Mphil Website

Welcome to the

University of Cape Town

Department of Paediatrics and Child Health

Registrar MPhil Website

Click to go to MMED Website

Website created and designed by Shakti Pillay (Neonatologist) on the 27th of August 2024

Neonatologist, Division of Neonatology,

Groote Schuur Hospital

shakti.pillay@uct.ac.za

ABOUT THIS WEBSITE

This website aims to assist and empower Mphil students to understand the process of research and to have a quick reference guide for what steps are necessary from start to finish. If accessing the desktop or mobile version of the website, please use the navigation menu on the top right hand corner for easy accessibility. The navigation menu is a drop down menu indicated by three horizontal grey lines.

ALAN HORN

Associate Professor

Neonatologist

Chair: Specialist Training Committee

021 404 6025

alan.horn@uct.ac.za

Neonatology, Paediatrics

Division of Neonatal Medicine

Room 63, H46, Old Main Building,

Groote Schuur Hospital

Observatory, 7925

REGISTRATION

Link to Registration process:

A student guide for application and registration

Student Council Isolated Cartoon Vector Illustration.

Registrars must be registered under MPhil Part 2 during active supervision and must at least be registered during the year of submission for the examination.
Note: All communication from UCT regarding the Mphil and the examination process will occur via the UCT e-mail address of the student. Example: [student number]@myuct.ac.za.
Click on email icon to read more on accessing UCT email server as a student:
Please ensure that you have a username and password and are able to access the PeopleSoft Student Administration Self Service.
Register online on PeopleSoft.
Instructions for accessing the PeopleSoft service are available at Student Self Service Help (Click Here).
For PeopleSoft login page click here.
For help accessing PeopleSoft email sss-helpdesk@uct.ac.za
Administrative announcements and ad hoc training opportunities are disseminated to the same UCT email address via the Vula Health Science Postgraduate site: https://vula.uct.ac.za

Mphil PROCESS

01.

Identify a supervisor & topic

Process of Assigning a Supervisor and Topic

Managed according to individual department guidelines.

Memorandum of Understanding:

Process for supervisor and student via Peoplesoft

Signed online by registrar, supervisor and Head of Department (HOD).

By signing this form, the HOD approves that the supervisor has requisite experience.

02.

prepare synopsis according to FHS014

FHS014

03.

PREPARE REsearch protocol according to FHS015

FHS015

Mphil PROCESS

04.

SUBMIT TO PAEDIATRIC DEPARTMENTAL RESEARCH COMMITTEE (DRC)

FHS013

LINK TO DRC SUBMISSION PROCESS

05.

Submit to Faculty of Health Sciences Human Research Ethics Committee

(FHS HREC)

LINK TO HREC WEBSITE

LINK TO HREC SUBMISSION PROCESS

06.

Once ethics approval obtained -

obtain Hospital Approval if relevant for study

RESEARCH REQUIREMENTS:

RED CROSs WAR MEMORIAL CHILDREN’S HOSPITAL

RESEARCH REQUIREMENTS:

GROOTE SCHUUR HOSPITAL

RESEARCH REQUIREMENTS:

GUIDELINES FOR CONDUCTING HEALTH RESEARCH IN THE WESTERN CAPE including process for approval from the national health research database

SUBMISSION PROCESS FOR PAEDIATRIC Departmental Research Committee (DRC)

Documents for Submission

Cover letter addressed to Departmental Research Committee (DRC) chair
Include 2 suggestions for reviewers in cover letter
Maintain anonymity between principal investigator (PI) & reviewer/s
Synopsis (Maximum 4 pages)
Full Research Protocol
Form FHS013
If the research is for degree purposes list the primary supervisor as principal investigator (PI).
Please note that if head of department (HOD) is listed as a PI, they may not sign as HOD.
If applicable, copy of budget and contract
If funding required contact Electronic Research Administration (eRA) system:
Internal Approval Process
Conference Travel Grant Application Process

FHS013

Who to Submit to and How?

Electronically via email to:
Gail Landers: gail.landers@uct.ac.za &
Geanine Hopley: geanine.hopley@uct.ac.za

Computer artwork of a frontal view of a human brain. In the background a neural network of nerve cells firing.

Departmental Research Committee (DRC) Process

DRC sends protocol to reviewer.
Review process should take no more than 4 weeks.
Protocol sent back to researcher:
Approved: No changes.
Conditional approval minor changes.
Conditional approval major changes.
Not approved.
For outcomes 2, 3 and 4:
Researcher & supervisor respond to reviewer comments & modify protocol as appropriate.
Researcher re-submits protocol to reviewer.

