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My Research Applications - User Guide

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1. 9 Select the Theme Subtheme a Select the Subtheme s from the University s Strategic Research Plan which correspond to the research project If the research project is not encompassed in the Plan you may select Other NB Click on the question mark icon to view an explanation of the theme and sub theme 10 Click Next 16 Location of Research Page Location of Research Application has been successfully updated Indicate the location of your research Select all that apply If more than one location of research is specified you must indicate the primary location at the bottom of the page Campus Locations a Select the U of T campus es where the research will occur and indicate the primary location of research below St George UT Mississauga UT Scarborough _ Downsview Fully Affiliated Teaching Hospitals Select hospital T y Other Institutions Add any other institutions LF Select institution Name City Country El There are no institutions selected risa Locations Add applicable field locations Location Description Country T If only one location selected primary Select the primary location of research v location defaults to selection E Previous _nex W Esae EiSendtoAsst _ Tif Delete Lol At least one location must be specified for the research activities Select
2. Instructor no longer used non tenure stream No Instructor Medicine Stat Only non tenure stream Case by case Sr Athletics Instructor non tenure stream No Athletics Instructor non tenure stream No ICS Instructor non tenure stream No Clinical Associate Assistant no longer used non tenure stream No Teaching Stream Tutor Tutorial no longer used non tenure stream No Lecturer non tenure stream Case by case Sr Tutor non tenure stream Case by case Sr Lecturer non tenure stream Case by case Librarians One No Two No Three Case by case Four Case by case Other CUPE 3902 Unit 3 Sessional Lecturer Case by case Visiting No Adjunct No Retired Case by case Emeritus Case by case Status Only Yes Research Associate No Senior Research Associate Co PI only President VP Provost Yes if they hold an academic appointment 1 Follow procedures for Exceptional Cases 2 Follow procedure for Emeritus Retired faculty 3 For system access send the request for Co Pl status to raise utoronto ca with your name and personnel number 51 Appendix 2 Email Notification Details Table Action Forward to PI from Pl Assistant Send to Pl Assistant PI Submit Affiliated Hospital Approval Chair Director Approval departmentalized units Notice to University Appr
3. Incremental Space Space not under the control of the Pl or other team members will be required Renovation Construction Renovation and or Construction is included Teaching Release Time Required University Direct Cost A contribution cash and or in kind to the direct costs of the research is included Foreign Sponsor The Sponsor is foreign based Decanal Approval Required University operating procedures for designated Sponsors Programs require an approval at the Dean Principal level These are Institutional Initiatives e g CFl CRC etc Standard Overhead Rate Not Met The indirect cost rate calculated in the application is less than is stipulated for the Sponsor Program in the University policy on the recovery of indirect costs Program Requested Amount Threshold Exceeded If the total requested from the Program exceeds a preset limit currently 500 000 Grand Total Requested Amount Threshold Exceeded If the grand total requested i e there are collaborating sponsors making contributions exceeds a preset limit currently 500 000 60 Agencies amp Foundations SSHRC NSERC excl IPO programs CIHR all Divisions except F of Med excl POP Foundations NIH IDRC CIDA OICR Other Self Funded Program Appendix 6 Mapping of Applications to UAG Institutional Initiatives CRCs CFI Programs MEDI programs Ontario Genomics Inst IPO CIHR Proof of Principle Indu
4. Investigators amp Collaborators Appendix 3 Email Notification Texts Subject Line amp Email Body Application Prepared by Assistant lt Assistant Name gt has forwarded your research application to you for review and submission Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Please login to the Research Application System using your Research Application System ID and Password at lt link gt to review and submit the application Application Returned to Assistant lt PI Name gt has returned the following research application to you for action Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt To access the application login to the Research Application System using your Research Application System ID and Password at lt link gt Notification of Internal Co Applicant Collaborator You have been named as a Co Applicant Collaborator on the following research application Application lt Application gt U of T PI Name lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt You may login to the Research Application System using your Research Application System ID and Password at https ppm wd utoronto ca irj portal to view and endorse the applicati
5. click the Edit Entire Application button to access the complete Application Record to see this information if it is needed to assess the applicant s eligibility as defined by the Sponsor Co Investigators Collaborators The Designation field will show if the Pl has listed the investigator as a Co Investigator or Collaborator The Institution field will display the institutional affiliation of the Co It is possible that this will be blank as there are Cos in the RIS database where an institutional affiliation has not been recorded External ID will be modified in future releases to show the ID number of the person named For internal persons the ID number will link to their appointment information NB External persons who have not been added to the RIS ECC database will not have an External Person ID number The Signed indicator will show when a U of T co has logged on to the system and endorsed the application Update Sponsor amp Programs The Update Sponsor Program section allows you to confirm update the sponsors and programs selected input by the Pl The red exclamation mark at the end of the line indicates that this is an unknown Sponsor and or Program in RIS After reviewing the attached Sponsor Application if it is a known RIS program you may confirm the Sponsor Program combination by ticking the confirmation box on the right hand side of the Sponsor Program record If the Sponsor Program is incorrect or is tied to an Unknown Sponsor
6. lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Declared ineligible by Sponsor The following research application has been declared ineligible by the Sponsor Application lt Application gt U of T Pl lt Pl Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Request for Meeting Regarding Commercialization lt PI Name gt has requested to meet regarding commercialization and or industrial collaboration The request has been indicated on the following research application s Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt You may review the application through the Research Application System 57 University Approver University Approver System User System User System User PI Chair Director Hospital Signatory Dean Principal email sent on annual basis System Assistant Provost using your Research Application System ID and Password at lt link gt Application Forwarded The following application has been forwarded to your attention for action Application 4 lt RIS Application gt Sponsor Program lt Sponsor Name gt lt Program Name gt User Assigned Role You have been assigned the following role in the Research Application System lt RIS
7. 2 sets out the specific details NB The application itself moves through the workflow immediately i e if a PI submits an application it will appear in the approver s in box immediately this action is not contingent on the notification email Principal Investigator Submitting a Research Application for Approval The Online RIS Application Attachment system is the method by which the University collects the appropriate internal approvals on research applications Post rollout the online system will be the only method by which a University approval for a research application may be obtained All mandatory fields in the form are marked with a red asterisk At a minimum the following information is required to complete the form e Title of Research e Application Deadline e Sponsor s e Related Program s e Total Amount Requested per Program including any Indirect Costs e Indirect Costs Requested per Program e Yes No declaration o Are there Co Investigators Collaborators o Is the University of Toronto the lead applicant e Yes No declarations for Protocol and Permit requirements o Animals o Humans o Biohazards o Radiation o X Ray 1 If there is no formal deadline please insert a date 5 working days from the date of submission If there is no formal program please insert Research Program in the space provided 3 University Policy does not anticipate Indirect Costs from all Sponsors Programs Where there is the exp
8. 2013 David Hulchanski Feb 21 2013 History NAME QFM Service User E DATE 21 02 2013 Eal TIME 15 49 SUBJECT E MAIL Application s for Review ir Email Recipients El mit Status History 38 Put Back Function When a University Approver opens an application from the in box that user becomes the owner of the application In order to ensure that only one person may access the application it will be removed from the in box from every other member of the user s Approver Group If it has been opened in error and belongs to another member of the user s Approver Group you may click on the Action button and use the Put Back function This places the application back into the in boxes of all the members of the user s Approver Group Alternatively if the user knows who should be handling the application the Forward function described below may be used See Additional Information Edit Information Click on the Edit Entire Application button This will open a new tab window that will allow you to move through the entire Application Record Non editable fields will be grayed out Although you may update Sponsor Program information on these pages you will need to use the Update Sponsors amp Programs function described below Principal Investigator Information The Pl information is displayed under the Information heading Currently the appointment end date is not displayed in this section Until this has been added
9. 41 Forward Task cti a A ea 41 Search All Units ApplicatiONS 000 A A A da a tati 42 Search Paramete Sodi sec eramana a eiea i A A A E 42 ME a Esiet AARI NRE ANES E hebevetessbebes sbbetestesecteessaebleaceebebesghoteeeeseete skits 43 Maintain Sponsors ProgramS cccescccessscessseceseeecsececssecesseccsseecsaececseecesseccsaeceesaececseecsseeeesaececsaeeesnees 44 Maintain INSIRU S oegi enia ENEA ERARE A EEA 44 Ethics Personnel ui a A e aai a 45 Research Accounting Personnel cccccccecsssessssscecececessesenaececeescesseseaeseceessessesaeaeseseceseeaasaeeeeecessesesasaeeeesens 45 Controlled Goods Personnel x itis cada ii shes anada sino eaka aaea i abia deusdeovanedbesi cin 45 EHS PeKsOnme lit sca tt nt A da ce aca aunts facet A a A dad 45 Commercialization Personel inienn aan a 46 Provost ASSIStANt eo aAA A a AA a ae A ee eA ee 47 Appendix 1 Guidelines Regarding Eligibility to be a Principal Investigator at the University of Toronto and Related Procedures tica Soca A AAA ca ag sant AA A 49 Appendix 2 Email Notification Details Table ccccccccccccessssssseceeeeecessessaeseceesessseeaaeseceessesseauaeeeeeesseseaea 52 Appendix 3 Email Notification Texts ccccccccccccssssssssecececeseesesneaeeeeecesseaaeeeeeeecesseseaaeseeeessessesasaeeeesessesseea 53 Appendix 4 Workflow Rules a idas id a dias taa 59 Appendix S Escalation FICS A ti 60 Appendix 6 Mapping of Applications to UAG ccccccccccccesssssss
10. Chair Required Approvers UofT Agencies amp Foundations Group If the sponsor requires a hard copy signature from the University please print this page and attach it to the printed signature page and circulate the page for endorsement Please be aware that email notifications are sent sequentially to approvers on a nightly basis Should you require an expedited approval please contact the offices indicated above You may monitor the progress of the approvals through the system by going to the My Applications tab under Application Search If the Sponsor requires a hard signature on a piece of paper please print this page and attach it to the signature page when requesting a signature NB If you need an approval in a hurry contact the approvers listed on the Confirmation page Notification emails to approvers are sent only twice a day once in the morning to catch the previous evening s submissions and once in the evening to catch the day s submissions However the application will appear in the first approver s inbox as soon as it has been submitted and will move through the approval hierarchy as soon as the previous approver has approved the application 23 Searching for Applications If the only role assigned to you within the system is Principal Investigator you will land on the My Applications page This page lists all your applications which are under development have been previously submitted or have been r
11. Government of Canada Agencies and Departments Canadian Institutes of Health Research _ Natural Sciences amp Engineering Research Council C Social Sciences amp Humanities Research Council Canada Foundation for Innovation C Canada Research Chairs CIHR Canada Research Chairs NSERC _ Canada Research Chairs SSHRC Networks of Centres of Excellence C International Develoopment Research Centre Canadian International Development Agency C Other Gov of Canada Agencies amp Departments Government of Ontario Agencies and Departments C Ontario Centres of Excellence Ministry of Economic Development and Innovation Ontario Genomics Institute _ Ontario Institute for Cancer Research C Other Gov of Ont Agencies amp Departments Government of United States Agencies and Departments _ National Institutes of Health C Other Gov of US Agencies amp Departments University of Toronto Research Programs Connaught Fund C Self Funded Research Program If a generic or other Sponsor is selected an input box will Other Sponsors appear with a prompt to enter the Sponsor name Foundation Industry l Other 4 Previous J _ next p Esae LiSendtosst ff Delete The minimum number of Sponsors and Programs needed to ensure that applications are directed to the appropriate approvers have been liste
