Department Heads/Faculty Signing Authority User Manual
Contents
1. Applications Pending Requested Information Applications Requiring Your Review as a Chair Applications Requiring Your Review as a Reviewer New Applications Submitted Under Review Applications Requiring Your Review as a Reviewer In Progress Events Requiring Your Review as a Chair Events Requiring Your Review as a Reviewer New Events Requiring Your Review as a Reviewer In Progress Accessing TRAQ DSS Forms Role Department Signing Authority 1 Applications New for Review 2 2 Applications Pending Requested Information 0 3 Applications Submitted Under Review Click here TRAQ DSS Forms submitted by PIs within your department or faculty may be accessed through one of these quick links 1 TRAQDSS Forms recently submitted by PIs and awaiting your review will be available through Applications New for Review 2 Applications that you have pushed back to the PI for edits or clarifications will remain accessible through Applications Pending Requested Information 3 Applications Submitted Under Review will display all applications that you have reviewed and approved or forwarded to the next signing authority The workflow status of these applications would be Faculty Signing Authority or ORS Review Reviewing Approving TRAQ DSS Forms Click on Applications New for Review to access any application awaiting your review Then click on Review to revi2. Signing Authorty Incorrect Department Comments Start Dato 4 End Date 1 Please complete Sponsor Info tab properly indicating Agency Program and Amount Requested Keywords 2 This is a hospital based project Please complete sub tab 3 of the TRAQ DSS Form and select proper Hospital Operational Directors for approval in the Approvals tab 3 Pushing application back at the request of Mr Hospital Operational Director Please see comments in Work Flow Log and re submit application SMEs a GEOES Action Incorrect Department If the PI submitted their TRAQ DSS Form to the wrong department you may push the application back to them Please click the Incorrect Department radio button ask the PI to change their affiliation on the Project Team Info tab and re submit the application to the correct department click Submit Application Ref No State spare Project Title res application 2 Queen s Researcher Project Work Flow Phir Work Flow action Subok GENGA Approve Request Information lt gt e End Date Please select proper affiliation in the Project Team Info tab and re submit application Comments Start Date Keywords Application Form TRAQ DSS FORM Action Forward to Next Signing Authority Currently we do not recommend using the option Forward to Next Signing Authority Please use one of the three options described in the previous slides wh
3. medications used in drug trials use of labs for specimen preparation storage and shipment additional nursing time use of space to see research participants educational preparation or other ancillary costs covered by the hospital The hospital jot absorb research costs associated with projects above and beyond the standard of care These extra costs must be clearly identified in this application and researchers must have funding to support these activities Researchers are advised to seek early consultation with the appropriate hospital operational director identified within this form to ensure that a feasible proposal budget is prepared Consultation should occur within 2 4 weeks of funding deadlines to ensure all hospital approvals are in place If you have selected anyone in this area you must also select one or more of the following RESEARCH Directors HDH RESEARCH Vic Sahai KGH RESEARCH Veronica L Harris McAllister PC RESEARCH Kathleen Fitzpatrick based on hospital location s chosen below At a minimum if you said yes to 1 6 you must select the RESEARCH director to approve At the top of sub tab 3 PI is asked to indicate which of the three affiliated hospitals Hotel Dieu Kingston General Hospital Providence Care will be involved in the study 31 What is your Primary Hospital Location f applicable Hotel Dieu Hospital They are also instructed to go to the Approvals tab and select all of the h
4. selected YES for question 1 6 then 1 3 1 agree to abide by al polices set out by the external funding agency and Queen s Univesity e g the Agreement a T ensure that sub tab 3 has been completed If Dr agree not application should be pushed back to PI 1 4 Dees the proposed research include Controlad Goods Technology Eh as You may also push the application back to the i PI if you believe they should have answered 1 5 Doos this proposed rosearch inie participation of nen ccadomee partnerle YES to question 1 6 h occuring in ane or more of the following locations HDH KGH PC YES e complete HOSPITAL RESEARCH and from APPROVALS tab select all applicable Hospital Units that need to approve Reviewing Hospital Research Tab Cont Ap n Ref No 7553 Application Form TRAQ DSS FORM Project Info Project Team Info Project Sponsor Info TRAQ DSS FORM Attachments Approvals Logs Errors T General 2 Overhead 3 Hospital Research 4 Checkist Please note the section Other Approval within Approvals tab is applicable to hospital based research Please identify all hospital departments that will be impacted by your research Impact is defined as any procedure or research protocol which uses hospital resources above those normally required for practice and standard of care This may include but not limited to extra tests or procedures preparation dispensing and storage of special