Following Departmental Research Committee (DRC) Approval

After protocol approved by reviewer

Ethics form (FHS013) sent to Departmental Research Committee (DRC) chair/deputy chair to sign off

DRC emails researcher to inform them of Paediatric Departmental Research Committee (DRC) approval

Electronic Departmental Research Committee (DRC) - signed FHS013 sent to researcher to submit to Faculty of Health Sciences Human Research Ethics Committee (FHS HREC) for ethics approval

Note: Following signed approval by the DRC, submit the same paperwork to the Human Research Ethics Committee (HREC).

Ensure that all required Departmental signatures are present on all the forms before submission to HREC.

Systematic reviews, scoping reviews and bench-side reviews do not require HREC approval, but candidates are encouraged to obtain a formal written waiver from HREC.

SUBMISSION PROCESS FOR HUMAN RESEARCH ETHICS COMMITTEE (HREC)

STEP 1:

Following approval by Departmental Research Committee (DRC), submit following to Human Research Ethics Committee (HREC):

Important

Please ensure that signature of Head of Department (HOD) of the Principal Investigator (PI) is on form FHS013.
Please note that Principal Investigator (PI) and Head of Department (HOD) signature cannot be the same.
If the research is for degree purposes then the supervisor should be listed as the Principal Investigator (PI) on form FHS013.

Electronic Departmental Research Committee (DRC) - signed form FHS013
Synopsis
Research Protocol
Appendices (if applicable)
Consent forms (if applicable)
Cover letter summarising succinctly what documents are being submitted with title & short study description.

Send as combined PDF.

Who to Submit to and How?

STEP 2:

After Human Research Ethics Committee (HREC) approval:

Email a copy of the ethics approval letter to the Departmental Research Committee (DRC), before research is commenced.
Use the unique HREC approved ethics number in all future correspondence please.

Electronically via email
New Applications to: hrec-submissions@uct.ac.za
Email subject line based on need:
New protocol application: Full Committee Review and Principal Investigator (PI) name OR New protocol application: Expedited Review and PI name

Useful Resources for Submission Process

Link to: Faculty of Health Science (FHS) Human Research Ethics Committee (HREC) website
The following resources can be found on FHS HREC page:
Faculty of Health Science Human Research Ethics Committee (HREC) approval: Checklist for New Protocol Applications
Faculty of Health Sciences Submission Process Outlined
Please refer to the link for details of the Faculty of Health Science (FHS) Human Research Ethics Committee (HREC) Administrative team
Please see link to summary of types of applications and required approvals for research studies in accordance with FHS Human Research Ethics Committee (HREC)

Note: After the UCT Research Ethics Committee approval has been obtained, all research that is taking place in a provincial or local authority health facility, must be approved by the relevant authorities which may include approval from the relevant hospital administration and regional Department of Health (online).
Study databases need to be registered on the National Health Research Database: https://www.westerncape.gov.za/general-publication/health-research-approval-process
Teaching hospitals and the local authorities approve in-house research projects- apply to the Chief Operating Officer (COO) or medical superintendent for approval - follow local hospital protocols for conducting research (see more below).
All other province approvals are done via the Directorate: Health Impact Assessment (Sub-directorate: Research) at provincial head office.
If research crosses these boundaries, up to five approvals may be needed.

Red Cross War Memorial Children’s Hospital: RESEARCH REQUIREMENTS

Applicant can email Hospital Research Review Committee Chair, via administrative assistant, Ellen Thomas (ellen.thomas@westerncape.gov.za) for any queries.
Only once approval from hospital management has been obtained, can research be conducted at Red Cross War Memorial Children’s Hospital.

Download Research Requirements for Red Cross Children's War Memorial Hospital

Applications Form to Conduct Research at Red Cross War Memorial Children's Hospital

GROOTE SCHUUR Hospital: RESEARCH REQUIREMENTS

Applicant can email Groote Schuur Hospital (GSH) Research Ethics Committee: GSHResearch.Request@westerncape.gov.za
Contact office: +27 (021) 404 3405
Include following documents in the email:
Electronic Departmental Research Committee (DRC) - signed FHS013
Human Research Ethics Committee (HREC) approval
Full protocol of the study
Attached completed Annexure 2
Only once approval from hospital management has been obtained can research be conducted at Groote Schuur Hospital.

Application Form to Conduct Research at Groote Schuur Hospital: Annexure 2

GUIDELINES FOR CONDUCTING RESEARCH IN THE WESTERN CAPE & HOW to obtain approval from National Health Research Database

After University of Cape Town (UCT) Research Ethics Committee approval obtained, all research that is taking place in a provincial or local authority health facility, must be approved by the relevant authorities and study databases need to be registered on the National Health Research Database.
Teaching hospitals and the local authorities approve research projects in-house.
All other province approvals are done via the Directorate: Health Impact Assessment at provincial head office.