12. Role gt You may access initial training documentation for your role at lt link gt User Role Removed The following role has been removed from your account in the Research Application System lt RIS Role gt Confirmation of Assigned Roles According to the Research Application System you have designated the following role s lt user Name gt lt RIS Role gt Please note that it will take 24 hours for the designation to occur If the user no longer performs this role please remove the designation by logging into the system at lt link gt and follow the steps under the Designate tab Confirmation Required for Approver Position The position lt name of position gt has been linked to the following organizational unit lt name of org unit gt The position is currently held by lt Name of person gt Please log onto the RIS research application submission system and indicate if this position should have signing authority for this organizational unit If the unit itself is not authorized to administer sponsored research funds please set the indicator to no 58 Appendix 4 Workflow Rules 1 Workflow is initiated when PI clicks submit Simplified Schematic 2 Application is directed to the Chair Director Dean of non ee departmentalized Faculties of the unit of the Pl s unit of Primary Appointment a If the Administering Unit selected by the Pl is not the Primary Chpir Director Pl s uni
13. attached application prior to generation of the notification email The text of the email may be found in Appendix 2 Forward Task If the application needs to be to another University Approver for action click the Forward button The click invokes a search box which allows you to search for any other University Approver The list is not restricted to users in your Approver Group If you want to return all UAG users insert the wildcard into the search box Select the appropriate user by clicking on the box to the left of the name You will have the option of including a note when the application is forwarded The user to whom the application has been forwarded will receive a notification email immediately 41 upon execution The text of the email may be found in Appendix 2 NB The forward task sends the application to an individual in box It does not place it in the in box of all members of the user s associated Approval Group When the application has been approved close the window tab to return to the in box Search All Units Applications This functionality allows UAG members to search for applications at any point in the submission process from the initial PI save to post University approval Number of Results Returned gt Hide Quick Criteria Maintenance Application Record Number 1 To E gt RIS Application Number To g
14. email address in ESS ls nadia saracoglu tutoronto ca ESS Home Address Email Emergency Contact Employment Equity Profile Report Academic Profile Report Bank Pay Statements Tax Slips Vacation Absence Vacation Protection Benefits Report Health Plan Insurance Joint Membership Benefit Forms Pensions PPED Employee PPED Reviewer PPFD 1 Up Manager The above email address will be used for all correspondence from ESS as well as for private correspondence from Human Resources Therefore you must use a University of Toronto approved email address Click below for a list of approved email domains Approved Email Domains Click here for Instructions on obtaining a Utoronto email address ESS Home Address Email Emergency Contact Employment Equity Profile Report Academic Profile Report Bank Pay Statements Tax Slips Vacation Absence Vacation Projection Benefits Report Health Plan Insurance Joint Membership ns PPED Employee PPFD Reviewer PPED 1 Up Manager Personal Information Email Address Change Eman asaress firstlast utoronto ca Your email address has been saved successful The above email address will be used for all correspondence from ESS as well as for private correspondence from Human Resources Therefore you must use a University of Toronto approved email address Click below for a list of approved email domains Approved
15. of 10 keywords 7 Disciplinary Classification a From the list provided select the broad disciplinary category which best describes this project 8 Click Next 15 Project Classification Subpage Themes Project Classification 14 144 Overview Themes Select the Theme Subthemes from the University s Strategic Research Plan which describe this application Select all that are applicable At least one Theme Subtheme must be selected ADVANCE Institutions Peace and Prosperity m Law Ethics and the Public Private Interface The Knowledge Economy Development and Social Innovation Peace and Conflict BUILD Community and Liveable Societies m C Livable Cities 2 _ Immigration Internationalization Multiculturalism and Identity C Human Rights Justice and Humanitarianism ENABLE Technologies for the 21st Century C Innovation and Computation Nanoscience and Nanotechnologies C Simulation and Imaging ENGAGE Mind Language Culture Values Language and Representation in the Era of ICT Digital Media and Social Networking Mind Brain and the Human C Values in Personal and Public Life Q EXPLORE Our Place in the Universe E _ Exploration of the Cosmos 2 Planet Earth C Origins and Diversity of Humanity Society and Cultures
16. overhead rate specified in the Application Record is acceptable to the Faculty Ihave read and agree to the above conditions i Submit Provost Undertaking Undertaking This approval confirms that 1 The support required of the administering unit as outlined this Application Record and in the attached application including administrative and financial support as well as space will be provided should this application be successful and 2 All University of Toronto commitments listed in this Application Record or in the attached application have been confirmed including those commitments not under my control and 3 The research will be administered in accordance with the Sponsors terms and conditions and the Universitys policies and procedures and 4 The overhead rate specified in the Application Record is acceptable to the University C Ihave read and agree to the above conditions E Submit 63 Appendix 8 How To Change an Email Address in ESS October 2012 1 Loginto ESS http www hrandequity utoronto ca resources ess htm 2 Put your cursor on the Personal Information Tab and select Email from the drop down menu ESS Home Site Map ESS Home Use the Drop Down Menus above to access ESS Services When you are finished please Log off using the Log off link on the blue bar above For help using ESS services please call use the ESS Heip Form or call 416 978 3772 Your current
17. where there is both a Chair and Director in the same Organizational Unit the Chair Position will receive the applications Similarly if there is a Chair and a Dean in the same Organizational Unit applications will be directed to the Dean Position This functionality also allows the Provost Assistant to remove signing authority from a Position where the Human Resources data is incorrect e g two Chairs in one Department or where the Director of an EDU C or D has been recorded 47 Provost Assistant Functionality When a new approval Position is created or existing approval Position is moved from one Organizational Unit to another the Provost Assistant will receive an email notification See Appendix 3 Email Notification Texts for the contents of the email In order to confirm remove a Position from the approval hierarchy the Provost Assistant must locate the relevant Position and delimit the authorization In order to remove the Position from the approval hierarchy enter the current date as the End Date To confirm the Position enter 31 12 9999 as the End Date The Position may be located by entering either the Position Number or the Organizational Unit Number in the search box These numbers are included in the text of the notification email Remove Signing Authorization Remove RIS Signing Authorization from position Dean Start Date End Date 48 Appendix 1 Guidelines Regarding Eligibility to be a Principal In
18. will be generated The table also shows if U of T co investigators collaborators have signed the application b If an approver would like to view the entire Application Record click on the View Entire Application link in the upper right hand area of the page c An approver may create additional notes which will be attached to the Application Record These remain on the permanent record An approver may attach additional documents to the Application Record The Status History link will show the various stages of the approval the individuals associated with the stage and the time at which the stage was initiated Put Back an Application If an approver has an alternate applications will appear in the in box of the primary approver and all alternates When an application is opened by an approver it is removed from the in box of all other approvers in the group In order to put the application back in the other in boxes the user must access the put back function 1 Click on the Action button in the upper right hand of the screen 2 Click the Put Back button This will put the application back to the in box of the original recipients NB If an alternate was not active at the time of original submission it will not be placed back into that user s in box Application 141390 AGEIST SOCIETY Click to access Put Back Task Application Application Approval Application Number 141390 Application Title AGEI
19. 2 Click the End Assignment button NB Role assignment is not immediate It will take approximately 1 day for a new Assistant to have access to the role Roles assignment uses the Human Resources System as such this transaction is not available during payroll runs month end and year end Maintain My Collaborators This transaction is not currently available Co Investigators and Collaborators Co Investigators and Collaborators listed in the Application Record will receive an automatic notification when the application is submitted for approval University of Toronto Co Investigators and Collaborators may login and endorse the application 25 Click on the Collaborations tab and then open the application by clicking on the title of the application you wish to endorse History Favorites Personalize View Help Applications My Research On line Applications gt Application Sea gt My Applications w Application Search My Applications Collaborations 2 Create New Application gt Designate View Standard View w Sy Display Application Copy Application Exp Collaborator s NB It is not a system requirement that University of Toronto Co Investigators and Collaborators endorse the application Approvers Chairs Directors Deans Principals UTM UTSC Provost In addition to your PI role you will be able to approve applications for your unit search for applications where Pls and Co Pls are attache
20. 2 Designate Business Officer s for Research Applications This selection functions in the same manner as the Designate PI utility Business Officers are required in order to enable the workflow for the Self Funded Research Program and in order to handle the receipt of notifications regarding requested changes to PI HR information Deans Non departmentalized Faculties Select Others under the Designate tab 1 Select Designate Alternate s for Research Applications This selection functions in the same manner as the Designate PI utility Search results are restricted to faculty members Alternates may not designate Alternates NB Alternates receive the same email notification as the primary approver Applications will be deposited in both the Primary Approver s in box and any Alternate Approver s in box provided the Alternate was set up prior to submission of the application 2 Select Divisional RSO Officer s for Research Applications This selection functions in the same manner as the Designate PI utility Divisional Research Service Office Officers are copied on notifications to the Dean Alternate Alternates may designate Divisional RSO Offer s for Research Applications 3 Designate Business Officer s for Research Applications This selection functions in the same manner as the Designate PI utility Business Officers are 31 required in order to enable the workflow for the Self Funded Research Program and in order to handl
21. Email Domains Click here for Instructions on obtaining a Utoronto email address ESS Home Address Email Emergency Contact Employment Equity Profile Report Academic Profile Report Bank Pay Statements Tax Slips Vacation Absence Vacation Projection Benefits Report Health Plan Insurance Joint Membership Benefit Forms Pensions PPFD Employee PPFD Reviewer PPFD 1 Up Manager 4 Log out of ESS or continue with other tasks 64
22. Program in RIS you must update the 39 Sponsor Program combination to a Known Sponsor Program in RIS Click on the Update button A pop up search box will appear with the following search criteria Sponsor ID Sponsor Search Term Sponsor Name Program ID Program Name Update Sponsors and Programs Sponsor ID Sponsor Search Term If the Sponsor or Program is not found in RIS follow the Standard Operating Procedure for the creation of new Sponsors Programs If the correct Sponsor Program is returned select the appropriate combo by ticking the box at the left side of the Sponsor Program record You will notice that when a Sponsor Program combo is selected from RIS MRA will automatically insert the check mark in the Confirmation box NB Although MRA will allow you to approve an Application without updating the Sponsor Program best practice is to update the information at the time of initial review This ensures that information is corrected in a timely manner Document Attachments From the Document Attachments table you may download any attached document that has been uploaded by any user in the hierarchy You may also attach any other relevant document e g program guidelines RFP etc NB Attached documents may be viewed by anyone in the approval hierarchy 40 History Notes The History section of the Approval screen stores all notes and email notifications related to the Application Record in reverse chrono
23. Research Information System External Institutions Database c If the relevant institution cannot be selected from either of these lists you may enter a new institution i First search the External Institutions database ii If the institution is not found click Create New Institution 1 Enter Institutional name and country 3 Click Next Project Classification Pages Project Classification A F Overview Themes This is a This question only appears for those programs which the University treats as a renewal Does the topic of work research have an international component Please rate the likelihood of this project having knowledge transfer potential Examples inicude new strategies concepts best practices etc to improve social needs of all kinds such as working conditions community development and health with the primary goal being social good vs financial gain unlikely O1 O O4 OS likely Please rate the likelihood of this project having commercial potential to industry or as a new venture unlikely O1 4 Os likely Would you be interested in speaking with a representative from the Innovations amp Partnerships Office about U of T s Inventions Policy commercialization of inventions or collaborative research with industry Please specify key words for the project At least one key word is mandatory 14 1 New Application or Renewal This ques