5. Tools for Research at Queen s TRAQ Awards Module Reviewing TRAQ DSS Forms Department Heads Faculty Signing Authorities User Manual Revised January 2015 Accessing the Researcher s Portal Department Heads and at times Faculty Signing Authorities depending on the faculty are required to review and approve TRAQ DSS Forms before they reach University Research Services TRAQ DSS Forms that have been submitted by PIs are accessed through the TRAQ Researcher Portal Please note that the Researcher Portal is accessible on tablets i e iPads PlayBooks etc You will receive an email notification whenever there is a TRAQ DSS Form awaiting your review You will also receive a reminder email on Monday mornings drawing your attention to any applications still pending your review Department Heads Faculty Signing Authorities should use their Queen s NetID and strong password to log into the Researcher s Portal through the Single SignOn or through MyQueensU SOLUS portal Information regarding managing your Queen s NetID and the strong password is available on the ITS website Single SignOn for Queen s Faculty amp Staff i a Enter your Queen s NetID and strong password to access the Researcher s Portal E Sun Java System Access Manager Login Sign On Protect Yourself Stay Informed otect your NetID and use strong passwords Netto das viruses Always logout of applica
6. e Test Application 2 Queen s Researcher Project Work Flow State Department Application Form TRAQ DSS FORM Signing Authority Review legioa Bia EOLO Wott eEMOMIOEDE e MUNDE NOTE You are in view only mode and changes cannot be saved Please attach the following documents Research Proposal or Contract Budget or Budget Justification if not included in the above document If partners are involved letters of support if not included in the above document Instructions for Approvals TAB The next tab has a section called Approvals that indicates which esignatures are required This is for information only and no action is required from you Attachment Description Version Date Doc Agreement 6007578 doce P Uploaded on 2013 11 25 iag Hyperlinked bial ee nes Copy of Budget Template for TRAQIGxisk attachments 2013 11 25 Budget Justfcation Uploaded on 2013 11 25 IMPORTANT Department Heads must verify that PIs with multiple affiliations cross appointed to two or more academic units have selected the proper affiliation on the Project Team Info tab when submitting the application Please review the project title team members the attached research proposal and any additional information provided by the PI at the moment of submission to determine the Department Research Centre where this study will Department Heads be taking place Faculty Signing Authority are responsible for ensuring that the PI select
7. ect Keywords describing the project Link to any related certification Biohazard and or Human Ethics Project Team Info Name of PI Affiliation of PI this information must be verified by department head to ensure that PIs with cross appointments are submitting their TRAQ DSS Form to the appropriate department Names and roles of team members e g Co PIs Co Investigators Research Coordinators etc Project Sponsor Info Name of funding agency agencies being approached for funding Program PI is applying to Deadline date of the competition Start Date Amount requested from funding agency ee eee Reviewing TRAQ DSS Forms Cont TRAQ DSS Form TRAQ DSS Form has 4 sub tabs 1 General questions regarding location where research will be conducted and research funds will be held 2 Overhead overhead rate that will be applied to the amount of research funds received this information must be verified by department head faculty signing authority 3 Hospital Research to be completed by PIs whose research is to be conducted at one of the affiliated teaching hospitals Kingston Geneal Hospital Providence Care Hotel Dieu 4 Checklist Attachments All attachments provided by the researcher such as Research Proposal Preliminary Budget Budget Justification Agreement etc can be accessed through this tab Approvals This is where all Hospital Operational Directors who have be
