Frequently Asked Questions

I will be going on holiday - how do I stop applications being assigned to me?

1. Click your name on the top right of the screen to reveal the drop down menu 2. Select "Personal Details" 3. Enter the dates you are unavailable at the bottom of the page 4. Click "Change Details" No applications will be assigned whilst you are unavailable.

Why do I keep getting logged out of ACES?

Q. Why do I keep getting logged out of ACES? A. A browser idle timeout happens when your session on a website automatically ends because you’ve been inactive for a certain amount of time. Inactivity means no clicks, typing, or mouse movement for a while. Why It's Necessary: Many websites, especially those dealing with sensitive information have this feature for security reasons. It’s a way to protect your personal data. If someone walks away from their device or forgets to log out, the website automatically logs them out to prevent unauthorized access. Tips to Prevent Timeout: To avoid being logged out, try to stay active on the page by clicking or typing regularly. Save your work periodically. If you're working on a long task, keep an eye on any warnings about session timeouts, or consider saving your progress before stepping away, e.g. before answering a call, walking away to make a cup of coffee, or taking a lunch break. Browser idle timeout is set to 30 minutes. Why Refreshing the Page After Being Idle is Important: If you’ve stepped away from your computer or left the page idle for a while, it’s a good idea to refresh the page before continuing. Sometimes, even if it looks like you're still logged in, the system may have logged you out in the background for security reasons. This happens because the page you’re seeing could be cached (saved temporarily on your device), but the website itself has ended your session.

How do I access the review side of ACES for the purpose of reviewing applications?

The URL for the REVIEW side is available is here: https://aces.review.adelaide.edu.au/

How do I log in to complete a review?

For internal users with UoA credentials, select the “Internal Login” prompt and provide the following details: 1. Username: your email address 2. Password: ##### [same as your University, okta-enabled password] External reviewers are to access their accounts by following the “External login” prompt.

Can applicants make changes while an application is under review?

If the application is on the review side, the form is not available for the applicant to make updates. The review side deals with submitted and locked applications that have been sent for review following submission.

As a reviewer, can I provide comments?

Yes – comments can be added to an application once it has been assigned for review. During the Review Process, a Reviewer may make comments on an application/form (submission). These comments may be on a ‘question by question’ basis or on the ‘application as a whole’. Comments on a ‘question by question’ basis are called ‘Panel Comments'. The ability to make these comments and other functions are controlled by Roles. A user’s role will help determine their responsibilities throughout the review process. Comments are not directly visible to applicants as they are often moderated prior to providing feedback to the applicant.

Can multiple users review a submission?

Yes – multiple reviewers can review a submitted application, but they will need to have the right roles to do so. This implies that multiple reviewers can work on the same application simultaneously.

What do “committees” mean on ACES?

Committees are used to categorise users into relevant work groups. Applications are then allocated to relevant committees (and committee members) based on their Application Type.

Will I receive notifications when there’s a review action for me in the system?

Yes - an email is sent when a reviewer is assigned to a Project or Submission (when the Assign Reviewer Action is performed).

What are review documents?

Review Documents are the documents that assist the reviewer, e.g. checklists and can only be seen on the review side.

I have been flagged as a reviewer for an application. How do I remove myself?

Reviewers can be assigned to (or removed from) committees and applications. Contact ORECI using the details below if you are not in a position to complete the review: Office of Research Ethics, Compliance and Integrity (ORECI) T: +61 8 8313 4417 or E: recu@adelaide.edu.au

I have a conflict of interest. How do I manage this?

Reviewers can be marked as having conflict of interest manually if they are not automatically spotted via relationships, for example, spouses. If you believe you have a conflict of interest in the review of an application, please contact ORECI using the details below: Office of Research Ethics, Compliance and Integrity (ORECI) T: +61 8 8313 4417 or E: recu@adelaide.edu.au