24. ST SOCIETY A View Entire Application Escalation Reasons Searching for Applications My Unit s As an Approver you will see two search types When you click on Search Applications you see two sub tabs My Applications and My Unit s Applications The later allows you to search for applications 29 associated with your unit applications are administered in your unit or the applicant is associated with your unit My Unit s Search Functionality A ie Quick riera Maintenance Change Query RIS Application Number To Tie ow Investigator o a To oe Administering Unt Ol a gt Search Parameters Competition Date ota ml Sponsor D o al To ag Program D o a To gt Status Y Vew Standard Vew v 2 Display Application Click on header to Output Table Header __ RS Applicaton Tte Principal investigator Colaborator s AR Admin Unt Text Competition Date Sponsors Programs Status sort results At the top of the Search Box the tab displays the number of Applications returned by the search Search Parameters e RIS Application Number multiple range of values e Title multiple values e Investigator multiple range of values Administering Unit multiple values e Competition Deadline multiple range of values e Sponsor ID multiple range of values e Program ID multiple range of values e Status current status of the application The operator between search p
25. September 3 2013 My Research Applications User Guide HA DE A A aa sio 4 Browsers Supported sissies geet a iia 4 SUSTO ACCESS aiai to A EAT EEEE E Gut A CREE A A A A EA A 5 latolo Aah ATN S E E EE E A EA S E E E E EEN 5 United a meninei ia 5 University of Toronto Research Support Personnel c cccccccessessssscecececeesessaeeeceeeeeesessaeeeesesssesnasaeeeesens 5 COMMON FunctioNality ii a datan 5 Notes amp DOCUMENTS rica ad 5 Email Notifications nresnani eee ade 6 PING Pal INVESTIBATON evi dt E dud abvantndtels A A Ad nt 6 Submitting a Research Application for ApproVal cccccononoooonncnnnnnnananonononnconnnananononnnnnnnonnononnnnnnncnnnanonos 6 Step Dy Step O 9 Identifica Mia eles eee iia tee nde Maia ae ee i as 9 Sponsors and Programs Pages ineine A cute A A aaa ale Restore kisah des 11 Co Investigators amp Collaborators P gen vrnn ina a a a A ani iai Eas 13 Project Classification Pages ccccononooooncnnononanononnnnnononnnanononnnnnnnnnnnnnnnnnnnnnnnnnnnnno no nnnnnnnnnnnnnrnnnnnnncnnnns 14 Project Classification Subpage THEMES c sssscccccecessessnsececeesseesesesaeeeeeceseesecsaeeeesesssessaeaeeeesens 16 Location of Research Page A did aian 17 Certification Pages iii sees Sas eae Aaa OR A A OAA 18 Planning amp Resources Pages cccsesssssscecececessessaeseeececesseaaececeessessesaeaeeeeseeseesaeaeeeeeeesseseaaeaeeeeeens 20 Related Agreements Parera a dd 21 Upload DOCUMENTS Page iii a
26. a ncnnnes 35 Review of Applications Optional Process ccccccccssscccesssscecsessececssssececsesaececsesseeeceesaeeeceesaeceesesaeeeeeeaaes 35 Searching for Application S 22005 ici cdi e at a deb 36 UniVersity ApproVerS carioca aia ld cid aeden einen 36 University Approver Group cccccccccnonnnonononnnonononnnonnnnnnnnnnnn nono nono nn nn nn nono nono nono nono nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnononons 36 EI A A 36 A AN 37 Approve Reject an Application ccccccssscccsscceescecsssceessececseeceseecssececssecesseeceasecesaececaseceseeeeaeeeeaaeceeseees 37 WAG Approva lr mitin dt daa wah ek eto de rs aA ee La 38 Put Back FUNCION td 39 See Additional Information Edit Information ccccssccccccecessesesccceceeececseseneececcescecsensneeeeseseeessntaeens 39 Principal Investigator Information c cccccccesssssssecececessesecneaeceeeceseeeaaeseeeeeceseeeaseeeeeesseeseseaaeeeesenseeegs 39 Co Investigators CollabOrators ccceccccsssseescccesseecsseeecsseceeseecsseeccsaeceessecesseecaseecsaeceeseecsseeeesaeeeessecenes 39 Update Sponsor amp Programs ccccccssssscecececeesesseaecececseseseeaaeeeeeceseeseeaeseeeesceseeaaaeseeeeesessesaaeeeesessesags 39 DOCUMENTATTACHIMONTS istisne iain eaa dt ed 40 HIStO Note titi EA 41 ApproVe Rele iii A AA A ES 41 Status AO A a e ites eet 41 Send Student Fellow Email ccccccccccccecsesssscccccecsssesenneceeseecessesenececeeececseseneeeesesceesesenueeesesceesenenanens
27. all that apply 1 UofT Campus Location a If research activities are being carried out at a U of T site select the relevant campus es 2 Fully Affiliated Teach Hospital Location a If research activities are being carried out a Fully Affiliated Teaching Hospital select the site s from the drop down list provided NB Selecting a hospital will route the application upon submission to the appropriate hospital approver 3 External Institution a If research activities are being carried out at an external institution click the Select Institution button to search the University of Toronto database of external institutions If the institution is not found you may then enter a new Institution 4 Field Work 17 a If research activities are being conducted at a field site enter the location and select the associated country for the location 5 Primary Location of Research a If only one location has been selected the Primary Location will default to this location b If more than one location has been specified you must select the primary location from the list provided Certification Pages The Certification Pages have been broken into two pages The first covers Animal and Human Participant Protocols and the second covers permits and controlled goods Protocol Page showing PI s Human Participants Protocols Certifications nE Protocols Permits Select all that apply Are animals used in the research Yes No A
28. arameters is and Value ranges may be entered on those parameters where there is a to box associated with the parameter o To access multiple values or multiple ranges click on the yellow arrow to the right of the parameter Output Table Values e RIS Application Number e Title e Principal Investigator e Co Investigator Administering Unit e Competition Deadline Date e Sponsor s Program s e Status e Status Date amp Status Time 30 The full application may be accessed by clicking on the Title in the record Clicking on the box at the right side of the record will display at the bottom of the screen detailed header information regarding the application Results may be sorted on any of the output values by clicking in the table header in right side of the desired sort value Results may be exported to Excel Designating Other Positions The positions which you may designate are contingent on your role within the system Chairs Directors Select Others under the Designate tab 1 Select Designate Alternate s for Research Applications This selection functions in the same manner as the Designate Pl utility Search results are restricted to faculty members NB Alternates receive the same email notification as the primary approver Applications will be deposited in both the Primary Approver s in box and any Alternate Approver s in box provided the Alternate was set up prior to submission of the application
29. arch application s has have been submitted for your review and approval Application lt Application gt PI Name lt PI Name gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Please login to the Research Application System using your Research Application System ID and Password at lt link gt to complete your review of the application s Applications awaiting your approval may be accessed through the Inbox Application s for Review The following research application s has have been submitted for your review Application lt Application gt U of T Pl Name lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Please login to the Research Application System using your Research Application System ID and Password at lt link gt to review the application s Applications awaiting your review may be accessed through the Application Search tab Application Returned The following research application has been returned to you for revision Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Please review the comments in the Notes section of the online form prior 54 UAG Approver Student or Fellow UAG Approver Pl UAG Approver Pl UAG Approver Pl to any resubmission You may access the application through th
30. ay be possible for those who do not meet the University s standard eligibility requirements with the written support of the Dean or Principal of the Faculty or College and the Provost s Office o Awritten request from the individual s Chair or Academic Director should be submitted to the Dean Principal or designate to whom the Chair or Academic Director reports The request must address the following points 1 the exact nature of the individual s appointment with the University 2 the sponsor to whom the application is being submitted the corresponding deadline and the term of the grant contract if the application is funded 3 that the individual and the funded research proposal are consistent with the unit s overall research program and the academic priorities established in the unit s academic plan 4 that the research proposal includes potential for the meaningful involvement of graduate students 5 that the unit head ensures provision of all normal and necessary administrative and other unit support for the project 6 that the unit head takes responsibility for ensuring the University s standards of financial ethical and scientific accountability in the conduct of the funded research project and has formally established intensified reporting arrangements with the individual to this end 7 that it is understood that the University may sever its relationship with the project at any time if accountability standards are not maintai
31. cations to UAG Managers Managers are members of University Approver Groups and have all the functionality associated with a UAG user However Managers do not receive the standard email notification of new applications awaiting action 36 Inbox Initially an application will appear in the in box of all members of the UAG When an application is opened by a UAG member it is removed from the in boxes of all the other UAG members This prevents more than one approver from working on an application at the same time A Show All y yra TE Number Subject Sponsor Program 1 From Due Date Sent Date Status a gt 141542 provost undertaking test Canadian Institutes of Health Research Operating Dr Faye Mishna Feb 12 2013 Yesterday In Progress 141539 The Legality of Human Koalas Social Sciences amp Humanities Research Council Connection Dr J David Hulchanski Feb 27 2013 Yesterday In Progress 141510 New Media in the Digital Age Social Sciences amp Humanities Research Council Insight Development Prof Elspeth Brown Feb 27 2013 Feb 5 2013 In Progress 141496 Topics in Ancient History Social Sciences amp Humanities Research Council Insight Prof Enrico Raffaelli Oct 31 2030 Feb 5 2013 In Progress 441494 Test proposal UJK Natural Sciences amp Engineering Research Council Discovery Program DrFayeMishna Feb27 2013 Feb11 2013 In Progress 141472 test submit at cross nursing primary is UTSC soc 2 Social Sciences am
32. ct 22 Principal Investigator Undertaking ccccccononoononnnnnonnnnononnnnnnnnnnnnnononnnnnnnnnnnnnononnnnnnnnnnnonenonnnancnnons 23 Confirmation eihera a wesc cecal dae ta AAA dv gauge eda a E e aa ated A 23 Searching fOr Applications a a ee ah Se de e la A 24 Tracking the Approval of your Application coccococononooncnnonononononanonononnnnnnnonnonnnnnnnonnnnnnnnnnnnnnnanannnonanoss 24 Copy a Previous Application Record oooooococccccnnnonononnnnnnnnnononononnnnnnnnnonnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnncnnnnnones 24 Designate PASS dd de credo LA 24 Maintain My Collaborator 0 ii ratas 25 Co Investigators and Collaborators ccccsccccccscsssessaececececesseseeaeseceessesseeeaeeeseessesesaeaeseesesseeseasaeeeeseeseeseea 25 Approvers Chairs Directors Deans Principals UTM UTSC PrOVOSt ocoooccccccnonnnonancnonanononanonananonanonannnos 26 Inbox table Header siii tit 26 Approving Applications Wel a hatha dest a ia aE E eien Os 28 Put Back an Application occcccononoononnnnnnnnnnononnnnnnnnnnnnnononnnnnnnnnnnnnonnnnnnnnnnnnnnnrnnnnnnnnnnnnnnornnnnnnnnnnnnnnns 29 Searching for Applications My Unit S ooocccccncnononoonnnnnnnnnononononnnnnnnnnnnnnnonnnnnnnnnnnnonnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnns 29 My Unit s Search Functionality seei enisinia aia e idas a aas 30 Designating Other POSitions ccccccccccecessssessceeececessesseseeeeecesseseaaeeeeeeeceseeseaaeaeeeessesseseaaeaeeeesseseessaaeee
33. d Where a Sponsor or Program is not listed you will be prompted to enter the name of the relevant Sponsor and or Program 1 Select the relevant Sponsor s or Sponsor Category for the application You must select at least one sponsor If there are collaborating sponsors please select all the relevant sponsors a If you select a Sponsor Category or Other Sponsor e g Foundation you will be prompted to enter the name of the foundation 11 Enter Program Name if Not a Listed 2 Click Next This will take you to the Programs sub screen I gt 4 Sponsors amp Programs Select Sponsors Program Discovery Program Idea to Innovation Engage Total Amount Requested CAD 0 00 Total IDC Requested CAD 0 00 Select Program by entering the total amount requested including any indirect costs IDCs Where relevant entergi otal IDC requested from the program Natural Sciences amp Engineering Research Council Name of Sponsor selected on Previous Page Granting Council PIN Calaborativa Research and Development Select the Program by entering the amount requested ra 4 Select Programs Amount Requested Currency Amount Requested 0 00 0 Canadian Dollar 0 00 0 Canadian Dollar y 0 00 a Select the relevant program related to the sponsor s vi 3 Click Next If the program name is not present enter the name of the program in the field provided If
