Surgical DRC — How to Use the Site

This guide shows you everything you need to do on the Surgical DRC site: how to log in, review the protocols assigned to you, and (for executives) manage protocols and meetings. Each step has a picture with the buttons circled, so you can follow it the first time.

1. Getting started — logging in

Everyone logs in the same way. You only do the first-time steps once; after that, signing in takes seconds.

1. 1Open the site & choose your name
   Go to surgicaldrc.co.za/login and pick your name from the Name dropdown. You don't create an account — your name is already in the system.
2. 2Enter your password
   Your starting password is your surname with a capital first letter, then 123. For example, Tim Pennel → Pennel123.
3. 3Set your own password (first time only)
   The very first time you sign in, the site asks you to choose a new, private password before you can continue. Pick something only you know.

2. Reviewing your protocols

When you sign in, you land on My Assigned Protocols — every protocol the committee has assigned to you. For each one, you either submit a review or decline it.

Understanding the status of each protocol

To review a protocol

1. 1Open it
   Click the protocol in your list to open its full details.
2. 2Read it & download the documents
   Open the documents in the Submitted Documents section and read the protocol and data sheet before deciding.

1. 3Choose your recommendation
   Pick one from the dropdown: Approved, Minor Amendment, Major Amendment, or Rejected.
2. 4Add comments (and a file if needed)
   Type your feedback — be specific, as it guides the applicant. You can also attach a marked-up file, but that's optional.
3. 5Submit
   Click Submit Review. The protocol's status changes to show your recommendation.

If you can't review a protocol — decline it

If you have a conflict of interest or can't review in time, hand it back to the Chair.

1. 1Click “Decline to review” on the protocol
   A dialog opens.
2. 2Give a brief reason (optional) and confirm
   Click Decline & notify Chair. The Chair is emailed automatically and reassigns it — you don't need to contact anyone.

3. For Executives & the Chair

Executives see everything. The top menu has Protocols, Reviewers, Stats, Agenda, and Import (the Chair/admin also sees Executives).

Managing a protocol

Click any protocol to open it, then you can:

1. 1Assign reviewers
   Choose up to three reviewers. Newly-assigned reviewers are emailed automatically.
2. 2Set the meeting date
   Assign it to a committee meeting date.
3. 3Record the outcome & generate the letter
   Record the final outcome and generate the matching letter (Approval, Minor/Major Amendment, or Fast-Track).
4. 4Email the applicant
   Click Send … Email to Applicant to send the outcome letter from the system.

The other menus

• Send Review Reminders (on the dashboard) — nudges reviewers who haven't submitted.
• Agenda — builds a meeting agenda and emails it (with the PDF attached) to applicants and reviewers.
• Stats — totals, average response time, outcomes, protocols by year, and reviewer activity.
• Import — drag & drop old protocol-submission emails (.eml files) straight into the system.

4. Updating your details & password

Click Profile (top right) any time to update your title, name, email, division, and portfolio — or to change your password.

5. About the emails you'll receive

The system emails you about submission confirmations, review reminders, reviewer assignments, and meeting agendas.

6. Common questions & troubleshooting

I can't log in.

Check you've selected the correct name and that your password is your surname with a capital first letter + 123 (e.g. Pennel123) — or the new password you set. Still stuck? Use "Forgot password?" or contact Tim.

The site asked me to change my password — is that normal?

Yes — that happens automatically on your first login. Choose a private password and continue.

I declined a protocol by mistake.

No problem — contact the Chair or Tim and it can be reassigned to you.

Can I use this on my phone?

Yes — the site works in any phone or tablet browser.