Submission of a clinical research project

How to request the creation of a new project in Dyco Flow

Version: 20211204

Introduction

The submission to the ethics committee of a clinical research project (including TFE) involving Hôpital Erasme
patients is processed using a digital platform called Dyco Flow. Dyco Flow is an interactive data and document
capture software shared by all involved parties.

Important things to consider before you begin:

 Biobank and Registry submissions are also done through Dyco Flow.
 Biobanks are intended to store human body material, and registries to capture patient data.
 Case reports do not go through Dyco Flow. They are submitted directly to the EC.
 Analyses of residual human body material or existing patient data are retrospective studies.
 Retrospective studies can only be carried out using residual human body material or data previously that
are stored in registered biobanks or registries, respectively.

Table of content

Page 2: Requesting access to Dyco Flow for a new clinical study, registry, compassionate use program, or
medical need program
Page 4: Requesting access to Dyco Flow for the creation of a new biobank

1
Requesting access to Dyco Flow for a new:
— Clinical study
— Registry
— Compassionate use program
— Medical need program
(1) Complete the table below:

Important information to follow before completing the table below:

a) In the table below, the head of department and the PI have to be employees of the CUB-Hôpital Erasme and must
use an @erasme.ulb.ac.be email address; a student must use an @ulb.be or @erasme.ulb.ac.be email address (If
needed, in the box "Other submitter" the personal email address of the student can be added to insure proper
closing of the completed project).
b) The hospital does not allow PG and consultants to be PI, they can be co-investigator.
c) The Head of department must be informed of your project and must have had access to your protocol before you
start the submission.
d) Incorrect emails = blocked project (because email addresses are used as login).
e) Only submitters can enter data and upload documents. The PI cannot modify his project in Dyco Flow unless he is
also a submitter. By default, the PI is also entered as Submitter in all projects.
Sponsor type Choose

Department Choose
Original title
First name Last name Email address Role in Dyco Flow
Yourself Submitter
PI PI
Other user 1 Choose.
Other user 2 Choose.
Other user 3 Choose.
Other user 4 Choose.

(2) Copy and paste the completed table in an email, write “Dyco Flow-INPUT REQUIRED: create a new project”
in the OBJECT/SUBJET field of the email and sent it to Service.Rech-biomed@erasme.ulb.ac.be.

(3) After your project has been created, you receive an email from “Erasme Dyco Flow” to login onto your new
project. For new users only: Dyco Flow has sent you, an email called “New account login instructions”
containing all the instructions to create your Dyco Flow account.

IMPORTANT: before you begin, make sure that POP-UP WINDOWS are activated in your browser (go to the internet to
find the appropriate procedure, it is different for each browser).

2
 (4) Login. Locate the “Support tab” in the ribbon, click on it (see print screen below):

(5) Open “Userguide 1: Getting started”. Follow the instructions (see print screen below). When you are done
move on to Userguide 2 etc.

3
 Requesting access to Dyco Flow for the creation of a new biobank
(1) Complete the table below:

Important information to follow before completing the table below:

a) In the table below, the head of department and the PI have to be employees of the CUB-Hôpital Erasme and must
use an @erasme.ulb.ac.be email address; a student must use an @ulb.be or @erasme.ulb.ac.be email address (If
needed, in the box "Other submitter" the personal email address of the student can be added to insure proper
closing of the completed project).
b) The hospital does not allow PG and consultants to be PI, they can be co-investigator.
c) The Head of department must be informed of your project before you start the submission.
d) Incorrect emails = blocked project (because email addresses are used as login).
e) Only submitters can enter data and upload documents. The PI cannot modify his project in Dyco Flow unless he is
also a submitter. By default, the PI is also entered as Submitter in all projects.
Department Choose
Original title
First name Last name Email address Role in Dyco Flow
Yourself Submitter
Manager Submitter
“Gestionnaire” PI
“Exploitant” Co-investigator

(2) Copy and paste the completed table in an email, write “Dyco Flow-INPUT REQUIRED: create a new project”
in the OBJECT/SUBJET field of the email and sent it to Service.Rech-biomed@erasme.ulb.ac.be.

(3) After your project has been created, you receive an email from “Erasme Dyco Flow” to login onto your new
project. For new users only: Dyco Flow has sent you, an email called “New account login instructions”
containing all the instructions to create your Dyco Flow account.

IMPORTANT: before you begin, make sure that POP-UP WINDOWS are activated in your browser (go to the internet to
find the appropriate procedure, it is different for each browser).

(4) Login. Locate the “Support tab” in the ribbon, click on it (see print screen below):

4
(5) Open “Userguide 1: Getting started”. Follow the instructions (see print screen below). When you are done
move on to Userguide 2 etc.