34. d to an application and designate other roles As an Approver when you login you will land in the in box The inbox lists all applications awaiting action approval rejection Options v Inbox Y No entries found to display w Application Search My Applications My Unit s Applications Create New Application w Designate Pl Assistant Others In box table header e Number RIS Application Number e Subject Title of the application e Sponsor Program The sponsors and programs as entered by the PI 26 e The exclamation mark in a record indicates that the application contains one or more escalation factors see Appendix 5 for list of factors e From Plonthe application e Due Date Competition deadline entered by the Pl e Sent Date date on which the previous person in the workflow acted on the application e Status Either New or In Progress In Progress applications have been opened but have not been approved rejected If an approver has an alternate applications will appear in the in box of the primary approver and all alternates When an application is opened by an approver it is removed from the in box of all other approvers in the group This prevents more than one approver from working on an application at the same time 27 Approving Applications 1 Inthe in box click on the Subject of the Application Record A separate window will open with summary information
35. e Dr xx C Increased Utility Usage Principal Investigator Email blueformuoft gmail com C Incremental Space Principal Investigator Phone 416 978 1973 C Renovation Construction Principal Investigator Rank Professor Teaching Release Time Required Principal Investigator Tenure Status Tenured Y University Direct Cost Primary Appointment Faculty of Social Work Faculty of Social Work C Foreign Sponsor Administering Unit Faculty of Social Work Faculty of Social Work C Decanal Approval Required Standard Overhead Rate Not Met C Program Requested Amount Threshold Exceeded C Grand Total Requested Amount Threshold Exceeded Co Investigators Collaborators f A Designation Name Institution Email External ID Signed Co investigator Prof Jason Hackworth blueformuoft gmail com O Co Investigator PROF CARLOS TEIXEIRA blueformuo ft gmail com 0013001501 O Programs and Sponsors All amounts are in Canadian Dollars 1 indicates that the Sponsor is Unknown t IDC Standard Confirmed Sponsor Program Amount sete IDC Rate PERRIS cea Cc Natural Sciences amp Collaborative Research and 100 000 500 000 0 0 0 Engineering Research Development Council Oo Bombardier Research Program 100 000 500 000 20 000 25 40 1 Total Request Amount 200 000 Document Attachments na SSS Document Type Description Document Date Uploaded By Uploaded Date Research Application Proposal to NSERC with support letter from compan Feb 20
36. e following path Research Application System gt Application Search gt My Applications Please be reminded that applications must be approved by the University prior to submission to the sponsor Notification of Fellowship Studentship Application An application for a Fellowship Studentship for you from the lt Sponsor Name gt has been submitted by lt PI Title amp Name gt Please contact lt VPR owner name gt at lt owner name email gt in the office of the Vice President Research and Innovation if this information is incorrect You will be notified of the outcome when the results of the competition are known Approval to proceed with full proposal The University has approved the following draft application to proceed to a full application Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Application Approved by University Please forward to Sponsor The University has approved the following application for submission to the Sponsor s Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Please continue with the next step s in submitting your application For ELECTRONIC Applications Follow the Sponsor s online instructions For PAPER BASED Applications Obtain any required signatures and forward your application to the S
37. e funds for the portion s of the project they will manage at the discretion of the Principal Investigator Collaborators are individuals o pt lons h ave b een se l e ct e d who contribute their expertise to a particular area s of a project and who are normally ineligible to receive funds under the Sponsor s eligibility criteria but before the Project Designation Name Email Collaborators and Lead E No co investigators and or collaborators selected Institution have been Is U of T the lead institution for this application named e No Lead Institution Please select a lead institution 1 Are there Co Investigators and or Collaborators Yes No If yes these people may be linked to the application in one of four ways a Select from My Collaborators this is a self compiling list of co investigators and collaborators with whom you have worked in the past b Select from U of T Personnel you may search the U of T personnel data base for other U of T eligible applicants c Select from the Research Information System External Collaborators database This is a listing of co investigators and collaborators on U of T research projects d If the relevant individual s cannot be selected from any of these lists you may enter a new person i First search the External Collaborators database ii If the co investigator collaborator is not found click Create New Collaborator 1 Enter
38. e the receipt of notifications regarding requested changes to PI HR information Deans Departmentalized Faculties Principals UTM UTSC Select Others under the Designate tab 1 Select Designate Alternate s for Research Applications This selection functions in the same manner as the Designate Pl utility Search results are restricted to faculty members Alternates may not designate Alternates NB Alternates receive the same email notification as the primary approver Applications will be deposited in both the Primary Approver s in box and any Alternate Approver s in box provided the Alternate was set up prior to submission of the application 2 Select Divisional RSO Officer s for Research Applications This selection functions in the same manner as the Designate Pl utility Divisional Research Service Office Officers are copied on notifications to the Dean Alternate Alternates may designate Divisional RSO Offer s for Research Applications 3 Designate Business Officer s for Research Applications This selection functions in the same manner as the Designate Pl utility Business Officers are required in order to enable the workflow for the Self Funded Research Program and in order to handle the receipt of notifications regarding requested changes to PI HR information Although this would normally be a function of the Departmental Business Officer this Faculty level Business Officer functions as a fall back in the event that the Cha
39. earch Information U of T Administering Unit UTSC Dept Computer amp Mathematical Sci UofT Scarborough Title of Research max length 240 Competition Deadline vyyy mm dd EA Student Information if fellowship studentship Student Name Subordinate fields appear when name entered Review Options Prior to submission this application received check all that apply C An arm s length peer review A departmental peer review C An informal peer review There was no peer review Next gt D H save 1 Review your appointment information This information is based on your HR record If there is incorrect information click on the Notify Business Officer of Change link A message box will open in which the corrections may be entered Click OK and the Business Officer associated with your unit of primary appointment will be altered to the change request NB Your Business Officer cannot update your email address See Appendix 8 How to Change an Email Address in ESS for instructions on how to update your email address 2 Select the administering unit for your application The administering unit will default to your unit of primary appointment If you prefer to have your research administered in a unit other than your unit of primary appointment click on the down arrow in the administering unit field and select the appropriate unit NB Only tho
40. earch application is to be submitted 21 1 Choose the type of agreement from the drop down box e g NDA MTA etc Provide a brief description of the document to allow OVPRI staff to identify the appropriate agreement Upload Documents Page Document Attachments Application has been successfully updated Upload the application document s and any other relevant document s _ Upload Document Filename Browse Description Document Classification bed Document Date El Uploaded Documenta Uploaded documents will be listed Filename Doc Number Description Classification Document Date E more o no documents unibaded here Documents may be downloaded by clicking on the title The application to the sponsor must be uploaded to the system 1 Filename a Browse to the location of your research application that you are submitting to the Sponsor 2 Description a Provide a brief description of the document being attached e g Form 180 3 Document Classification a Select the document type from the drop down list 4 Document Date a Input the date of the document NB Complete all the descriptors for the document before clicking the Upload button 5 Click Upload Multiple documents may be uploaded however only one document may be uploaded at a time Uploaded documents will appear in the space below and may be downloaded by clicking on the title Prior to submissi
41. ecord that you want to renew by clicking the box at the left of the Record and then click the Copy Application button A new Application Record will be created by copying the information from the existing Application Record Review the new Application Record and make any necessary changes Attach a revised research proposal to the new Application Record agree to the Undertaking and submit the new Application for approval Designate a PI Assistant With the exception of completing the Pl Undertaking and submitting an application a Pl Assistant has access to the same functionality as the PI 24 Application Search My Applications Designate PI Assistant Assigned Personnel Fal Create New Application Designate PlAssistant Start Date End Date E No Personnel Assigned Search Criteria Last Name First Name Lik Search Add a Pl Assistant 1 Click on the Designate button in the side menu 2 Add your Assistant by clicking on the Add Designate button 3 Search for U of T personnel NB You will only be able to designate U of T personnel who have ongoing staff appointments at the University 4 Enter the end date for the designation An email notification will be sent to the individual designated You may designate more than one Assistant Remove a PI Assistant 1 Select the Assistant from the list of Assigned Personnel by clicking in the box to the left of the record
42. ectation or opportunity to request Indirect Costs this field will be active o High Hazard Chemicals o Controlled Goods e Atleast one key word to describe the research up to 10 may be entered e Identification of the related University Strategic Theme and Sub Theme e Disciplinary Classification e The location of research including the primary location if more than one e Yes No declaration o Does the proposal involve a contribution by the University to the direct costs o Does the proposal involve the acquisition of high performance computing infrastructure Will the project require additional space not presently under your control Is there any construction or renovation involved in this project Are new increased utility requirements likely as a result of equipment purchases or construction renovation o Does this project require teaching release e Anuploaded copy of the application e Agreement with the Principal Investigator Undertaking NB Depending on the answer provided some questions will generate subordinate questions General Features Mandatory fields are marked with a red asterisk e Some questions will generate subordinate questions o Subordinate questions may also have mandatory fields which will also be marked with a red asterisk e The side menus are active Clicking a menu item will take you to that item e f additional display space is desired on the main screen the side menus may be collapsed by clicking on the arro
43. ediately above the Approve and Reject buttons Searching for Applications The screen design and functionality for searching for applications is the same as that described above See Searching for Applications My Unit s NB Search results will be restricted to those applications where the location corresponds to the institution for which the user has been designated as Affiliated Institution Research Services Office Personnel Divisional Research Services Office Personnel Personnel assigned this role will be copied on system generated notices sent to their respective Divisional Approver s Divisional Research Services Office Personnel do not have an in box as they are not in the approval hierarchy However if the local practice includes a review by RSO staff prior to approval by the Divisional Approver MRA accommodates this process Review of Applications Optional Process 1 Use the search functionality in My Unit s Applications to locate the application identified in the email notification See Searching for Application s My Unit s 2 Open the application by clicking on the Title Review the application 35 4 Use the Notes function to record comments a Notes are sorted with the most recent at the top When the approver accesses the Approval screen the note from the DRSO staff member will be at the top of the Notes window located immediately above the Approve and Reject button Searching for Applications T
44. eturned to you by an approver NB Applications captured in the system are on a go forward basis from the launch date Historical information is not being loading into the system at this time A history of your previous applications before system go live may be viewed through the Application tab of My Research On Line Each of your application records will contain the following data points RISH Title Principal Investigator Collaborator s Sponsors Programs Status current Approver s The table may be sorted on any of the columns by clicking on the right hand corner of the column heading The Application Record may be accessed by clicking on the Title Tracking the Approval of your Application If you click on the box at the left of the Application Record the row will be highlighted and additional information on the selected Record will be displayed at the bottom of the page including who is currently handling the review of your Application When the final approval is provided an email notification will be sent to you If the application is returned to you an email notification will be sent to you immediately Progress may also be tracked through the Status History This report is available from the Application Record and can be accessed through the sidebar of the Record Copy a Previous Application Record If you want to copy a previous Application Record e g a resubmission of a CIHR Operating Grant Application select the Application R
