RESEARCH PORTAL USER GUIDE

RESEARCH PORTAL USER GUIDE Research Office August 2018

Contents Introduction... 2 Home Page Top Right Navigation Menu... 3 Home Page Middle Navigation Menu... 4 Home Page Role: Principal Investigator... 5 Home Page Role: Project Team Member... 7 Application Forms - Apply New... 8 Application Forms Completing a form... 9 Application Forms Project Info Tab... 10 Application Forms Project Team Info Tab... 11 Application Forms Project Sponsor Info Tab... 12 Application Forms Project Sponsor Info: Funder Details... 13 Application Forms Project Sponsor Info: Disbursement Details... 13 Application Forms Animal Use Tab... 14 Application Forms Animal Use Tab: Animal Use Summary... 15 Application Forms Animal Use Tab: Animal Use Per Year Details... 16 Application Forms Attachments Tab... 17 Application Forms Approvals Tab... 18 Application Forms Log Tab... 19 Application Forms Errors Tab... 20 Application Forms Custom Questions... 21 Application Forms Submit... 22 Event Forms... 23 Event Forms Event Info Tab... 24 Event Forms Attachments Tab... 25 Event Forms Log Tab... 26 Event Forms Errors Tab... 27 Event Forms Custom Questions... 28 Event Forms Submit... 29 Recommended System Use... 30 1 P age

Introduction The Research Portal is a web-based system to be used by Bishop s professors and students for the submission of SRC grant applications as well as REB and ACBC protocols, and for postapproval administration and reporting. All the SRC, REB and ACBC forms to be completed are available in the Research Portal and must be submitted using the Research Portal. Applications submitted to external agencies will be entered in the system by the Research Office. Professors will find information on all grants they have applied for/held since 2006-2007 as well as on their REB and ACBC ethics certifications since 2001-2002. The Research Office has already created Research Portal accounts for most Bishop s researchers. If you already have a login, but cannot remember your password, click the Reset Password button. To set up an account, researchers 1 must contact Sylvie Côté at scote@ubishops.ca or ext. 2572. 1 The term «Researchers» applies to both Bishop s professors and students throughout this document. 2 P age

Home Page Top Right Navigation Menu Click Home to return to your home page at any time. Click My Profile to edit or update your Research Portal profile. For system security and data integrity purposes, your email address and affiliation can only be edited or updated by the Research Office. For any changes to these two fields, please contact the Research Office. Click Contact Us for the Research Office email and phone contact details. Click Logout to exit the Research Portal. 3 P age

Home Page Middle Navigation Menu Click Back to Home to return to your home page at any time. Click Search to find a specific file. Click Apply New to review a listing of all available application forms; click the desired application form link to start a new application form. Click News to view news items posted by the Research Office. Click Useful Links to view a listing of useful links posted by the Research Office. 4 P age

Home Page Role: Principal Investigator The Role: Principal Investigator links will direct you to all application forms where you are listed in the Principal Investigator (PI) role. All identified project team members can contribute to an application form presubmission, but only the PI can submit an application form. The e-submission and review process represents the institutional signature process eliminating the need to circulate hard copy signature forms. At any time, you can login to the Research Portal to review and manage all actions and requests related to your application files. At optimal settings, the Research Portal is designed to alert you every time a new action is performed, e.g. you submit a new application, or an application is return to you with a request for more information. Click Applications: Drafts for application forms that have been saved, but not submitted. This function will apply only to grant applications and protocols submitted to Bishop s SRC, REB and ACBC. Click Applications: Requiring Attention for application forms that have been submitted, but require your attention or clarification. This function will apply only to grant applications and protocols submitted to Bishop s SRC, REB and ACBC. Click Applications: Under Review for application forms that have been submitted and are under review. 5 P age

Click Applications: Post-Review for grant applications and ethics protocols that have been submitted and have undergone a review process (closed, active, not funded, etc.). Click Applications: Withdrawn for withdrawn application forms. Click Events: Drafts for event forms that have been saved, but not submitted. Event forms are follow-up forms, like progress or final reports, requests for a release of funds, or renewal or modification requests that must be submitted after the approval of the grant application or the ethics protocol. Click Events: Requiring Attention for event forms that have been submitted, but require your attention or clarification. Click Reminders to review your reminders. 6 P age

Home Page Role: Project Team Member The Role: Project Team Member links will direct you to all application forms where you are listed in a non-principal Investigator role, such as Co- Investigator, or Supervisor. All identified project team members can contribute to an application form presubmission, but only the PI can submit an application form. The e-submission and review process represents the institutional signature process eliminating the need to circulate hard copy signature forms. 7 P age

Application Forms - Apply New 8 P age

Application Forms Completing a form Application forms are designed to capture research funding or certification data. Click Save to save the application form. Click Close to exit the application form. You will be prompted to confirm save upon exit. Click Print to print the application form in plain format. Click Export to Word to export the application form to MS Word format. Click Export to PDF to export the application form to PDF. Click Submit to submit the application form. The submit button is only visible to the Principal Investigator (PI). 9 P age

Application Forms Project Info Tab The Project Info tab captures key project data, like project start and end dates or certification requirements. This data is imported into the Research Office s database and will be used for administrative and reporting purposes. In research funding application forms, you can link your research funding to an existing research certification, or indicate pending certification requirements. In research certification application forms, you can link your research certification to existing research funding. 10 P age

