RAIS login & support
The UVic Research Administration Information System (RAIS) is a one-stop integrated online system for managing information, processes and workflows tailored for the UVic research community.
RAIS allows researchers to:
- submit and amend human research ethics applications
- submit external grant applications for internal review and approval
- view awarded funding for current and past projects
Note: Although you can search for related records in both modules, RAIS does not provide an automatic link between the funding and ethics modules.
How to access RAIS
- Log in to RAIS using your NetLink ID and password.
- Access from off-campus requires use of the UVic VPN. If your personal computer or laptop is not connected to the VPN, you’ll get a white screen with no instructions.
Notices
RAIS important notice
RAIS important notice - On February 27, 2024, at 4:30 p.m., the document repository for the RAIS application will be replaced. Please let us know if you experience any issues adding or viewing...
UVic Multi-Factor Authentication (MFA)
To log in to VPN (Virtual Private Network) and any other services that require VPN, such as the RAIS (Research Administration System), you must be enrolled in UVic Multi-Factor...
Research funding module
The research funding module allows you to:
Pre-award
- complete and submit your RASF for external grant applications
- track the status of your application
Post-award
- view awarded funding for current and past projects
- monitor your research account balance
- view predicted installments of your projects
- store and access related funding records, such as:
- award notice
- open account memos
- deferral and extension memos
Quick guides
Application type
RAIS includes 2 types of applications: RASF and record.
RASF applications:
- get initiated and completed by the PI
- provide a workflow for signatories and ORS approval
- are not available for historic data
Record applications:
- get initiated and completed by ORS
- provide summarized information of the award process
- get used for all historic data (2015-2020) represented in RAIS
- get used for travel grants
- Note: a future module will provide an online application for travel grants
Application status
RAIS records can have the following workflow statuses:
- pending
- declined
- awarded
- cancelled
- suspended
- expired
- closed
- expired vs closed:
- a RAIS record gets marked with an expired status when the end date has passed
- if the RAIS award end date is not accurate, contact ORS to revise or extend the award
- if the RAIS award end date is correct and the balance is zero, the account is eligible for closing
- contact Research Accounting with any questions about the account
- a RAIS record gets marked with an expired status when the end date has passed
FAST summary
The post-award module is not intended to replace FAST. Rather, it provides a quick summary of the FAST account budget and balance.
Discovery and travel grants
- RAIS does not provide a FAST summary for discovery and travel grants
- discovery and travel grant account numbers do not change from one award to another
- the FAST account represents the overall budget for the entire life of the account
Internal research grants
- RAIS does not provide a FAST summary for internal research grants
- internal research grants get managed under the operating budget
- internal research grant budget information gets reviewed in the FAST system
Institutional programs
- RAIS provides a FAST summary for each funding account related to an institutional program
- 1 project may have multiple funding partners with multiple funding accounts
- a separate RAIS record represents each funding partner
- these scenarios get identified by a note in each record title that links the records to 1 project
Historic data
Historic data provides a snapshot of previous awards. To verify your actual funds, review the account in the FAST system.
Historic data includes:
- funding awarded for UVic research projects from 2015-2020
Historic data does not include:
- complete history (pre-2015) of funding awarded for UVic research projects
- funding awarded to other institutions
- RASF applications pre-2020
Institutional programs
- the historic data for institutional programs is a work in progress
Note: as we’re still in the process of validating the historic data, please be patient if you find inconsistencies.
Human research ethics module
The human research ethics module:
- enables researchers, ORS and research accounting to connect ethics approvals with research accounts for efficiency, compliance and funding release on ethics approvals
- is compliant with tri-agency (federal) requirements
It allows you to:
- submit human research ethics applications
- track the status of ethics applications
- submit updates to your application
- monitor protocol expiry dates
- store documents including applications, certifications and renewals
Quick guides
- start application “create a research ethics application”
- add research team members
- start "amendment" to an approved application
- start "annual renewal" to extend the approval of an existing protocol
- start "project completion" to close an existing research ethics protocol
- start "unanticipated event" to report any unanticipated events
- departmental signatory - signing-off on research ethics application
- submitting required changes to your ethics application and appendices
- submitting required changes to the amendment application and appendices
- standard application guidelines
RAIS ethics post-approval user guidance
No. You can only work on one PAA at a time. The exception to this rule is the submission of the unanticipated event report form at any time after the original approval.
If your study is close to expiring but you need to submit a request for amendments, you can submit the joint renewals with amendments form that allows you to submit your request for amendment and also provide you with annual renewal reporting on your study progress.
Only Human Research Ethics administrators can change the Principal Investigator (PI).
If the PI is still at UVic and available to submit the request:
- The PI will complete the notification of change of PI form, with signatures, and submit it with the amendment request form through RAIS.
- Ensure that any study documents (e.g. recruitment documents, consent/assent forms) get revised to reflect the change.
If the PI is no longer at UVic and unable to submit the request:
- The new PI will complete the notification of change of PI form, with signatures, and email it to the HRE office.
- Once reviewed, the HRE office will change the PI and request that the new PI submits an amendment request form through RAIS.
- Ensure that any study documents (e.g. recruitment documents, consent/assent forms) get revised to reflect the change.
How to submit an amendment in RAIS
Once the amendment is approved, the Human Research Ethics Board (HREB) will issue a new Certificate of Approval to the new PI (faculty or faculty supervisor).
Note: if your study is not yet approved, submit the notification of change of PI form directly to the HRE office. The amendment request form is not required.Animal ethics module
The animal ethics module:
- enables researchers, ORS and research accounting to connect animal ethics approvals with research accounts for efficiency, compliance and funding release on ethics approvals
- is compliant with Canadian Council on Animal Care (CCAC) requirements
It allows you to:
- submit an animal use protocol (AUP) application
- track the status of your AUP application
- submit updates to your application, including renewals, amendments, and completions
- monitor protocol expiry dates
- store documents including: applications, attachments or appendices, etc.
- review team member animal training information
Quick guides
- guide for PI - how to create an AUP application
- guide for departmental signatory - how to sign off on an AUP application
- guide for all users - how to compare AUP versions
- research AUP - how to move from PDF to RAIS
- teaching AUP - how to move from PDF to RAIS
- helpsheet: lab and field research AUP application – section by section guidance
- *NEW* helpsheet: teaching AUP application - section by section guidance
- *NEW* helpsheet: updates (renewals, completions and amendments)
Pre-review FAQ
Pre-reviews are preliminary reviews performed by the Veterinary Director that offer PIs the opportunity to have their AUPs consulted on prior to being formally submitted to the ACC.
Pre-reviews provide valuable insight into items and AUP content that may be flagged by the committee during an ACC review. Additionally, they have been found to reduce the timeline to approval.