8. ed the appropriate overhead rate The overhead rate can be viewed on the second sub tab of the TRAQ DSS Form If the PI amount of overhea submitted a budget or budget j should have been included Department Heads should also verify that PIs with tab 3 of the TRAQ DSS FORM tab as well as selected the Research Directors for each hospital involved in the stu justification with their TRAQ DSS Form the hospital based research have completed sub y Hotel Dieu Kingston General Hospital and Providence Care under the Approvals tab If the PI has omitted to complete sub tab 3 or the Approvals tab the TRAQ DSS Form should be pushed back to the PI with instructions to complete these required sections and re submit their application Reviewing Hospital Research Tab si bee Sd ltd iapa iaEmoin SDE Subsite amens arat teas TRAQ DSS FORM tab has four sub tabs 141 Which institution Financial Services will hold your research funds queens uaversiry EI HOTEL DIEU HOSPITAL Please select HDH Research Vic Sahai in the approvals tab E KINGSTON GENERAL HOSPITAL Please select KGH Research Veronica L Harri McAlister in the approvals tab El PROVIDENCE CARE Please select PC Research Kathiaen Fitzpatrick n the approvals tab El Thara ara no funds fo the project to be administered 1 2 is soditional Qu Hospital space required for this project ves no If PI
9. en making your approval decision Application Ref N State peparment St roject Title Test a rcher Project Work Flow Application Form TRAQ DSS FORM Approval Process Close Pat work Flow Action Proje info Project Team info Proiect j Subt G00 Tite ER x is ceca Approve Request Information Forward io fing Authority Incarrect Department Comments Start Date End Date Keywords Tools for e Research at Queen s aaa Queens Need assistance have a question Contact the TRAQ Helpdesk 613 533 6000 ext 78426 Email traq queensu ca You may also use our webform to submit an issue to our Online Support Centre aft Tube
10. en selected to approve the application will access the Approval Process button Logs There are two logs 1 Workflow Log tracks and time stamps approvals and messages The Workflow Log starts to populate after the PI submits the application 2 Project Log tracks and time stamps every action taken on the application Exporting TRAQ DSS Form to Word PDF s Although you can view an application by going through its different tabs and sub tabs you may also export it to Word or PDF which allows you to view the entire application in one document Application Ref No 5717 Project Title Test Application 2 queen s Researcher Project Work Flow State pepartment Signing Authority Review e Praiectnfe praject Team mfo Project sponsor Info TRAG Dss FORM Attachments Annrovas Loos Application Form TRAQ DSS FORM Title ese application 2 queen s Researcher Start Date E End Dato m Wenworte z Laa FRAG Queen s research Leara Related Certifications Certification Category File No status Renewal Date Netes Biohazard e10784 Active 2014 01 31 Reviewing Attachments n ee Click on the Attachments tab From there you can access any of the documents listed below by clicking on their hyperlinked title under the Attachment column This is where the research proposal and budget or budget justification can be viewed Application Ref No 5717 Project Titl
11. ew the contents of the TRAQ DSS Form Tools for Research at Queen s iia Queens Reset Fiters _ Export To Excel APPLY NEW News Useiui Links Settings Workflow File No Project Title Principal Investigator Application Type Status Snapshot eee v T 7 Al bs 7 Submit test CIHR for Dr Dr Queen s Researcher z Tron s Project Status Pending 1 Test Application 2 Queen s Faculty of Heath TRAQ DSS FORM approval L aerie Ref NoiSTIT pesearcrer Sdereesipithologyaid varkaan Mortfou Situs Deparment Fegin Molecular Medicine gning iy See more inside under Logs section Reviewing TRAQ DSS Forms You can review the application by going through the different tabs and sub tabs of the application form Please see next slide for a description of the tabs Application Ref No 5717 Project Title Test Application 2 Queen s Researcher Project Work Flow State Department Signing Authority Review Application Form TRAQ DSS FORM Project info projec Team info Project sponsor Info TRAQ DSS FORM Attachments Approvate Loge Title Test application 2 Queen s Researcher start Dato m End Date a spinon E laa ae a a Research Takaa motto corti Certification Category File No Status Renewal Date Notes Biohazard 6010294 active 2014 01 31 Reviewing TRAQ DSS FORMS Cont ee Tab Description Project Info Title of the proj