Application Forms Project Team Info Tab The Project Team Info tab captures key project team data, like Principal Investigator (PI) and team affiliations and contact information. The Principal Investigator Info section will auto-populate with your profile information, but can be edited should you be responsible for starting and contributing to application forms for your PI. Non-PI project team members are added via the Other Project Team Members Info section. Bishop s project team members must be registered for the Research Portal in order to be associated with any given file. Researchers must contact Sylvie Côté at the Research Office for their registration. A number of researchers from other universities have already been entered in the system. If you cannot find their names, please contact the Research Office for their registration. 11 P age

Application Forms Project Sponsor Info Tab The Project Sponsor Info tab is present in research funding applications but not present in research certification applications. It includes information on the funding agency, the program, the amount requested, etc. 12 P age

Application Forms Project Sponsor Info: Funder Details Application Forms Project Sponsor Info: Disbursement Details 13 P age

Application Forms Animal Use Tab The Animal Use tab captures key animal data, like PAU, CI, species and animal numbers. This data is imported into the Research Office s database and will be used for administrative and reporting purposes, including CCAC Animal Use Data Form annual requirements. The Animal Use tab is present in animal care applications exclusively. 14 P age

Application Forms Animal Use Tab: Animal Use Summary 15 P age

Application Forms Animal Use Tab: Animal Use Per Year Details 16 P age

Application Forms Attachments Tab The Attachments tab allows you to upload all required attachments. Attachments can be uploaded in any file format. The maximum file size is 5MB per attachment. Click Add Attachment to add an attachment. Enter a Description, if applicable. Click Browse to load the appropriate attachment. Enter the Version Date or select the appropriate date using the calendar tool. Select the Doc/Agreement to identify a broad category of attachment, e.g. Application Form or Consent Form. If the desired doc/agreement option is not available, contact the Research Office to request a new drop down option. Click Add Attachment to upload the attachment to the application form. 17 P age

Application Forms Approvals Tab The Approvals tab highlights the application s automated workflow through institutional signing authorities. At Bishop s, only the Research Office has signing authority because all submitted applications are first received by the Research Office before being assigned to a review committee (SRC, REB, or ACBC). 18 P age

Application Forms Log Tab The Log tab tracks all data entry and workflow activities. At any time, preor post-submission, you can review the Log tab to check on the application development or workflow status. Refer to the Application Log to review all data entry history. Refer to the Application Workflow Log to review all workflow history. 19 P age

Application Forms Errors Tab The Errors tab displays a list of all required fields. The Errors tab will display until all required fields are complete. All required fields are marked with a red asterisk (*). An application form cannot be submitted when the Errors tab is visible. Click the Errors tab to review a list of all required fields not yet complete. The Errors tab listing will detail the required tab and field name. Complete all required fields to hide the Errors tab. 20 P age

Application Forms Custom Questions For SRC grant applications and REB/ACBC ethics protocols, the fourth or third tab, respectively, is designed and maintained by the Research Office and will vary per application form. This tab always shares the same name as the application form, so it's easy to identify. 21 P age

Application Forms Submit Application forms have been designed to e-route your application form to the Research Office for review. Click Submit and type a brief comment, including any pertinent notes to the Research Office. Click Submit. 22 P age

Event Forms Event forms are designed to capture research funding or certification data, subsequent to an original application, e.g. progress or final report or renewal or modification requests. Related event forms are found via the Applications: Post- Review links on your home page, or via the My Reminders link when an event form submission is due within 30 days. 23 P age

Event Forms Event Info Tab The Event Info tab captures general comments about the event form report or request. If no general notes apply, you can skip this default event form tab. 24 P age

Event Forms Attachments Tab The Attachments tab allows you to upload all required attachments. Attachments can be uploaded in any file format. The maximum file size is 5MB per attachment. Click Add Attachment to add an attachment. Enter a Description, if applicable. Click Browse to load the appropriate attachment. Enter the Version Date or select the appropriate date using the calendar tool. Click Add Attachment to upload the attachment to the event form. 25 P age

Event Forms Log Tab The Log tab tracks all data entry and workflow activities. At any time, preor post-submission, you can review the Log tab to check on the event development or workflow status. Refer to the Event Log to review all data entry history. Refer to the Event Workflow Log to review all workflow history. 26 P age

Event Forms Errors Tab The Errors tab displays a list of all required fields. The Errors tab will display until all required fields are complete. All required fields are marked with a red asterisks (*). An event form cannot be submitted when the Errors tab is visible. Click the Errors tab to review a list of all required fields not yet complete. The Errors tab listing will detail the required tab and field name. Complete all required fields to hide the Errors tab. 27 P age

Event Forms Custom Questions In the SRC, REB and ACBC event forms, the second tab is designed and maintained by the Research Office and will vary per event form. This tab always shares the same name as the event form, so it's easy to identify. 28 P age

Event Forms Submit Event forms are designed to submit directly to the Research Office. Any project team member can submit an event form on behalf of the Principal Investigator (PI). Click Submit. At any time, you can review the Event Form s status via the Applications: Post-Review links. 29 P age

Recommended System Use Don't forget to save regularly. Generally, system timeout settings are set to 2 hours. However, there are other factors that can prompt session ends, like Internet connectivity, institutional network or firewall, or device settings. Meaning, system interruptions can occur independent of system timeout settings, outside product control. 30 P age