit a Contract Research, Consultancy or Competitive Grants UQ Funding Application Certification form. This is as per UQ's Administration of Research Funding - Applications, Grants and Contract Research Policy.

The Lead CI or Lead Consultant must be a UQ staff member with a current UQ staff employment contract to be able to submit a UQ Funding Application Certification form.

If you need assistance submitting a UQ Funding Application Certification form, please contact MyResearch Helpdesk.

MyResearch Projects

Consultancy, Contract Research & Non-Funded Research

UQ must be listed as Lead Organisation on all Consultancy and Contract Research UQ Funding Application Certification forms.

A UQ staff must be listed as the Lead Consultant on these UQ Funding Application Certifications. 

Competitive Grants

On a Competitve Grant UQ Funding Application Certification form, the Lead Organisation can be any organisation, as per the funding guidelines for that scheme. The Lead CI on the UQ Funding Application Certification form however, must be a UQ staff member.

A co-Lead CI not from UQ can still be listed in the project team on the UQ Funding Application Certification form.

If you need assistance with a UQ Funding Application Certification form that has a non UQ co-Lead CI, please contact MyResearch Helpdesk. 

MyResearch Ethics

Yes, you can delete an application as long as it has never been submitted. Only the application owner will see this option.

To do this, navigate to the applications tab, click on the identifier of the application you want to delete and select 'Delete application'.

If your project has already been approved and you want to delete a current 'in-progress' amendment, the application owner will see the option 'Delete in-progress version' which will revert all information in the application back to the currently approved version. 

If you wish to withdraw an application or amendment that hasn't yet been approved, choose the option 'withdraw application'. 

MyResearch Projects

1. Status is 'in progress': As the owner of the application, navigate to the Applications tab, click on the identifier number, and a sub-menu will open, giving you the option to withdraw or delete your application. Please note that deleted applications will be permanently removed from your view, whereas withdrawing will allow you to filter and view the withdrawn applications.

2. Status is 'submitted': As the owner of the application, navigate to the Applications tab, click on the identifier number, and a sub-menu will open, giving you the option to withdraw your proposal.

3. Status is 'approved': As the owner of the application, navigate to the Applications tab, click on the identifier number, and a sub-menu will open, giving you the option to withdraw your proposal.

If you need assistance to delete or withdraw an application from your account, please contact MyResearch Helpdesk. 

MyResearch Ethics & Projects

Who can see my application:

Under the Applications tab, click on the identifier number and a list of 'users' is visible. An overview of who has view or edit access is also available when you are sharing an application.

How do I share my application/project:

There are two ways to share an application or project.

1. Under the Applications tab, click on the identifier number and select 'Invite user to register or share application'. Under the Projects tab, click on the project title and select 'Invite user to register or share application'. This will provide you with an overview of who has view or edit access and also give you the option to add another user to your application or project.

2. Applications can be share from inside the application form whilst they are in progress via the top right corner 'Invite user to register or share application'.

Note: An email notification is sent from MyResearch to those whom you share an application or project.

If you need assistance with sharing your application or project, please contact the MyResearch Helpdesk.

MyResearch Ethics & Projects

Under the Applications tab, click on the identifier number and select 'Copy application' from the drop-down menu. If the application has had more than one iteration, it will give you the option to select which version to create a copy from.

If you need assistance with your UQ Funding Application Certification form, please contact your Local Area Research Support team, the Research Office or the MyResearch Helpdesk.

MyResearch Projects

The ability to make changes depends on the current status of your UQ Funding Application Certification. Once an application is in 'submitted' stage, no further changes can be made by the owner. 

If minor changes are needed, the Research Office can unsubmit the application upon request. This will allow the Researcher to make the necessary amendments before re-submitting the application for review. However, if significant modifications are needed, it is recommended to withdraw the application and create/submit a new one.

While completing the form, please aim for accuracy. However, note that the project details provided are indicative, we understand that changes may arise during drafting or funder review. 

If amendments are required after submission of the certification form, there are several options. Ideally, request your Head of Department to select "Additional information required" as their approval option. This will release the application back to you so that you can make any changes. However this may create delays, so please minimise changes after submission wherever possible.