Western Cape Health Research Approval Process

Guidelines To Request Permission To Conduct Research From The City Of Cape Town

Submit a research request to the City of Cape Town

To apply for approval from the National Health Research Database

Obtaining Permission to access UNIVERSITY OF CAPE TOWN Staff or Students as part of Research Activities

Process to obtain Permission to access UCT Staff or Students as part of Research Activities

Submitting final thesis

At conclusion of the research:

Complete and upload an "Intention to Submit" form on PeopleSoft

Upload of the thesis

Note: All communication from University of Cape Town (UCT) regarding the examination process will occur via a UCT email addresses.

Documents to Upload

Upload intention to submit (Form D8) at least 6 weeks before submission of the thesis digitally via PeopleSoft & an up-to-date abstract & Intellectual Property Form (Form D15)

After submission of teh Intention to Submit, the faculty office will request the supervisor to submit names of examiners and complete a supervisor’s form.

Submit

When submitting the thesis upload the following documents via PeopleSoft:

Form D18: Declaration/Word Count form.Upload, as a separate PDF document, from thesis and abstract.
Thesis: Saved as Thesis.pdf with a signed plagiarism & Turnitin declaration page (Form D19).
Form D19: Plagiarism page.Included in the thesis after the title page.
Abstract

Forms & Resources

Form D8 , D15 and D19 are available from the Health Science Post Graduate Vula site under: Resources: Dissertation Forms at https://vula.uct.ac.za

How to submit to Turnitin

Select "Self-service" and navigate to the "Research Activities" section.

Go to “Service Requests” and select “Create New Request”.

On the following screen, select request category of "Thesis/ Dissertation related requests”

Then choose

“Upload Thesis/ Dissertation for Examination” as the request type.

Choose Request Subtype, (Master’s) & the relevant faculty, & upload thesis for examiners

Registrars must again upload an abstract (it may have changed since it was first

uploaded at the "Intention to Submit" stage).

How to Name a Full Abstract

If permission for embargo of your thesis has been sought & granted, registrars must provide a neutralised/restricted abstract which will be placed on OpenUCT.ac.za after examination.

How to Name a Neutralised Abstract

Registrars may view what has been uploaded to confirm that the correct file will be submitted.

Please type the following confirmation statement in the comment box:

“I confirm that the uploaded document is the thesis/dissertation to be examined” & then click "Submit."

Once dissertation/ thesis has been submitted and processed, registrars will receive an acknowledgement of receipt and will be asked to confirm the word count of the dissertation/thesis.

HOW TO NAME THE ABSTRACT

Abstract must be named as follows:

Full Abstract: Abstract-open.pdf

Neutralised abstract with sensitive information removed:

Abstract-Restricted.pdf

HOW TO SUBMIT TO TURNITIN

Click for more detailed instructions:

Click here to read more about Turnitin:

Turnitin report does not need to be submitted with the thesis. A plagiarism declaration that refers to the Turnitin report (Form D19) must be included.

RESEARCH FUNDING: INTERNAL

All registrars are eligible for R 4000 funding for research expenses

Can be used:

To reimburse the cost of the research methods course
Paying an assistant to help collect or enter data, or other aspects of the study

Cannot be used:

To travel to conferences.
See link for Funding: Conference Travel Grant
To pay for journal submission costs.
Link for process for grants to contribute towards page costs of articles in journals accredited by the Department of Higher Education and Training (DHET), or to provide a contribution to the publishing of a book that may earn DHET subsidy.

Process for funding

Funding will only be made available to the registrar via their supervisor’s entity after the following information has been sent, summarised in a single document, using the following headings:
Registrar Name and Start Date on the Rotation
Please attach a screen shot from PeopleSoft indicating registration details
MMed Thesis Title
Supervisor/s Details: Name/s, department/s, institution/s
Entity Number of Primary Supervisor
Purpose of the Study
Objective/s of the Study: Context of current knowledge and what the study will add to current knowledge
Study Design
Study Population: Inclusion and exclusion criteria
Study Methodology: Describe how data will be collected and entered and by whom
Study Risks or Challenges that might impede data collection and plans to mitigate risk.
Statistics: Do you anticipate need for additional statistical assistance, other than that provided by your supervisors?
Anticipated Budget.
Departmental Research Committee (DRC) and Human Research Ethics Committee (HREC) Approval Numbers, if already obtained
Date of Presentation or Planned Presentation of MMed Protocol to department

Who to send to?

MMED part 3 convenor, Professor Alan Horn at alan.horn@uct.ac.za &
Registrar administrative assistant, Melissa Williams at melissa.williams@uct.ac.za &
Departmental Research Committee (DRC) secretary, Gail Landers at gail.landers@uct.ac.za &
Departmental Research Committee (DRC) administrator, Geanine Hopley at geanine.hopley@uct.ac.za