Research Administration Information System (UVic-RAIS)

Research Administration Information System

Research Administration Information System (UVic-RAIS) is a one-stop integrated online system for managing information, processes, and workflows tailored for the UVic research community. Through streamlined research administration and communication, it enables researchers, Office of Research Services (ORS) staff and research accounting to connect research ethics approvals with research accounts for efficiency, compliance and funding release. 

 

RAIS important updates and notices

RAIS maintenance and planned outages

 

December 3, 2021, starting at 11:30 pm - University Systems will be performing maintenance on a number of administrative systems. This may result in a 60-90 minute scheduled outage of RAIS. We strongly suggest that you avoid making changes to your application during this window of time to avoid losing any unsaved changes. 

RAIS new look

RAIS NEW LOOK – Updates to RAIS design were made to be in line with the UVic website upgrades. There have been no changes to functionality, and there will be no impact on the workflows of new or existing applications that are already in the system.

Launch of Research Application Summary Form and Funding Module

From March 16, 2021, researchers will be able to access a new RAIS module to submit Research Application Summary Forms (RASF) with their research funding applications for UVic approval.

The new module includes a research funding page that provides researchers with a summary of budget for each award from the UVic’s financial application tool FAST.

VPN requirement for accessing RAIS from off-campus

As of June 30, 2020, your off-campus access to the Research Administration Information System (RAIS) online platform will require access via Virtual Private Network (VPN). If your personal computer or laptop is not connected to VPN, you will be taken to a white screen, that does not include any instructions. You will need to have VPN installed and connected on your machine, before accessing RAIS.  

For faculty and staff using UVic-managed devices that are supported by Desktop Support Services (DSS), VPN is already configured and ready for use. 

For graduate students, research assistants or anyone needing to configure VPN on a personal computer or laptop, information for the installation and use of the VPN software is available on the University Systems website (https://www.uvic.ca/systems/services/internettelephone/remoteaccess/). 

NOTE: VPN connection to access RAIS will also be required when using an insecure Internet connection on campus, or when using a wireless Internet connection (WiFi) on campus.

UVic's Virtual Private Network ( VPN ) provides a secure connection back to the campus network.  VPN servers employ security measures to ensure that any data sent on the Internet will not be intercepted.

As this is a UVic Systems requirements, we ask that you please contact the Computer Help Desk at helpdesk@uvic.ca or 250-721-7687 for more information or assistance with installation/connection.

Research Application Summary Form and Funding

An online approval process module to submit your research applications for external, internal and travel grant applications is now available.

Highlights:

  • The on-line process will streamline the completion of the research application summary form (RASF).
  • Workflow management for the sign-off of the RASF will be done through the module.
  • You will have the ability to check the status of your application in real-time on-line.
  • The ‘post-award’ page provides a view of funding awarded for current and past projects.
  • Researchers can monitor the balance in their research account.
  • Researchers can view predicted instalments for their projects.
  • Researchers can access related documents (for funding records since 2020):
    • RASF application
    • Award notice
    • Open account memos
    • Deferral and extension memos

Benefits for UVic researchers

  • Support for electronic sign-off of the RASF and submission to Office of Research Services.
  • Ability to track the status of the RASF, submit required changes, and monitor approvals.
  • Repository for documents.

How the new system will impact the RASF process

Faculty and students log into the system with valid Netlink IDs.

  • We would like to make the transition to the submission of all RASFs made through the RAIS platform by April 30.
  • There will be no change to the process and the workflow will allow for approvals as was required in the past.
  • You will continue to have grants facilitation support both at the university-level by the Office of Research Services and at the faculty-level. In fact, a number of faculty research facilitators have provided feedback on the development of the module.
  • Internal deadlines will be maintained to meet funding competition deadlines.

Advisory notes for applications

RAIS includes two types of applications: RASF and record.

  • RASF applications
    • Initiated and completed by the Principal Investigator (PI).
    • Provide a workflow for signatories and ORS approval.
    • RASF applications are not available for historic data.
  • Record applications
    • Initiated and completed by the Office of Research Services (ORS).
    • Provide summarized information of the award process.
    • All historic data (2015-2020) represented in RAIS as record applications.
    • Travel grants are completed by ORS as record applications. A future module will provide an online application for travel grants.

Application status

RAIS records can have the following workflow statuses:

  • Pending
  • Declined
  • Awarded
  • Cancelled
  • Suspended
  • Expired
  • Closed
  • Expired vs Closed
    • A RAIS record is marked with the expired status when the end date has passed.
    • If the RAIS award end date is not accurate, contact ORS to revise or extend the award.
    • If the RAIS award end date is correct, and the balance is zero, the account is ready to be closed. You can contact with any questions about the account.

FAST summary

  • The post-award module is not intended to replace FAST. Rather, it provides a quick summary of the FAST account budget and balance.
  • Discovery and travel grants
    • RAIS does not provide a FAST summary for discovery and travel grants.
    • Discovery and travel grant account numbers do not change from one award to another.
    • The FAST account represents the overall budget for the entire life of the account.
  • Internal research grants
    • RAIS does not provide a FAST summary for internal research grants.
    • Internal research grants are managed under the operating budget.
    • Internal research grant budget information can be reviewed in the FAST system.
  • Institutional programs
    • RAIS provides a FAST summary for each funding account related to an institutional program.
    • One project may have multiple funding partners, with multiple funding accounts.
    • Each funding partner will be represented by a separate RAIS record.
    • These scenarios will be identified by a note in each record title that links the records to one project.

Historic data

  • The historic data provides a snapshot of previous awards, and is provided for informational purposes. We are still in the process of validating the historic data.  Please be patient if you find inconsistencies.  To verify your actual funds, review the account in the FAST system.
  • Historic data includes:
    • Funding awarded for Uvic research projects, from 2015 – 2020.
  • Historic data does not include:
    • Complete history (pre-2015) of funding awarded for Uvic research projects.
    • Funding awarded to other institutions.
    • RASF applications pre-2020.
  • Institutional programs
    • The historic data for institutional programs is incomplete, and is a work in progress.

integration between the RAIS Ethics and Funding modules

  • RAIS does not provide an automatic link between the ethics and funding modules.
  • The integration between the modules is limited.
  • You can search for related protocols in both modules.

Questions?

Please contact raishelp@uvic.ca

UVic-RAIS Research Ethics

COVID-19: The most up-to-date information regarding the Human Research Ethics Board's response to the COVID-19 pandemic (e.g., restrictions on in-person research activities, etc.) can be found on the Research Ethics website.

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.

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

UVic-RAIS highlights

  • A one-stop integrated online system for submission of ethics application forms, supporting 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).