45. f those who will be automatically assigned a Principal Investigator role in MRA and those who should follow the Exceptional Cases instructions below o NB If you have not used ESS or My Research On Line MROL for a period of two years your account will be deactivated please contact raise utoronto ca at least 2 days in advance of submission to have your account activated e Clinical faculty appointed under the Policy for Clinical Faculty or individuals who are employed at an affiliated institution such as an affiliated teaching hospital and hold a status only appointment at the University o A faculty member intending to apply for research support through the University must submit a request for access to raise utoronto ca at least 2 days in advance of submission to have your account created The request must include the following information Name of the faculty member Name of U of T unit in which you hold your primary academic appointment Personnel number of the faculty member e Emeritus Retired faculty members o The Chair Director of the unit through which the retired faculty member intends to apply for research support must submit a request for access to raise utoronto ca at least 2 days in advance of submission to have your account created The request must include the following information Name of the retired faculty member Personnel number of the retired faculty member Unit name 49 e Exceptional Cases Exceptions m
46. first name last name institutional affiliation country and email address for the co investigator collaborator All individuals linked to the project must be marked as either a co investigator or collaborator Co investigators are defined as those individuals who will participate in the intellectual direction of the project and may receive their own budget Collaborators will provide a service to the project and will not be provided with their own budget If an email address is missing select the line and click on the pencil icon to edit the email address Definition Co investigators or Co Applicants are individuals who contribute to the overall intellectual direction of the project and who normally meet the Sponsor s eligibility criteria to receive funds for the portion s of the project they will manage at the discretion of the Principal Investigator Collaborators are individuals who contribute their expertise to a particular area s of a project and who are normally ineligible to receive funds under the Sponsor s eligibility criteria 13 NB All co investigators and collaborators linked to the application will receive an email notification informing them of their inclusion in the project 2 Is U of T the Lead Institution for this application Yes No If no you will be prompted to indicate the lead institution which may be done in one of three ways a Select from My Collaborators Institutions b Select from the
47. fox Macs Extended support version 17 0 7 recommended This version is available for download from http www mozilla org en US firefox organizations all html Pop ups must be enabled for the site Safari and Chrome are not compatible System Access MRA is available from 7 30 a m to midnight During the evening of payroll runs month end and year end designation transactions see Designate a Pl Assistant Designating Other Positions are not allowed The RIS Application Attachment System may be accessed from the Vice President Research and Innovation RAISE project page Campus Business Connect or directly from the My Research Applications login screen When your account is initially established it will be the same Username and Password as your AMS or ESS Employee Self Serve Username and Password However these are separate systems and your passwords are not automatically synchronized Overtime these different Passwords will move out of synchronization If you have not used any of these accounts for a period of two years your user licence will have expired Contact the RAISE Helpdesk for assistance Principal Investigators All tenured tenure stream and non tenure stream faculty with the rank of Professor Associate Professor and Assistant Professor and librarians 3 amp 4 have automatic access to the system Status only retired and emeritus faculty will be given system access upon request Please see Appendix 1 for complete Un
48. from the Application Record Application 141390 AGEIST SOCIETY Task Application Application Approval Application Number 141390 Application Title AGEIST SOCIETY H View Entire Application Information i Principal Investigator Name Prof X Increased Utility Usage Information Principal investigator Email blueformuoft gmail com 7 Incremental Space Principal Investigator Phone 416 978 3268 Renovation Construction Principal Investigator Rank Professor Applicant Escalation Reasons lt Teaching Release Time Required Principal investigator Tenure Status Tenured University Direct Cost Primary Appointment Faculty of Social Work Faculty of Social Work C Foreign Sponsor Admin Unit Administering Unit Faculty of Social Work Faculty of Social Work Decanal Approval Required Co Investigators Collaborators 2 Listed C Standard Overhead Rate Not Met Program Requested Amount Threshold Exceeded Grand Total Requested Amount Threshold Exceeded Programs and Sponsors All amounts are in Canadian Dollars Amount IDC Amount Standard IDC Rate Pri Amount Threshold IDC Rate Sponsor rogram Requested Requested 67 000 500 000 Sponsor Program Social Sciences amp Humanities Insight Development a Research Council Information z Social Sciences amp Humanities KTI Research Council Atkinson Foundation Tota
49. he schematic at the right demonstrates how MRA determines the appropriate first level approver for a PI s application Pls are attached to an Organizational Unit Attached to the Organizational Unit is a Job which is tied to a Position which tied to a Person In order to direct the application to an individual with approval authority MRA looks for one of the following Jobs e Director Job Object ID 22 e Acting Director Job Object ID 23 e Chair Job Object ID 25 e Acting Chair Job Object ID 26 e Principal amp Dean Job Object ID 15 Y WN e Dean Job Object ID 16 e Acting Dean Job Object ID 17 e Principal Job Object ID 12 e Acting Principal Job Object ID 13 e VP amp Provost Job Object ID 2 Organizational Unit e g Department This information has its source in the Human Resources Information System As new approval Positions are created or existing Positions are moved from one Organizational Unit to another there is a need to confirm the eligibility of the Position to act as an approver within MRA for the unit to which the Position is attached Override rules redirect Applications to the Acting or Interim Positions where one of these Positions is occupied Use example where the Chair is on administrative leave and Interim Chair has responsibility for the Department Additionally where there are multiple approver roles within a single Organizational Unit the higher value role will override the other role e g
50. he screen design and functionality for searching for applications is the same as that described above See Searching for Applications My Unit s NB Search results are restricted to those applications associated with your unit applications are administered in your unit or the applicant is associated with your unit University Approvers University Approvers are the final step in the application approval workflow University Approvers are those individuals who provide the final administrative review of the proposal assess the eligibility of the candidate against the sponsor s guidelines and provide the record of University approval in the system On a single application these different tasks may be conducted by a number of different individuals but there is no differentiation from a system standpoint However MRA records the identity of the UAG member to whom an application is forwarded University Approver Groups Currently University Approvers have been divided into five groups each handling a specific set of Sponsors Programs The University Approval Groups UAGs are Agencies and Foundations Institutional Initiatives Innovations and Partnerships Office Internal Programs Faculty of Medicine Research Office Applications are routed to these different UAGs based on the Sponsor Program and Administering Unit indicated in the Application Record Appendix 6 Mapping of Applications to UAG lays out the current mapping of appli
51. ir has failed to designate a Business Officer Provost Select Others under the Designate tab 1 Select Designate Alternate s for Research Applications This selection functions in the same manner as the Designate Pl utility Search results are restricted to faculty members Alternates may not designate Alternates NB Alternates receive the same email notification as the primary approver Applications will be deposited in both the Primary Approver s in box and any Alternate Approver s in box provided the Alternate was set up prior to submission of the application Designate Provost Assistant for Research Applications This selection functions in the same manner as the Designate Pl utility The Provost Assistant role vets all newly created moved Approver positions from the Human Resources system in order to ensure the integrity of the approval hierarchy 32 Business Officers Business Officers responsible for handling research applications are designated by the Chair Director Dean of non departmentalized Faculties of the unit using the functionality described above Receive Notifications of HR Information Corrections The designated Business Officer s will receive notifications from Pls where the Pl has used the functionality built into the system to notify the Business Officer of incorrect incomplete appointment data See Submitting a Research Application for Approval Step by Step Identification Page Endorsing App
52. ive research with industry Additionally search parameters have been enhanced with three extra search parameters e Meet with IP Office e Knowledge Transfer Potential e Commercialization Potential Meet with IP Office is a Yes No selection Knowledge Transfer and Commercialization Potential use a 1 to 5 scale with 1 being the least likely and 5 being the most likely NB The potential is a self assessment on the part of the PI The operator between search criteria is and For further details on the search functionality see Search All Units Applications RIS Application Number gt To gt Title gt gt investigator gt ol To gt Administering Unit O gt Competition Date gt H To E gt Sponsor ID gt To al gt Program ID o To gt Status Meet with IP Office Yes v Knowledge Transfer Potential E 5 To Pa search Commerical Potential gt To criteria University Approver Group View Standard View M amp Display Application Commercialization Personnel have the same functionality to add notes and documents within MRA as Research Ethics Personnel 46 Provost Assistant The Provost Assistant role allows the user to maintain the authorized list of approval positions in MRA Background to Provost Assistant Role T
53. ived from a micro organism and able to cause disease in a human See information regarding approvals for the use of biohazardous agents Biological Agents are used on campus Biological Agents are used at another institution Permits a If No is selected to the summary question the system will automatically populate all the permit categories with No If Yes is selected the buttons for each of the permit types will be become active and each question must be answered individually i Biohazards Radiation Lasers X Rays High Hazard Chemicals 19 1 If Yes is selected to any of these questions and it is indicated that the permit is required for on campus activities the system will generate a list of the related U of T permits a If the permit has not yet been issued applied for tick the relevant box 2 Indicate if permits will be required at an external location ii Controlled Goods 1 If Controlled Goods are used indicate if they will be imported and or exported 4 Click Next Planning amp Resources Pages Planning amp Resources E F e Planning Overview gt Renovations Constructions Does this proposal involve a contribution by the University to the direct costs Does this project involve the acquisition of high performance computing infrastructure Will this project require additional space not presently under your control Is there any construction or ren
54. iversity of Toronto PI eligibility guidelines and procedures Unit Heads All unit heads Principals Deans Chairs Directors will have approval privileges for their respective units assigned to them automatically University of Toronto Research Support Personnel Business Officers and Divisional Research Office support personnel access will be delegated by the respective unit head Vice President Research and Innovation personnel roles will be assigned by the system administrator Common Functionality Access to the application record and any attached documents is controlled by the user s relationship to the applicant as determined by the user s HR records Notes amp Documents All users will have the ability to attach notes and documents to an application record Users may attach notes and documents prior to and after submission A complete audit trail is retained of who attached what when Email Notifications The system automatically generates email notifications as an application progresses through the work flow In other words as the application is approved the next approver in the workflow will receive an email notification Not all notifications are sent immediately Summary notifications to the Chair Director Dean Principal Vice Dean Vice Principal are sent twice daily listing all applications awaiting action Summary emails were used for this step so as to avoid an avalanche of emails at major deadlines The table in Appendix
55. l Request Amount 5 000 500 000 research program 25 000 97 000 500 000 Document Attachments Document Type Description Document Date Uploaded By Uploaded Date Research Application Jan 15 2013 Sheila Neysmith Jan 15 2013 S co History NAME Matthew WONG DATE 20 01 2013 TIME 23 02 O SUBJECT E MAIL Application s for Review and Approval K 11 Email Recipients Create New Note Refresh Note Status History 2 Review the information on the summary page a Be sure to review the Administering Unit selected by the PI b The Sponsor Program table shows the Indirect Cost Rate for the application and the Indirect Cost rate suggested by University policy 3 Click on the relevant button to Approve Reject the Application a If an application is rejected the approver will be prompted to add an explanatory note and the application will be returned to the PI 28 b If the application is approved it will be forwarded to the next step in the workflow 4 The system will generate a task completion notice Close the window tab and you will be returned to your in box 5 Additional Functionality Accessible from the summary page a If co investigators collaborators have been entered click on the link in the applicant information section of the page A table showing the number and names of internal and external co investigators collaborators
