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. 
UVic-RAIS with the Research Ethics module launched on July 30, 2018.

 

RAIS important updates and notices:

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/). 

Connections to RAIS from on-campus are not impacted by this change.

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.

RAIS maintenance schedule

 

October 22, 2020, starting at 8:00 pm (for 60-90 minutes) - University Systems will be performing planned maintenance on a number of administrative systems, including the Research Administration Information System (RAIS). RAIS may not be availabile during the scheduled maintenance time frame.

COVID-19 important updates:

July 16, 2020 Update - There is an important update on the conduct of research with human participants.

The Human Research Ethics COVID-19 Bulletin #3 contains new guidelines and documents to support the gradual resumption of in-person research with human participants, on campus and in the community. Please review this information in you are planning to resume in-person research that has been halted or are planning to apply for a new study. Please contact Human Research Ethics Office  at ethics@uvic.ca if you have any questions.

July 16, 2020 - UVic Human Research Ethics COVID-19 Bulletin #3

May 13, 2020 Update - The UVic Research Resumption Plan outlines the principles and phased approach that will guide a safe and responsible process. Please review this document carefully as you consider and plan your research activities over the coming weeks and months. Read the update from Vice-President Research for more information.

For more information, please visit the Human Research Ethics webpage

Gradual resumption of in-person research with human participants, on campus and in the community

The Human Research Ethics COVID-19 Bulletin #3 contains new guidelines and documents to support the gradual resumption of in-person research with human participants, on campus and in the community. Please review this information in you are planning to resume in-person research that has been halted or are planning to apply for a new study.

Effective immediately and until further notice:

1) Stay with remote and virtual methods

To maintain the safety and health of research participants, research team members, collaborators, Indigenous nations and community organizations etc., researchers should continue to use remote/virtual methods and platforms, where possible.

The HREB will continue to receive and review all applications received, including amendments to switch inperson activities and components to remote/virtual methods and platforms.

Resources: FAQ on Conducting Research Virtually with Human Participants

2) In-person research with human participants under COVID-19 restrictions

Where remote/virtual methods and platforms are not feasible, researchers proposing to resume approved paused studies or to initiate new research which utilize in-person activities/components must meet additional human research ethics application requirements.

The above applies also to researchers whose studies were granted “Deferred Approval” status during the suspension of in-person research.

3) To complete the additional human research ethics application requirements please use the following:

  • Annotated Guidance for In-person Research with Human Participants under COVID-19 Restrictions

COVID-19 bulletins

List of Human Research Ethics COVID-19 bulletins in chronological order:

July 16, 2020 - UVic Human Research Ethics COVID-19 Bulletin #3

June 2, 2020 - UVic Human Research Ethics COVID-19 Bulletin #2

March 23, 2020 - UVic Human Research Ethics COVID-19 Bulletin #1

Research about or arising from the COVID-19 situation that will involve human participants and/or human biological materials

If you are proposing to conduct research about or arising from the COVID-19 situation that will involve human participants and/or human biological materials researchers must submit a human research ethics application for review.

  • Clinical and public health research, to address the pandemic, will be prioritized for ethical review.  Behavioural research studying phenomena arising from the public declared emergency also will be prioritized, where possible.

narrated PowerPoint with FAQs about Human Research Ethics during the COVID-19 situation.

Research ethics during publicly declared emergencies

Canadian Association of Research Ethics Boards, Standard Operating Procedures 501.003,

For full document, click here.

Article 5.0

A publicly declared emergency is an emergency that, due to the extraordinary risks it presents, has been proclaimed as such by an authorized official in accordance with legislation and/or public policy.  Publicly declared emergencies arise suddenly or unexpectedly and require urgent or quick responses.  Examples include natural disasters, large communicable disease outbreaks, environmental disasters and humanitarian emergencies. 

Such emergencies may represent significant risks for research participants in ongoing research or in new research initiated as a result of the emergency.   

Potential participants who may not normally be considered vulnerable may become so by the very nature of the public emergencies while those already vulnerable may become acutely so.    

The existence of an emergency does not override established procedures to protect the welfare of research participants. 

Article 5.3.2

  • Research activities not involving, or no longer involving, recruitment or direct contact with participants may continue,
  • Research activities involving recruitment or direct contact with participants may only continue if ceasing such activity may pose significant risks to participant safety,
  • Major amendments and adverse events related to these studies will be reviewed by the REB (Research Ethics Board) subcommittee or the REB subcommittee Chair or designee, as appropriate,
  • At the REB Chair or designee’s discretion, and subject to applicable regulations, review procedures may be delayed or temporarily suspended depending on volume.  In such cases, research shall be deemed to have continuing approval until such time that the REB is able to conduct its review. 

Article 5.5  “Review of research RELATED to or Arising from the Publicly Declared Emergency” 

5.5.1      If a request to review research related to the publicly declared emergency is received, it will be directed to the REB Chair or REB Subcommittee Chair or designee, as applicable; 

5.5.2      The REB Chair or designee will assess the risks associated with the proposed research, as well as aspects of the research that might require enhanced scrutiny or diligence, taking into account the severity of the impact of the emergency on ethics review processes;

5.5.3      When the impact of the publicly declared emergency on ethics reviews is determined to be mild to moderate,  research related to the publicly declared emergency has priority for review; 

5.5.4      When the impact of the publicly declared emergency on ethics review is determined to be severe, time sensitive review processes may be followed, such as delegated review as appropriate, review by an REB subcommittee, and/or meetings conducted via teleconference or video confererence.

What should I know about conducting research virtually with participants during COVID-19 restrictions - and beyond (updated May 22, 2020)?

The Human Research Ethics Office, the University Privacy Office, and University Systems have compiled an FAQ to answer questions related to platforms, programs, security, etc. when conducting research with participants virtually.

UVic-RAIS Research Ethics

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

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.

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).