Research Administration Information System (UVic-RAIS)

IMPORTANT:

August 22, 2019 from 8:00 pm - University Systems will be performing planned maintenance on a number of administrative systems. This maintenance will result in a 60-90 minute scheduled outage of several enterprise applications. UVic RAIS may not be accessible during this period. 

UVic-RAIS

UVic-RAIS is an online 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.

See the narrated PowerPoint to know more about RAIS. Or complete the online form to provide feedback.

UVic-RAIS launched on July 30, 2018.

What if I have approval through the paper based system?

For any active ethics approvals for studies approved under the paper-based system, or in process under the paper based system, please continue to submit annual renewals, modifications, project completions and unanticipated event reports using paper forms from the Human Research Ethics website, until further notice.

Highlights of UVic-RAIS

  • 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).

Update

  • Effective April 9, 2019, an updated course-based application is available on UVic-RAIS. Course-based approval is required for instructors when their students engage in research activities involving human participants as a course requirement. The updated version will only impact instructors applying for new course-based ethics approval on UVic-RAIS.
  • Post-approval forms (amendments, renewals, completions, unanticipated events reports) are available online for all studies approved through the RAIS system. 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.

Please contact Human Research Ethics Office at ethics@uvic.ca or 250-472-4545  if you have any questions.