56. lications Business Officers are not routinely a step in the workflow At present the only program in which the Business Officer is included in the workflow is the University of Toronto Self Funded Research program Self Funded applications from Pls attached to the Business Officer s unit will be deposited in the Business Officer s in box The functionality for endorsing the application is the same as that described above See Approvers Approving Applications Searching for Applications The unit s Business Officer has the same search functionality as the Chair Director Dean non departmentalized Faculties of the unit See Searching for Applications My Unit s PI Assistants PI Assistants are designated by the Pl Due to licensing restrictions only appointed University of Toronto staff may be designated as a Pl Assistant The functionality for PI Assistants mirrors that of the Pl with the exception that the Assistant may not submit an application for approval Preparing Applications 1 Click on Create My PI s New Application 2 Select the PI for whom you are preparing the Application Record from the drop down box The list of Pls is restricted to those Pls who have designated the user as an Assistant 3 See Principal Investigator Submitting a Research Application for Approval Step by Step for further steps 4 At any point in the process the Assistant may forward the Application Record to the Pl by clicking the F
57. lland Bloorview CAMH Mount Sinai St Michael s Sunnybrook Sick Children UHN amp Women s College 34 Designating Other Positions Hospital Approvers may designate Alternate Approvers and Affiliated Institution Research Services Office Personnel However due to the requirements for the set up of non University of Toronto fully appointed staff this process will be managed off line Requests for designating other positions should be directed to the System Administrator at raise utoronto ca Affiliated Institution Research Services Office Personnel Personnel assigned this role will be copied on system generated notices sent to their respective hospital approver s Affiliated Institution Research Services Office Personnel do not have an in box as they are not in the approval hierarchy However if the local practice includes a review by RSO staff prior to approval by the institutional approver MRA accommodates this process Review of Applications Optional Process 1 Use the search functionality in My Unit s Applications to locate the application identified in the email notification See Searching for Applications My Unit s 2 Open the application by clicking on the Title 3 Review the application Use the Notes function to record comments a Notes are sorted with the most recent at the top When the approver accesses the Approval screen the note from the RSO staff member will be at the top of the Notes window located imm
58. logical order You may add a new note by clicking on the Add Note button All notes will have a title subject and are date and time stamped with the user s ID NB Notes are viewable by anyone with access to the AR Approve Reject To Approve or Reject an application select the appropriate status from the drop down list Click the Set Status and Submit button If you return an application to the Pl be sure to enter an explanation in the Notes section prior to returning the application Currently the system does not force you to enter an explanation A confirmation box will appear before notifying the Pl of the updated status change The texts of the various email notifications associated with the different statuses may be found in Appendix 2 Best practice make all required changes and updates to the Application Record before Approving Rejecting an application Status History The Status History lists the statuses and users through which the Application Record has passed This report may also be accessed from the Application Record proper Send Student Fellow Email If a student fellow has been named by the PI this button will appear on the approval screen Clicking the Send Student Fellow Email will send a notification email to the named student at the email address recorded in the Application Record Students Fellows should always be notified where they are the named recipients The process has not been automated to allow for review of the
59. ly applications that will be administered at the University will be processed using My Research Applications MRA is not intended to handle applications from hospital Pls where the hospital is the administering unit However in circumstances where the hospital is the lead institution and funds are being sub granted contracted to the University the University will require an MRA submission from the University recipient In such cases it is possible that the University recipient will indicate that research activities are taking place at the hospital which will route the Application Record to the hospital for approval Approving Applications The screen design and functionality for approving the application is the same as that described above See Approvers Approving Applications Only applications where the PI has indicated that research activities will take place at the hospital will be routed to the hospital for approval Where the PI has indicated activities will take place at more than one hospital the application will be route sequentially to the different hospitals Searching for Applications The screen design and functionality for searching for applications is the same as that described above See Searching for Applications My Unit s NB Search results will be restricted to those applications where the location corresponds to the institution associated with the hospital approver The fully affiliated hospitals are Baycrest Ho
60. m Name s gt Award details will follow shortly Application Awarded with conditions The following research application has been awarded with conditions Application lt Application gt U of T PI lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Prior to the release of funds the conditions placed on the award must be satisfied Details will follow shortly 56 UAG Approver PI c c Co Investigators amp Collaborators UAG Approver PI c c Co Investigators amp Collaborators UAG Approver Pl c c Co Investigators amp Collaborators UAG Approver PI c c Co Investigators amp Collaborators System Commercialization Group Application Recommended but not Funded The following research application has been Recommended but not Funded Application lt Application gt U of T Pl lt P Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Application Awarded no funding The following research application has been awarded with no funding Application lt Application gt U of T PI lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Application Refused The following research application has been refused by the Sponsor Application lt Application gt U of T PI Name
61. n up data where either a mistake was identified or the Sponsor and or Program were not updated at the time of the original UAG Approval xn The search criteria are case sensitive The wildcard may be used Select the Application Record for update by clicking on the box at the left of the record Then click on the Update Selected Sponsor Program button at the bottom of the screen Note in the figure above the Sponsor ID shown is generated from the Application Routing Table in MRA The program ID corresponds to the Unknown Sponsor Unknown Program ID in RIS Maintain Institutions Where the PI has created a new external institution as a research location the Maintain Institutions function allows UAG members to update the location with an institution drawn from the RIS External Institution database If the institution which the PI has created does not exist in the RIS database it will have to be created first in RIS before it can be updated with this transaction 44 Ethics Personnel Ethics Personnel will have access to all applications employing the same search functionality as University Approvers See Search All Units Applications Users may add notes and attach documents to the Application Record In order to add a note or a document to an Application Record the user must open the Record by clicking on the research application title in the search results The user may navigate through the Application Record by using the navigation bu
62. ned 8 the individual s personnel number o Upon approval by the Dean Principal the request must be forwarded to the Vice Provost Faculty and Academic Life for final approval o Upon approval by the Vice Provost a copy of the approved request will be forwarded by the Vice Provost Faculty and Academic Life to the My Research Applications System Administrator in the Office of the Vice President Research and Innovation for system set up o The System Administrator will provide time limited access to My Research Applications to facilitate submission and internal approval of the application Please allow 2 days from receipt of the request by the System Administrator for system access NB Your access will expire if your account is inactive for a period of 2 years 50 University of Toronto PI Eligibility Text Ranks Tenure Status PI Eligibility Prof Tenure Stream Full Professor tenured Yes tenured or tenure Associate Professor stream Yes Assistant Professor tenure stream Yes Assistant Professor Conditional pre tenure stream Yes Prof Non Tenure Stream Full Professor non tenure stream Yes Associate Professor non tenure stream Yes Assistant Professor non tenure stream Yes Assistant Professor Conditional non tenure stream Yes Other Academics Lect amp Equivalent no longer used non tenure stream Case by case Lecturer Medicine Stat Only non tenure stream Case by case
63. ny use of vertebrate or high form invertebrate e g cephalopods etc animals in research requires approval of an Animal Use Protocol Form prior to the commencement of the project See information regarding the use of animal subjects and the application approval process Will human subjects participants be involved in the research Yes No Inclusion of human subjects participants including surveys interviews observations use of non public records that contain indentifying information biological samples interventions or other procedures requires approval of a protocol prior to the commencement of the research See information regarding human subjects participants included in research and the application approval process Will your research fall under a category for exemption from ethics review O Yes No Expiry Date Title Protocol No Status YYYY MM DD Owner Additional human protocol required and or not yet issued or applied for A Previous J _ next W D save EXSendtoAsst _ ffDetete 1 Protocols a Animal Protocols i Indicate if animals are used in the research 1 If yes the system will generate a list of your current animal protocols 18 a Select all relevant protocols by clicking in the box at the far left of the line on which the protocol is listed b If an additional protocol is required or has not yet been issued or applied for tick the box below the protocol search
64. on s Please Note It is not a system requirement that you endorse the application The system will forward the application for internal review and approval without your endorsement To endorse the application login to MRA Go to Application Search lt lt My Applications Select the Collaborations tab Open the Application by clicking on the Application Title You may review the Application by navigating from screen to screen To endorse the Application go the bottom of any page of the Application and click on the Sign Collab Undertaking button A pop up box will appear with the Undertaking acknowledge the terms and click the Confirm button 53 System External Co Investigators amp Collaborators System Approvers System Divisional RSO Personnel Sent when applications have been directed to the Dean Principal for approval Approver Pl Notification of External Co Applicant Collaborator You have been named as a Co Applicant Collaborator on the following research application from the University of Toronto Application lt Application gt U of T Pl Name lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Should you have any questions please contact the Pl at lt PI email gt or the offices of the University of Toronto Vice President Research and Innovation at raise utoronto ca Application s for Review and Approval The following rese
65. on uploaded documents may be deleted 6 Click Next It is recognized that applicants may want to continue to polish their proposals after submission of a draft for University approval If material changes are made to the proposal after submission the revised application must be submitted for University approval 8 The following file types are may be uploaded Word Excel PowerPoint PDF JPEG JPG GIF PNG TIFF BMP 22 Principal Investigator Undertaking Prior to submission the Principal Investigator must agree to the terms and conditions outlined in the Principal Investigator s Undertaking You cannot submit the application without agreeing to the Undertaking See Appendix 7 Undertaking Texts for the Undertaking contents 1 Tick the box I have read and agree to the above terms and conditions 2 Click Submit When the Submit button is clicked the system will perform a check for mandatory information and will determine the appropriate internal approvers based on the information provided Confirmation Confirmation Application has been successfully updated Your application has been submitted for University approval Name Prof X Application No 141378 E 3 I z Application Identification Title missing info demo Sponsor s Natural Sciences amp Engineering Research Council Based on the information provided the following approvals are required under University policy Administering Unit
66. orward to PI button The Assistant will not be able to modify this Application Record unless the PI returns the Application Record to the Assistant Searching for Applications The search functionality for Pl Assistants is the same as that of their respective Pls This page lists all your applications which are under development have been previously submitted or have been returned to the PI an approver or sent to you the PI 33 NB Applications captured in the system are on a go forward basis from the launch date Historical information is not being loading into the system at this time Each of the Application Records will contain the following data points RIS Title Principal Investigator Collaborator s Sponsors Programs Status current Approver s The table may be sorted on any of the columns by clicking on the right hand corner of the column heading The Application Record may be accessed by clicking on the Title Affiliated Hospital Approvers In accordance with the University s affiliation agreement with the fully affiliated hospitals of the Toronto Academic Health Services Network TAHSN when a PI indicates that research will be carried out at a hospital location the application will be automatically forward to the appropriate hospital approver s at the listed site s See Submitting a Research Application for Approval Step by Step Location of Research Page for details on how the PI designates the location NB On