12. n either Approve or Forward next to his name Any comments would be visible in the Comments column Please pay attention to the comments as one of the Hospital Operational Directors HOD may request that you push the application back to the PI if one of the HODs was omitted HOD comments are also available in the Workflow Log under the Logs tab e a See es o HDH Decision Support John Lott HDH Gl Function Testing Unit HDH Human Mobily Research Centre ajajaja m HOH maging Brian Merkley Leone Ploeg Karen Pearson Approve T Turgery Penonera 1 KGH Decision Support a KGH Electroencephalography a KGH Electromyography 1 KGH Emergency Tren Mer Jom tott Adrienne Leach Adrienne Leach Jule Caffin Submitting Comments Approving TRAQ DSS Form Click on Approval Process at the top of the application to access the Work Flow Action screen Application Ref No g Authority Review 7 Project Title Test Applicaton 2 Queen s Researcher Project Work Flow State department Projecz info Proiect Team Info Projec Sponsor Info TRA DSS FORM Attachments Aoorovas Loos Application Form TRAQ DSS FORM stan Dat a End Dato a eas z Add RRQ Queen s research Clear al Related Certifications ceric category remo sae renewal bate ote Biohazard 6010254 active 2014 01 31 Action Approve and Forwa
13. ospital 32 Whatis your Secondary Hospital Location f applicable 3 5 departments that will be impacted by their research Kingston General Hospital v At minimum they must select the Research Directors of all hospitals involved in the study Hotel Dieu Vic Sahai Kingston General Hospital Veronica Harris McAllister Providence Care Kathleen Fitzpatrick 3 3 What is your Tertiary Hospital Location if applicable Select Department Heads should check the Approvals tab and ensure the Research Director s have been selected If PI has omitted to select the appropriate Hospital Operational Directors the application should be pushed back Reviewing Approvals Tab a a Project Info Project Team Info Project Sponsor Info TRAQ DSS FORM Attachments Approval Approvals This appicabon is pre programmed to route to the fllawing signing authanty levels Role Division Signing Authorty Department Signing Authority Faculty Signing Authority fica of Research services Other Approvals Your instution may require that you obtain additional apprewals frorn ather signing authorities check ar Once in the Approvals tab scroll down in the Other Approvals section and make sure that Research Director s were selected For example if Hotel Dieu is one of the hospital sites then Vic Sahai should have been selected You will know if he was selected if you see an approval decisio
14. rd to URS If you are satisfied with the contents of the application and are ready to submit it to University Research Services please click the Approve radio button enter a brief comment and click on Submit to forward the application Project Title Test applicccion 2 Queen s Researcher Project Work Flow Application Form TRAQ T Application Ref No State oepanment si Approval Process Close Phi work Flow Action Proiect Team Info Project Sponso Sbt Gael di Flequest Information Tite est Forward to Next Signing Authority Incorrect Department Comments Start Dato End Date have reviewed this application and approve its content Heyerorts Action Request Information BB Select this action to push the application back to the PI for editing This should be done whenever theg PI has neglected to complete the Sponsor Info tab properly when a PI with a hospital based project neglected to complete sub tab 3 and or select Hospital Operational Directors to approve their project in the Approvals tab or if one of the Hospital Operational Directors requests that the application be pushed back to the PI Application Ref N er Project Work Flow Application Form TRAQ D 17 Project Title Test State Depart nerity Revie Approval Process Close Ery work Flow action Project infe Project Team info Project Sponso Submit_ Cancel _ Tile fee A i a FA
15. tions Password Install operating system updates Install antivirus software and keep it current onal information you post on the Internet of hoaxes scams and phishing attacks ments from unknown sources gt Donthave a Neti gt Forgotten Your NetID Password Scan for spyware and adware Backup Important files Researcher s Portal Department Heads dashboard may have up to four roles Principal Investigator Project Team m Member Department Signing Authority and Reviewer Any TRAQ DSS Form awaiting your approval will be available under Role Department Signing Authority Please note that any Biohazard Permit application requiring your approval will be available under Role Reviewer Tools for Ma Research at Queen s ee po GENS APPLYNEW News UsofulLinke Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted w Applications Saved Not Submitted a Applications Sutmitted Under Review O Applications Submitted Under Review O Applications Submitted Requiring My Attention w Applications Submitted Requiring My Attention w Applications Sutmitted Post Review B2 Applications Suomitted Post Review 23 Applications Withdrawn 0 Applications Wiihdrawn oO My Reminders w My Romindors m TRAQ DSS Forms Biohazard Permit Applications Role Department Signing Authority Role Reviewer Applications New for Review
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