CREC New Submission Arrangement Starting 01 January 2025

We are pleased to inform you about a significant update regarding document submission at Joint CUHK-NTEC CREC.

Starting 1^st January 2025, CREC will transition from receiving hard copies of documents to an electronic submission process. This change is aimed at streamlining our operations and improving efficiency.

To facilitate this transition, we will be publishing new forms (post-approval activities) that applicant is required to use when submitting documents to CREC.

Here are the key details you need to know:

For New/ Initial Application:

1. Starting 1^st January 2025, hard copy of the new submission will not be required to be submitted to CREC office. All original signatures should be kept by the applicant.
2. Applicant should upload all scanned signatures and study document to the HA CRER Portal.

For Post-Approval Activities:

Post-approval activities include Protocol Amendment, Renewal and Progress Report, Protocol Deviation, Correspondence etc.

1. Submission Method: Starting 1^st January 2025, applicant is required to use the new forms, attach all necessary documents and send to crec9@cuhk.edu.hk. This email should be sent by the Principal Investigator (PI); if it is sent by the delegate, PI should be copied in (cc).

• Transition Period (1^st – 31^st January 2025):
  • Starting 1^st January 2025, all submissions must be submitted to CREC via email (crec9@cuhk.edu.hk). During this period, CREC will accept submission using either old or new forms.
  • Starting 1^st February 2025, CREC no longer accept submissions made using the old forms. Applicant is encouraged to make the necessary adjustments before this deadline.
  • If applicant have already signed on the old forms, scanned versions of these forms along with the documents are required to be submitted. Applicant is reminded to retain the original copy of the signed forms.

• Acceptable Signatures:
  • The new forms are interactive PDF forms that allows applicant to provide electronic signature via Digital ID, which is the only acceptable electronic signature.
  • Please note that typed signatures or images of signatures will not be considered valid.
  • If applicant is unable to sign on the new forms electronically, scanned copy of page with original signature is acceptable only with the interactive PDF form attached in the email.

For SAE submission:

1. Submission Method: Starting 1^st January 2025, applicant is required to use the new forms with electronic signature and send to crec-sae@cuhk.edu.hk. This email should be sent by the Investigators; if it is sent by the delegate, PI should be copied in (cc).

• Transition Period (1^st – 31^st January 2025):
  • Starting 1^st January 2025, all SAE submissions can be submitted to CREC via email (crec-sae@cuhk.edu.hk). During this period, CREC will accept submission using either old or new forms.
  • Starting 1^st February 2025, CREC will no longer accept submissions made using the old forms. Applicant is encouraged to make the necessary adjustments before this deadline.
  • If applicant have already signed on the old forms, scanned versions of these forms along with the documents are required to be submitted. Applicant is reminded to retain the original copy of the signed forms.

• Acceptable Signatures:
  • The new forms are interactive PDF forms that allows applicant to provide electronic signature via Digital ID, which is the only acceptable electronic signature.
  • Please note that typed signatures or images of signatures will not be considered valid.
  • If applicant is unable to sign on the new forms electronically, scanned copy of page with original signature is acceptable only with the interactive PDF attached in the email.

**It is the Principal Investigator’s responsibility to retain the original copy of the submissions.

Please note that all document submitted to CREC or uploaded to the HA CRER Portal should be in PDF format.

Should you have any questions, please contact us at 3505 3935.