Human Subjects Ethics Application Review System (HSEARS)

All research/teaching projects involving human subjects must be reviewed for ethical appropriateness. The PolyU Institutional Review Board (IRB), set up under the RC, is the authority for granting ethical clearance for research/teaching projects or investigations involving human subjects (non-clinical) and (clinical studies)

Importance Notes

The new Human Subjects Ethics Application Review System (“New HSEARS”) will be launched on 20 April 2026 and will replace the existing HSEARS platform. The New HSEARS provides an updated interface and revised workflows to support the submission and review of research and teaching projects involving human subjects. Users should note that with effect from the launch date, all new applications must be submitted and completed via the New HSEARS.

Go to HSEARS →

*The URL of new HSEARS system will be announced later

Transition Arrangements

From 20 April 2026 onwards, all new applications must be created in the New HSEARS.

Please see the detailed arrangement below:

1 – 19 April 2026

(Pre-Launch Period)

Continue creating and submitting all new applications and change requests via the Existing HSEARS (https://www40.polyu.edu.hk/rohsears/login.jsf).

Applications being processed, e.g. application released for revision or pending approval, will be handled in the Existing HSEARS until completion of review.

To facilitate smooth data migration, reviewers and approvers are strongly encouraged to complete all pending assessments in the Existing HSEARS at their earliest convenience.

20 April 2026

(New System Launch)

New Applications: Must be created and submitted via the New HSEARS

Change Requests: The data of the Existing HSEARS will be migrated to the New HSEARS in batches. If your original application has been migrated to the New HSEARS, please submit its change request via New HSEARS. If your original application still resides in the Existing HSEARS, please submit its change request via the Existing HSEARS.

By June 2026

(System Retirement & Data Migration)

The data of the Old HSEARS will be migrated to the New HSEARS in batches.

Please search for your application in the New HSEARS first to check whether it has been migrated. Once migrated, all subsequent actions must be completed in the New HSEARS to maintain a complete record.

Once migration is complete, the Old HSEARS will be officially retired, and applications will be accessible via the new system. A further announcement will be released closer to this date.

User Guide (Coming soon)

Support

For ethics application issues: Please contact Cherrie Mok (Tel: 2766 6378 | Email: cherrie.mok@polyu.edu.hk)

For technical support (New HSEARS): Please contact RIO IT team at email rio.it.support@polyu.edu.hk

(只提供英文版本)