The Experiment Management System

The Experiment Management System provides an easy method for you to sign up for studies, and
tracks your progress throughout the term. Everything is done through the software’s web-based
interface, so you can access the system at any time, from any computer, using a standard web
It should be noted that this documentation covers all features in the system, but your organization may
have chosen to disable certain features. Do not be alarmed if the documentation covers options and
features that are not visible on the system that you are using.
Getting Started
We hope that your interaction with the system will be minimal and hopefully as painless as possible.
After you log in to the system, you can view a list of available studies and any restrictions, sign up for
studies you are interested in, and track your progress throughout the semester. The system will also
track when you receive credits for a study, which can be viewed online.
The system works best on any popular web browser that is less than 2 years old, such as Internet
Explorer, Firefox, Safari, and Chrome. It will also work with other web browsers, and with older
versions of web browsers noted above. However the layout may not be as clean. No functionality will
be lost when using an older web browser. Additionally, the software will work with a screen reader or
other assistive tools for those with disabilities.
This documentation assumes you have a basic knowledge of how to use the web. While using this
system, it is not necessary to use the Back button. You can use the toolbar on the top of every screen
to navigate the site.
Requesting an Account
If you see a link on the front page of the site to request an account, then your organization has enabled
the feature that allows you to request an account. Once you click the link, you will be required to
provide some basic information. Depending on how the system you are using is configured, you may
receive an email notification immediately with your login information, or you will receive the
notification only after the administrator has approved your account request. The email notification will
include login instructions for the system. You will be assigned a default password, which you may be
allowed to change after your first login. In many cases, you may also provide an alternate email
address (after your first login) if you prefer to receive future notifications at a different email address.
The email will come from the administrator’s email address (typically listed on the request account
page), so be sure to configure your junk mail filters to allow emails from that address.
Figure 1 – Requesting an Account
If your organization has not enabled this feature, then your organization will create an account on your
behalf. You will receive this account information, via email.
If you did not receive your login information, please check your email program’s junk mail folder before
contacting the administrator. One of the most common reasons for not receiving login information is
that an email program misclassified the email as junk mail.
If you already have an account of another role, like a researcher account, then using this feature will
add the participant role to your existing account.
Logging In
Once you have your login information, go to the front page of the site and enter your user ID and
password to log in.
Figure 2 – Login Page
Once you log in, you may be asked to review and acknowledge your organization’s human subject and
privacy policy for research. You will need to acknowledge this only once every 6 months. You may also
be asked to participate in a prescreening. After you complete these tasks, you will see the Main Menu.
Figure 3 – Main Menu
Your login (also known as a session) will expire after a certain period of inactivity, which is usually
around 20 minutes. The system will warn you a few minutes before the expiration. This is done for
security purposes. If this happens, you can always log in again. Once you are done using the system, it
is better to fully log out, to prevent any problems that may arise if someone uses your computer
before the session expires. This is especially important if you are using a public computer in a lab.
Retrieving a Lost Password
If you forget or do not have your password, and the feature is enabled on the system you are using,
then you may choose to reset your password. You will see an option on the front login page if this
feature is enabled. Using this option, a link to reset your password will be emailed to you after you
make the request. This link is valid for 24 hours. Once you click the link, a new password will be
generated and emailed to you. If you have provided an alternate email address (see the Email Address
Options section of this documentation), it will be sent there. Otherwise, it will be sent to your main
email address, which is derived from your user ID. If you requested a password reset and no email from
the system has arrived after 30 minutes, then check your email program’s junk mail folder in case the
email was delivered there. Typically, the email is sent within a few seconds of the request, but
sometimes there can be a delay on behalf of some recipient email servers.
Logging Out
Once you are done using the system, choose Logout from the top toolbar on the right side to log out.
You are now logged out. It is always a good security measure to close all of your browser windows,
especially if you are using a computer that is shared by others.
Changing Your Password and Other Information
If you would like to change your password or other information about yourself, choose My Profile from
the top toolbar. If you would like to change your password (and the option is enabled), type your new
password (twice, for confirmation) in the provided boxes. If you do not want to change your password,
simply leave these boxes empty.
If you change your password, please be sure to select a password that you do not use on any other
systems or websites, following good computing practice.
Figure 4 – Updating Your Profile
Email Address Options
There are certain events in the system that will cause an email notification to be sent to you. Most
often, these are notifications that you have received credit for a study, or confirmation that you have
signed up for a study. If Unique ID codes are not enabled (see Unique ID codes), your email address is
also displayed to the researcher when they view who has signed up for their study, in the event they
need to contact you.
You have two choices for your email address. When you update your profile, you will see a box where
you may provide an alternate email address. If you provide such an address (this could be a Yahoo
account, for instance), this is the address where all notifications will be sent, as well as the address that
will be displayed to researchers (if enabled).
If you do not provide an alternate email address, the system will derive your email address from your
username. Typically, it will add your organization’s Internet domain (if there is one) to the end of your
user ID to form the address. For example, if your user ID is “jsmith” and your organization’s Internet
domain is “” then the system would create the email address
[email protected]”.
In situations where the system is configured to enter an email address on this page, you will be asked
to enter it twice, to ensure that it is typed correctly.
In some cases, depending on how the system is configured, you will be required to provide an email
address (which will be listed as “Email Address” instead of “Alternate Email Address”) and all emails
sent to you will go to that address.
On some systems, the Alternate Email Address

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