67. ovation involved in this project Are new increased utility requirements likely as a result of equipment purchases or construction renovation Does this project require request teaching release No gt No No No No No 1 Contribution to the Direct Costs of Research a If Yes is indicated a subordinate page with the following questions will open when Next is clicked i Amount entered the dollar value of the University contribution to the direct costs ii Source indicate who is providing the contribution iii Type of Contribution is it cash or in kind 1 Nature of Contribution if it is in kind provide further details as to what exactly is to be provided e g A graduate scholarship Use one line for each contribution 2 High Performance Computing a Indicate Yes or No there are no subordinate questions 3 Incremental Space 20 a Indicate Yes if you will require additional space which is not currently allocated to you to carry out this research project 4 Construction and or Renovation a If Yes is indicated a subordinate page with the following questions will open when Next is clicked i Indicate if renovation and or construction will take place ii If an existing on campus building is to be altered select the building from the list provided iii If new on campus construction is to be undertaken desc
68. overs RSO IPO F of Med RSO Return of Application University Approval of application Notification to Co Investigators Collaborators For Application Approval Details Informs Pl that the Assistant has sent an Application Record to the Pl for Action Triggered by Pl to Assistant Compilation of all applications awaiting approval in the unit Chair Director Departmentalized Units Dean Non Departmentalized Units If a fully affiliated teaching hospital is listed as a research location the approvers will receive an email in the sequence in which they are listed Where escalation is required the Dean Principal will receive a compilation of all escalated applications awaiting approval in the unit Provost where the Dean Principal is the applicant Once all internal approvals have been received the application is sent to the relevant University Approver Group Triggered if any of the various approvers reject the application Sent to Pl when all University approvals have been given Informs co investigators collaborators that they have been named in the application Time of Email Notification Immediate Immediate Twice daily 7 30 a m 5 30 p m Immediate in sequence if more than one hospital Twice daily 7 30 a m 5 30 p m Twice daily 7 30 a m 5 30 p m Immediate Immediate When PI submits application 52 Sender Recipient PI Assistant Pl PI PI Assistant System U of T Co
69. p Humanities Research Council Insight Prof Ping Chun Hsiung Jan 30 2013 Feb 7 2013 New asaca A Rea ered _ AAA De inhaling Pintintin Milne Enh 20 242 Inn an anaa q Column Headings e RIS Application e Subject Title entered by PI e Sponsor Program as selected by PI e indicates an escalation reason e From PI e Due Date Competition deadline entered by PI e Sent Date e Status either New of In Progress Locating an individual Application Record in the inbox Scrolling You may scroll through the contents to locate and individual record Sorting The contents may be sorted on any of the columns Click on column heading to sort the contents by that element Where there are collaborating sponsors on an Application Record the sort is based on the first listed Sponsor Filtering The filter function can be accessed by clicking on the funnel icon in the top right corner above the table You may filter on any of the table elements Approve Reject an Application In the in box open the application by clicking on the title The approval screen for the application will appear in a separate window tab 37 UAG Approval S creen Application 141581 Demo for User Guide Actions Task Application f Application Approval Application Number 141581 Title Demo for User Guide H Edit Entire Application Information Escalation Reasons Principal Investigator Nam
70. ponsor If the application is materially revised following divisional and institutional review approval you must submit the revised proposal for University Approval prior to submission to the Sponsor If you have any questions please contact lt Approver Name gt lt approver email address gt Application Approved by University and Forwarded to Sponsor by University The University has approved the following research application and 55 forwarded it to the Sponsor s UAG Approver PI c c Co Investigators amp Collaborators UAG Approver Pl c c Co Investigators Collaborators UAG Approver PI c c Co Investigators amp Collaborators Application lt Application gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt If you have any questions please contact lt Approver Name gt lt approver email address gt Letter of Intent Accepted by Sponsor The following Letter of Intent has been accepted by the Sponsor for a full application Application lt Application gt U of T Pl lt P Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Program Name s gt Application Awarded The following research application has been awarded Application lt Application gt U of T PI Name lt PI Name gt Application Title lt Application Title gt Sponsor Program lt Sponsor Name s gt lt Progra
71. rector Undertaking Undertaking This approval confirms that 1 The Department Centre Institute is willing to provide the necessary administrative and other support should the application be successful including administrative support financial support and space as indicated above and in the application and 2 The research will be administered in accordance with the Sponsor s terms and conditions and the University s policies and procedures C Ihave read and agree to the above conditions Cancel Hospital Undertaking Undertaking This approval confirms that the institution is aware of the research to be carried out on its premises and will provide all necessary support as outlined in the Application Record and attached proposal C have read and agree to the above conditions Cancel Dean Principal Undertaking Undertaking This approval confirms that 1 The support required of the administering unit as outlined this Application Record and in the attached application including administrative and financial support as well as space will be provided should this application be successful and 2 All University of Toronto commitments listed in this Application Record or in the attached application have been confirmed including those commitments not under my control and 3 The research will be administered in accordance with the Sponsors terms and conditions and the Universitys policies and procedures and 4 The
72. rently associated i e if the Application had been forwarded from the Agencies and Foundations Group to the Innovations and Partnerships Office Group the Application would not be returned if the A amp F Group had been specified Search results may be further restricted through use of the filter icon Results may be exported to Excel Maintenance There are currently two maintenance features for University Approvers e Maintain Sponsors Programs e Maintain Institutions 43 Maintain Sponsors Programs Maintain Sponsors Programs Application Number Application Title Sponsor ID Sponsor Name Program ID 20000850 Program Name Current Sponsor Program Application Number Application Title Deadline Sponsor ID Sponsor Name Program ID Program Name Status E 141365 Mathematical Systems 31 01 2013 41 0 ABC Company 20000850 Research Development Approved by Uni Please submit to Spnsr 141398 Demonstration Project for Provost 17 01 2013 0 10 0 Human Resources Development 20000850 Office of Learning Technologies Approved by Uni Please Canada submit to Spnsr 141450 test update program by UAG take 2 27 01 2013 4 0 0 foundation abd 20000850 Other Other FACOFENG Approved by Uni Submitted to Sponsor This function allows a University Approver to update the Sponsor and Program for any Application Record with an approval status or later e g Awarded This allows the University Approver to clea
73. results b Human Participant Protocols i Indicate if humans are participants subjects 1 If yes you will be prompted to declare if the research falls under an exempt category The scope of ethics review is outlined in Chapter 2 of the Tri Council Policy Statement Ethical Conduct for Research Involving Humans This document may be accessed through the link in the ethics question a If no is selected not exempt the system will generate a list of your current human participant protocols i Select all relevant protocols by clicking in the box at the far left of the line on which the protocol is listed ii If an additional protocol is required or has not yet been issued or applied for tick the box below the protocol search results Click Next Certifications Subpage Permits Certifications Permits Page as it B appears when Protocols Permits Biological Agents Does this research utilize any of the following Yes No h as bee n Biological Agents Yes No Radioactive Materials Yes No selected s X Rays Yes No Lasers Yes No High Hazard Chemicals Yes No Controlled Goods Yes No Biological Agents Including any bacteria viruses fungi parasites prions natural and or recombinant DNA amp RNA pathogens of plants or animals tissues cells blood and or body fluids from humans or animals any synthetic form of the human pathogen or toxin proteins or toxins produced by or der
74. ribe the location in the space provided iv If new off campus construction is to be undertaken describe the location in the space provided v Enter the estimated amount of space to be constructed renovated related to the various categories provided 5 Increased Utility Usage Anticipated a Indicate Yes if the research will result in incremental utility usage e g if you will need a fume hood installed in your lab If Yes is indicated a subordinate page with a series of questions will open when Next is clicked This subordinate page lists a number of different items To the best of your ability indicate any new items needs resulting from the application and whether this will be located on campus or off campus This information is being gathered in order to ensure that any additional costs associated with the project are fully understood at the time of application and to ensure that the building can support the needed infrastructure 6 Teaching Release a Indicate Yes if teaching release is required expected Related Agreements Page Related Agreements B Application has been successfully updated Please identify any other agreements related to this proposal Type Description Ami X A Related Agreement is defined as an existing or anticipated agreement which has will have a direct bearing on the current research proposal e g a pre existing non disclosure agreement with the sponsor to whom the res
75. s 31 Chair S Diretos it A tii 31 Deans Non departmentalized FacultieS ccccccccccscsssssssecececessesecseceeeescsssesesaeeeeeessessesneaeeeesesseeeees 31 Deans Departmentalized Faculties Principals UTM UTSC ccccccsscccsssceesecesseecsseeeesaeeeeaeeeeeees 32 POMO Erie A Reta td didas 32 BUSINESS A A 33 Receive Notifications of HR Information CorrectiONS oooocccnncccnonnnononcnnnacononnnonnnnnnn cn nano nn nnnnn nan nnanna cnn 33 Endorsing Applications att AAA AAA ARA AAA TAR A td 33 Searching Tor ApplicatiONS iiminica an iaoiai ea a aaa a e aaae iaaea ianareo 33 PASS oil 33 Preparing AppliCations atar A A A A AR A td 33 Searching for ApplicatioMS cminicr titi aid aida ind 33 Atfiliated HosSpitalApprovers in a da ee ee 34 Approving APIO A dada 34 Searching for Applications ccccccccccsssssssececececessesssaeceeeceseeeeeaeeeeeeeseeseaaeeeeeesceseeseaaeaeeeescesseaaaeeeeeeseseags 34 Designating Other Positions ccccc3 cc dalt tt dia ce aia dadas da da 35 Affiliated Institution Research Services Office Personnel oooocconcconocccnnocnnonaconononononcnnnn cc nono ncnnn nn nana nannaccnn nn 35 Review of Applications Optional Process ccccccccssscccsesssceceesecececseeecsesaececeesaeeeceesaeeeesesaeeeesesaeeeeeeaaes 35 Searching tor AppliGations 2 da a a ts RdA 35 Divisional Research Services Office PersOMMel ooooocconocccnnoccconcccnonnnononcnnnnncnononcnnnnnnnn nn anna cnn cnn rn rca nan cn nan
76. saeeeeecessesssaecesececesseseaeseceessesseseaeeeeeesseeeeea 61 Appendix 7 Undertaking Texts eainiie aE a aaaea E a e a e E ES EE a ae e eRe iae aras 62 PI Undertaking NN Chair Director Undertaking ccccccccccesscccssscecssecesseccssseccssecesssecsseccsaececssecesseecsaseccsaeceeseecsaeeseaeceeaeeceaes Hospital Undertaking isiccccvssscccivesscceevsadeccevanccecuvunscecev see cceveancecevssucce ceusuaceceueice ceusalieceesiies cavavicacesssicceessacies Dean Principal Undertaking cccccsccssscssscssssssscssssssessesesssescseecseecsaecaaecsaeseasseessseesseesseessesesessessuecsuesaaes Provost Under akii vscccevysisazd cevanaccevysicn cd cuvanncecvysitar eaVasacesea sia ce consadeeva sia di caagaaceesd siacd cavsadiesaaecheavashiena antes Appendix 8 How To Change an Email Address in ESS cccccssccccesssececeesneeeceesneeeceeseeecsesaeeecseqaeeeceeseeeeeees Help Desk The help desk will be staffed from 9 00 a m to 5 00 p m Monday to Friday with extended hours prior to major deadlines Phone 416 946 5000 Email raise utoronto ca Browsers Supported Internet Explorer 1E8 1E10 recommended Compatibility Mode must be enabled in IE10 by users who are Approvers Chairs Deans Alternates etc To activated Compatibility Mode in IE10 log in to MRA and click the broken page icon in the URL address bar This is a one time requirement once activated IE10 will employ Compatibility Mode on the computer Fire