The Research Office can also unsubmit the application upon request, however this breaks the approval chain so should only be used if the change is urgent. And always remember to let your local research support team know what you are doing.

If you need assistance with making changes to a UQ Funding Application Certification that has been submitted, please contact the Research Office or the MyResearch Helpdesk.

MyResearch Projects

Once an application for Contract Research, Non-Funded Research, or Consultancy has been submitted, you will no longer be able to change the funding stream.

To resolve this:

1. Withdraw the active application. (refer to 'Can I delete/ withdraw an application?' FAQ for guidance)
2. Copy the application (refer to 'How can I copy or duplicate my existing application?' FAQ for guidance).
3. Select the correct funding stream when creating the copied application.
4. Resubmit the application.

This ensures that your application is aligned with the appropriate funding stream.

If you need assistance with a UQ Funding Application Certification that has been submitted with the incorrect funding stream, please contact MyResearch Helpdesk.

MyResearch Projects

Yes, you can still submit the UQ Funding Application Certification form. Ethics application approval can be added at a later stage, such as during the completion of the Create Establishment form when accepting a grant and/or activating your project.

If you need assistance with a UQ Funding Application Certification that is missing the link to an Ethics application, please contact MyResearch Helpdesk.

MyResearch Projects

There is the option to select ‘unsure’ for most Ethics and Compliance questions during the UQ Funding Application Certification submission process. This will allow you to still submit the UQ Funding Application Certification form, however you will be asked again at the Establishment stage to confirm with a ‘Yes’ or ‘No’.

If you need assistance with the Ethics and Compliance questions on the UQ Funding Application Certification form, please contact your Local Area Research Support team, the Research Office or the MyResearch Helpdesk.

MyResearch Projects

Head of Unit (HoU) approvals in MyResearch follow UQ policy and the Head of Unit is designated approver. The unit approvers are based on positions drawn directly from Workday, and the MyResearch system relies on the accuracy of Workday information.

MyResearch automatically sends the UQ Funding Application Certification form to the HoU of the administering unit for approval, unless the HoU is named on the application as part of the research project team. In this case, the next approver is the Faculty Dean and they will be sent the approval.

There is currently no means to progress the application through the system if the HoU is absent. In these instances, the HoU delegate (such as an Acting or Deputy Head) please email approval to the relevant Research Office team and they will progress the application in the interim. When the HoU returns, they can approve the items in the system .

The HoU Advisor (HoUA) for all units associated with the application can provide commentary to the Head of the administering Unit.

If you need assistance with HoU Advisor Feedback or Head of Unit Approval decisions for a UQ Funding Application Certification, please contact MyResearch Helpdesk.

MyResearch Projects

If a UQ Funding Application Certification for a project involves multiple UQ units, i.e there are Chief Investigators from different areas, the system is designed to send a HoU Advisor decision to advisors from all units listed on the project.

This is for increased visibility and transparency of a researchers' involvement in a project and to allow Local Research Support the opportunity to provide relevant information with the HoU before a project is approved.

The HoU Approval decision however is only assigned to the lead administrative unit on the UQ Funding Application Certification.

If you need assistance with HoUA Feedback or HoU Approval decisions for a UQ Funding Application Certification, please contact MyResearch Helpdesk.

MyResearch Projects

A red banner will appear on the Applications box on the Homepage, when a Funding Round (i.e. Competitive Grants) has a due date approaching with a deadline less than 30 days. This does not require any action from the user, but is just for your information. 

If you need assistance with a UQ Funding Application Certification that has an approaching deadline, please contact the Research Office or the MyResearch Helpdesk.

MyResearch Projects

Consultancy, Contract Research & Non-Funded Research

Projects with the status of 'New' are not visible under the Projects tab in the MyResearch Portal. While these projects do appear in the Projects report dashboard, they are not available for you to open or view. Once a project has progressed past the status of 'New' it becomes visible under the Projects tab in the MyResearch Portal to those who have edit and view access, including Local Finance Teams.

If you need assistance with a project missing from the Projects tab, please contact the Research Office or the MyResearch Helpdesk.