The Office of the Vice President for Research and Innovation is embarking on a transformative project to improve research administration services and efficiency for our faculty, staff and students who interact with our office. Updates on this project are below.
Launched in January of 2020, the new Research Administration Portal (RAP) will be dedicated to helping you manage all your research administration activities including:
- COI: Conflict of Interests and Commitments
- IRB: Human Subjects Institutional Review Board
- IACUC: Animal Research
- Effort Certification
- Grants: Pre-award and post-award management
- Animal Operations and Facilities
Each of these modules will be developed and implemented in partnership with campus researchers over the next several years. On this page you will find an overview of the project as well as updates as the project moves forward.
As modules come online, this page will also contain a link to access them.
January 19: The project team is very excited to announce the soft launch of the IRB module for new study submissions is set for Monday, January 25.
Beginning on 1/25, investigators will be able to access the IRB module to submit new IRB study submissions by clicking on the “IRB” button above.
As a reminder, this go-live is the first of a two-phased launch of the IRB module. Investigators with new protocols should submit and manage their protocol using the new IRB module of the RAP system. Existing studies, including amendments and continuations, should continue to be managed using the current process.
The second phase will launch later this year in Spring. In preparation for the second phase go-live, Research Compliance Services (RCS) will migrate all existing studies into the system and all investigators will submit and manage all transactions through the IRB module beginning in the Spring. Precise dates, more training, and guidance to support you during the transition will be shared as we approach Spring.
Training for the IRB module is still being offered. See our training catalog for more information on dates, times, and registration links.
If you have any questions about the IRB module, contact RCS by email (firstname.lastname@example.org).
December 17: The project team has developed a one-page resource summarizing the changes that will come with the IRB module and what you can expect.
Click on the image below to view a full-screen version.
November 30: During the month of November, the project team accomplished two big milestones:
- System configuration and development completed in early November.
- User acceptance testing completed on November 24
The project team is now shifting their focus for December and January to training and the implementation strategy.
Research Compliance Services (RCS) will host a series of general information sessions in early January for the research community. These sessions will provide information about the IRB module, what to expect during the transition, and a demonstration of the new system. Information sessions will be recorded and made available on the research website in early January (previously communicated as being available in December).
See our training catalog to find dates and information on registering for the general information sessions.
Beginning in January 2021, Research Compliance Services will offer several virtual, hands-on training workshops for investigators, research staff, and other stakeholders. During these workshops, investigators and research staff will be able to log into the system, walk through the process of creating a new protocol, and receive support for their upcoming submissions.
See our training catalog for more information on dates, times, and registration links for the first series of training workshops.
The project team is planning for a two-stage implementation strategy aimed to ensure a smooth transition for the community.
- Late January 2021: The first stage will be launched in late January 2021. At that time, newly established protocols will be submitted and managed using the IRB module of the RAP system. Existing studies, including amendments and continuations, will continue to be managed using the current process.
- Spring 2021: The second go-live stage will be launched in Spring 2021. Existing studies will be migrated into the system, after which time all transactions will be submitted through the new system going forward at that time.
October 28, 2020: System configuration and development is nearing the end and is set to complete at the end of October/early November.
The IRB project team has started planning and recruiting users for user acceptance testing (UAT). UAT is set to begin on November 9 and run until November 25.
After UAT is complete, the IRB project team will transition their efforts to training which will run in two phases. The first phase will be in mid-December and the second phase will be in early January. Communications about training will be sent to users ahead of these dates.
For more information and updates about this project, subscribe to the IRB Research Administration Portal email list by visiting the signup page.
September 29, 2020: The system requirements were approved by the VPRI in early September and system development and configuration has started.
Over the next month or two, the IRB project team will be working with the system vendor to develop and configure the new IRB system based on the system requirements and business process changes identified during Onboarding.
To help keep the research community informed about the upcoming changes with the new IRB system, an Around the O story was posted about this project on September 3. Additionally, an opt-in email list has been setup and members of the human subjects research community are encouraged to subscribe. Each month emails sent to this list will highlight process changes that can be expected with the new IRB system. Subscribe to the Research Administration Portal email list by visiting the signup page.
August 24, 2020: System requirements and business process changes were reviewed by the IRB Project Champions on August 18 and will be reviewed by the IRB Module Committee on August 27.
The IRB Project Champions is a group of human subjects research stakeholders from across campus that include researchers, former IRB committee members, and Research Compliance Services staff. The role of the project champions is to:
- Participate in guided tours of the new IRB system
- Provide feedback on proposed changes
- Participate in demonstrations and hands-on exercises
- Advocate for the changes the new IRB system will introduce to the research community
The IRB Module Committee is part of the Research Administration Portal (RAP) governance structure. Similar to the IRB Project Champions group, this committee is made up of human subjects research stakeholders from across campus. All of the IRB Module Committee members are also IRB Project Champions. This committee is responsible for:
- Reviewing and providing feedback on the system requirements scope and change order requests
- Considering impacts on the overall RAP budget
- Providing recommendations to the Program Committee
System configuration and implementation are still scheduled to begin in September after the system requirements are approved by the VPRI.
IRB staff continue to review the HRPP toolkit documents.
July 15, 2020: The IRB project team completed a four-week onboarding process with the vendor to identify system requirements and business process changes required for implementation.
The proposed system requirements and business process changes will be reviewed by the IRB Project Champions and IRB Module Committee (more information about these groups will be shared at a later date). Final system requirements will be approved by the VPRI in August.
Once the system requirements are approved, the vendor will begin an iterative system configuration and implementation process. This is likely to begin in September. Each iteration will be tested by the project team to provide feedback. Stakeholders and end-users may be asked to help with testing.
Additionally, review of the HRPP toolkit will be running in parallel. Over the next few months, starting at the end of July, IRB staff will be doing a more in-depth review of the HRPP toolkit documents and adapt them to UO policies and procedures.
June 12, 2020: The HRPP toolkit has been modified to meet UO’s human subject research needs. The next steps for the toolkit will be a more thorough review of the documents to continue adapting them to UO policies and procedures related to human subject’s research. The IRB staff will begin reviewing documents starting in July.
On Monday, June 8, the IRB system implementation project kicked off. Over the next four weeks, the project team will be reviewing the IRB system and identifying system configurations and/or business process changes that may be required for system implementation.
May 19, 2020: The project team has kicked off the HRPP Toolkit project and development of the toolkit is underway.
The HRPP Toolkit is a standard set of tools made up of standard operating procedures (SOPs), checklists, templates, worksheets, and more. The toolkit will be used as part of the new IRB system. The IRB system implementation project is set to kick off in June.
April 17, 2020: After completing the onboarding process to identify COI system configurations and customizations, it was decided by the project team and governance committees to postpone implementation until the next upgrade of the COI module, scheduled for release in early 2021.
The project team has shifted directions to the implementation of the HRPP Toolkit and the IRB module to support human subjects research. Both of these projects are planned to kick off in May.
March 5, 2020: The COI module implementation is in progress. The RAP onboarding process to identify UO system configurations and customizations is scheduled to be completed in mid-March.
- Obtain approval on the RAP onboarding configurations and customizations by the COI and Program Module Governance Committees.
January 15, 2020: The project team is currently planning out the program of implementation and beginning to set up governance groups for COI.