77. se units in which you have an appointment as recorded in your HR record will be available for selection Enter the title of the research project Enter the sponsor s competition deadline If there is no formal deadline please enter a date 1 week from the current submission date You may enter the date directly an input mask is provided or you may click on the calendar icon attached to the field to select the date Student fellow information required only in the event that the funds being requested are for a named student or fellow When this field is completed the following subordinate questions will be asked a Student Number b Anticipated start date of fellowship studentship c Anticipated end date of fellowship studentship d Email address for student fellow Peer Review questions regarding the nature of any peer review performed on the application prior to its submission Applicants should check all that apply a Anarm s length peer review the identity of the review is not known to the applicant b Aninformal peer review peer review arranged by the applicant c Adepartmental peer review peer review arranged through a departmental process d Did not receive a peer review Click Next your information will be saved automatically whenever Next is clicked 10 Sponsors and Programs Pages Sponsors amp Programs The application has been successfully created E Select Sponsors Select Programs
78. sing information Where the missing information is on a subordinate page the error message will instruct you to navigate to the subordinate page Identification Sponsors amp Programs Application has been successfully updated i ifi Co Investigators amp Collaborators Ae vp Errors identified on B Errors exist on the Select Programs screen Click next to access the related page Errors identified by Project Classification subordinate page section Location of Research gt Mm a a Certifications Select Sponsors Select Programs Planning amp Resources Related Agreements Government of Canada Agencies and Departments Document Attachments C Canadian Institutes of Health Research Submit Application Y Natural Sciences amp Engineering Research Council Social Sciences amp Humanities Research Council Step by Step 1 Login using your ESS username and password 2 Click on the Create New Application tab in the navigation bar on the left of the screen 3 Complete the submission as outlined below Identification Page Identification PI Appointment Information Notify Business Officer of Change Name Prof X Personnel No 0000000 Phone 416 946 5000 Email blueformuoft gmail com Appointment Status Non Tenure Stream Appointment End Date 0000 00 00 Rank Senior Lecturer Dept of Primary Appointment UTSC Dept Computer amp Mathematical Sci UofT Scarborough Other Appointments NA Res
79. stry OCE NCEs Other Gov of Canada Agencies amp Departments Other Gov of Ontario Agencies amp Departments Other Gov of US Agencies amp Departments NSERC e CRD e Engage e Interaction e 2 Internal Programs Connaught Programs e Maclean e Innovation e Summer Inst e Global Challenge e New Researcher Research Completion Award U of T Excellence Award September 3 2013 F of Medicine RSO CIHR Operating Grants from F of Med Applicants administered in F of Med September 3 2013 Appendix 7 Undertaking Texts PI Undertaking Submit Application To submit your application you must read and agree to the following 4 This application is submitted in compliance with the Sponsor s conditions and University policies and procedures 2 This research shall be performed and administered in accordance with the Sponsor s terms and conditions and the University s policies and procedures 3 All persons engaged on the project whether paid or unpaid shall be properly trained fully informed of and agree to be bound by the award conditions 4 Any research involving the use of human subjects animals biohazardous agents radioactive materials hazardous chemicals or controlled goods will not be undertaken without prior written approval of the appropriate University committee The information contained in the attached proposal and Application is as complete and accurate as possible Chair Di
80. t Title gt gt gt Investigator 9 To gt Administering Unit gt gt Competition Date 5 To E gt Sponsor ID To gt Program ID O To gt Status bd University Approver Group EI View Standard View Search Parameters e So that system performance is not compromised at least one search parameter must be used e Clicking on the yellow arrow allows the entry of multiple single values and or ranges e The operator between the various selection criteria is and e The system stores the last search you conducted o When repeating the same search at a later date be sure to click the Refresh button in order to capture any new Applications fitting the search criteria o After changing the search criteria click the Apply button to execute the revised search Application Record Number This number is automatically generated by the system It is not the same as the RIS number This number may be used by technical support staff when problems are identified Other users may access the Application Record number from their respective search screens by 42 selecting an Application Record and clicking on the Show Technical Details box in the panel that opens when the Application Record is selected RIS Application Number This is the number is shared between MRA and RIS The RIS number is generated when the PI submits the application for approval Applications which have not been submitted will no
81. t have an RIS Application Number Title This is the title entered by the Pl Currently this is an exact string search i e you cannot enter a partial title and use a wildcard to generate results Investigator This is the U of T Principal Investigator s user ID Click on the search help icon in the input field to search by Investigator name Administering Unit This is the Administering Unit for the proposal designated by the Pl Remember it may or may not be the PI s unit of primary appointment Competition Date This is the deadline established by the Sponsor However as the date is originally entered by the Pl UAG members may update this field the data may be of variable quality e g the Pl may enter a departmental internal review deadline Hint when looking for results from a particular competition use a date range Sponsor ID amp Program ID Both these search criteria use the RIS ID numbers When searching keep in mind that if a Sponsor and or Program ID is entered only those Application Records which have been updated to link to the exact RIS ID will be included in the search results e g If a Pl has entered Bombardier as an industrial sponsor it is until updated simply a text string In this example Bombardier is not the same as Bombardier Inc Sponsor ID 302443 Status This is the current status of the Application Record University Approver Group This is the group with which the record is cur
82. t of primary es A A r Yes Administer in a No appointment the application gt will be directed to the Chair Director Dean of non departmentalized Faculties of Admin Chair Director the Administering Unit after the Chair Director Dean of non departmentalized pprover Faculties of the Pl s unit of primary appointment has Hospital Approver approved the Application 3 If fully affiliated teaching hospitals Pl Dean Prrincipal have been listed in the Application Record the application will be directed to the relevant hospital approvers 4 Indepartmentalized Divisions applications will be escalated to the Dean Principal UTM amp UTSC of the Administering Unit if one of the University Approver University Approver escalation factors is invoked 5 If the Dean Principal UTM UTSC is the applicant the application will always be escalated to the Provost 6 The final step in the workflow is the University Approver Group RSO IPO F of Med Research Office for most CIHR applications from the Faculty of Medicine 59 Appendix 5 Escalation Factors In departmentalized units only a subset of applications will be escalated to the Dean Principal for an approval Applications which display one or more of the following characteristics will be escalated A Chair Director Dean Principal is the applicant Increased Utility Usage If the applicant anticipates a non trivial increase in utility usage
83. the Sponsor does not have a defined program please enter Research Program in the space provided Enter the total amount requested from the Sponsor Program including any indirect costs requested Enter the total amount of indirect costs requested if any This question may not be present where it is known that the Sponsor does not provide indirect costs e g CIHR NSERC SSHRC 1 If an amount has been entered for indirect costs the system will calculate the indirect cost rate for the application and compare it against the University s expected indirect cost rate for that Sponsor or Sponsor Category Indicate the currency in which the request is being made Canadian dollars is the default currency You may also be asked to enter your Sponsor PIN and indicate whether the sponsor is foreign or domestic These questions are context specific and will not always appear Repeat this process for any collaborating sponsors 12 Co Investigators amp Collaborators Page Co Investigators amp Collaborators Co Investigator amp Are there Co Investigators and or Collaborators A gt Yes Collaborators page as it appears after initial these SelectEnter Co Investigators and Collaborators for this application using the buttons below Co investigators or Co Applicants are individuals who contribute to the overall intellectual direction of the project and who normally meet the Sponsor s i eligibility criteria to receiv
84. tion will only appear if you have selected a program that the University will treat as a Renewal of an existing award a Select New Application if this is not a renewal of an existing award from this sponsor or if it is a renewal of an existing award which was held at another institution e g you are a new faculty member who is renewing an NSERC Discover Award that was held at McGill b If you select Renewal the system will generate a list of awards that correspond to the program you have selected and which may be renewed i Select the relevant award from the list 2 Does the topic of work research have an International Component a If you select yes choose the countries from the list provided NB You may quickly locate the country by using the filter function Press enter to activate the filter 3 Knowledge Transfer Potential a Rank the likelihood of the potential for knowledge transfer for this project on the scale provided by selecting the appropriate button 4 Commercial Potential a Rank the likelihood of the commercial potential for this project on the scale provided by selecting the appropriate button 5 Interest in meeting regarding the University s Inventions Policy commercialization supports and or collaboration with Industry a If you select yes you will be contacted by a representative from the Innovations and Partnerships Office 6 Keywords a Input at least one keyword to a maximum
85. ttons at the bottom of the page or by Sponsors amp Programs Co Investigators amp Collaborators Project Classification Location of Research clicking on page names in the side bar menu To attach a document click on the Document Attachments page name click Edit on the Document Attachments page Certifications and upload the document Planning amp Resources Related Agreements Document Attachments Submit Application Click to view add documents Notes 2 Click to view add notes Research Accounting Personnel Research Accounting Personnel have the same functionality within MRA as Research Ethics Personnel Controlled Goods Personnel Controlled Goods Personnel will have access to all applications where the use of controlled goods has been indicated employing the same search functionality as University Approvers See Search All Units Applications Users may add notes and attach documents to the Application Record in the manner described above for Ethics Personnel EHS Personnel EHS Personnel will have access to a report listing all Applications which have indicated that a permit is required to carry out the research The report is under development 45 Commercialization Personnel Members of the Commercialization Group will receive an email notification when a Pl has indicated in the Application Record a desire to meet with an IPO representative regarding the commercialization of an invention or collaborat
86. vestigator at the University of Toronto and Related Procedures Individuals who hold paid academic appointments at the University that extend beyond the period of funding being requested or clinical faculty appointed under the Policy for Clinical Faculty or individuals who are employed at an affiliated institution such as an affiliated teaching hospital and hold a status only appointment at the University are eligible to act as Principal Investigators on research grants and contracts Retired faculty will be considered eligible with the authorization of their unit head In exceptional cases approval of eligibility may be provided by the Provost Only those individuals who are eligible to act as Principal Investigators will have access to My Research Applications MRA the on line research application submission system through which all University of Toronto research applications must be submitted prior to submission to a sponsor Procedures for gaining access to the system and in exceptional circumstances PI eligibility are outlined below Principal Investigators who have a current U of T Employee Self Serve ESS will have access to My Research Applications Procedures New Accounts Activation of Expired Accounts e Individuals with paid academic appointments at the University o Most of these individuals will be automatically added to the system when they are appointed at the University see table below for a delineation o
87. w on the side of the menu e Some pages are divided into a main and subordinate page s A location bar like the example below is used on these pages It will appear at the top of the page with your current location highlighted AH A 3 A Planning Overview U of T Direct Cost Renovations Constructions Utility This bar is not active clicking on the icon will not take you to the subordinate page Navigation to subordinate pages is controlled by the navigation buttons at the bottom of the page Ifa page is not active you will not be directed to that particular page e g if you have answered no If the research does not relate to the existing University Strategic Research Themes and Sub Themes the user may enter a new Theme Sub Theme i Applicants will be asked to select either humanities social sciences physical sciences or life sciences to the question Does this proposal involve a contribution by the University to the direct costs the U of T Direct Cost page will remain inactive as no further information is required e It is not necessary to Save your data when navigating from page to page Data will be saved automatically when you leave the page e Mandatory data will be validated prior to submission of the application o Pages with missing mandatory information will be marked in the side menu as shown below Error messages identifying the missing information will appear at the top of the page with the mis

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