Online System for Human Research Ethics - launched on July 30, 2018

We are pleased to let you know that our new online research ethics portal UVic-RAIS was launched on July 30, 2018. 

Highlights:

  • A one-stop integrated online system for submission of ethics application forms, suporting and tracking the review processes and document storage
  • Enables researchers, ORS staff and research accounting to connect ethics approvals with research accounts for efficiency, compliance and funding release on ethics approvals
  • Compliant with Tri-Agency (federal) requirements

Benefits for UVic researchers:

  • Supports application preparation, electronic sign-off in departments and submission to Office of Research Services
  • Tracks the status of ethics applications, submission of required changes, and monitors expiry dates of protocols
  • Researchers can view the status of their applications and monitor the progress of review and approval process
  • Provides a repository for documents, including applications, certifications and renewals

How the new system will impact applying for research ethics approval:

Faculty and students log into the system with valid Netlink IDs. Faculty who supervise a student must grant access to an identified ethics application for a specific student. Students (and department staff) will not be able to access the identified ethics application without the faculty member/their supervisor.

  • Supervisor logs into the system to initiate an online ethics application.
  • Supervisor grants access to the identified application form to a specific student (and departmental secretary if needed).
  • Student (and supervisor) completes the ethics application form (reflecting the student's thesis, project, capstone project, or dissertation), uploads appendices and documents comprising the ethics package. 
  • Supervisor electronically forwards the ethics application to the department chair, director or dean for academic sign off within the system.
  • Chair, director, or dean completes sign off of the application within the online system thereby directly submitting the application to the research ethics office. 
  • Supervisor and student will receive notifications from the ethics office. Either will be able to submit revised ethics materials online and access the online application for reference. 

The system (and resulting research ethics certificate of approval) will recognize and designate the faculty member who is the student's supervisor as the "principal investigator" and the student as the "principal applicant". These designations are for research ethics compliance purposes (only faculty are permitted to hold research accounts).

Schedule

July 27, 2018 - last day for paper submission of NEW ethics protocol applications (standard application, anonymized data/biological materials application, course-based application)

July 27, 2018 - deadline for submission of course-based applications for the 2018 Fall term.

July 30, 2018 - launch of UVic-RAIS

We respectfully ask for everyone’s patience as the on-line process is introduced during July and August, as review and response timelines may be extended.

Update

For any active ethics approvals for studies approved under the paper-based system, please continue to submit annual renewal, modifications, project completions and unanticipated event reports using paper forms from the research ethics website

Drop-in sessions are every Wednesday from 9 am - 10 am in Clearihue Building room A030. 

Background Information

Office of Research Services (ORS) and UVic Systems have teamed up to develop a UVic Research Administration System, to provide an on-line system for managing information, processes and workflows associated with research ethics approvals tailored for the UVic research community. The goal is to have an easy to use, web-accessible submission, tracking and approval system that streamlines research administration and communication.

The system design uses the Agile Development model, an iterative process of software development to support the specific requirements of a variety of users.

The first phase of the project included building the foundation and collecting information for research ethics. Currently we are in a development stage based on requirements identified within research ethics that are now being filled in by users of the ethics module, specifically researchers, department heads, Human Research Ethics Board (HREB) member reviewers, HREB chair, Human research ethics office staff, etc. Once this phase is finished, we will start usability testing to ensure that it fits the needs of different UVic users (chairs, deans, faculty, graduate and undergraduate students, administrators of research projects, graduate secretaries etc.).