New IRIS REB USER Guide · 2020. 7. 27. · IRIS REB User Guide Page 3 of 29 Last modified: February 11, 2016 What is the IRIS Research Portal? The Integrated Research & Innovation

IRIS REB USER GUIDE September 2, 2016

Audience This user guide is intended for researchers who are planning to submit an ethics application to

the Research Ethics Board (REB) at UOIT using the IRIS research portal.

NOTE: If you are a student, post-doc, or faculty supervisor, the process for submitting an ethics application is slightly different, and you should refer to section ‘Process for Students, Post-Docs,

and Supervisors’ of this user guide.

IRIS REB User Guide Page 1 of 29 Last modified: February 11, 2016

Table of Contents What is the IRIS Research Portal? ............................................................................................................. 3

Registering an IRIS Research Portal Account ............................................................................................ 3

Logging in to the IRIS Research Portal ...................................................................................................... 3

IRIS Home Page & Finding Your Previously Saved/Submitted Applications ............................................. 3

Figure 1: IRIS Home Page ...................................................................................................................... 4

Table 1: Application Links on IRIS Home Page ...................................................................................... 4

Creating a New REB Application ............................................................................................................... 5

Table 2: REB Application Forms ............................................................................................................ 5

Cloning a Previous REB Application .......................................................................................................... 6

Figure 2: Cloning a Previous REB Application ....................................................................................... 6

Figure 3: Selecting Which Tabs to Clone ............................................................................................... 7

Filling In Your Application ......................................................................................................................... 7

Errors Tab .................................................................................................................................................. 7

Figure 4: Errors Tab ............................................................................................................................... 8

Workflow & Project Logs .......................................................................................................................... 8

Figure 5: Workflow Log ......................................................................................................................... 9

Figure 6: Project Log ............................................................................................................................. 9

Saving Your Application & Accessing a Partially Completed Application ................................................. 9

Working Collaboratively with Your Research Team ............................................................................... 10

Locked Application Files .......................................................................................................................... 10

Figure 7: File that is Locked by Another Project Member .................................................................. 11

Application Question Help ...................................................................................................................... 11

Figure 8: Application Question Help ................................................................................................... 11

Process for Students, Post-Docs, and Supervisors .................................................................................. 12

Figure 9: Student/Post-Doctoral PI as an Additional Project Member ............................................... 12

Exporting Your Application to a Word or PDF Document ....................................................................... 12

Figure 10: Exporting Your Application to a Word or PDF Document .................................................. 13

Submitting or Resubmitting Your Application ........................................................................................ 13

Figure 11: Submitting an Application .................................................................................................. 13

Figure 12: Submission Work Flow Message ........................................................................................ 13

Confirmation of Application Submission ................................................................................................ 14


Responding to a Request for Clarifications from the REB ...................................................................... 14

Keeping Your Protocol Current (Renewals, Changes, Closures, and Unanticipated/Adverse Events) ... 14

Figure 13: My Reminders Page ........................................................................................................... 15

Figure 14: Applications (Submitted – Post Review) Page ................................................................... 16

Figure 15: Post-Approval Events Page ................................................................................................ 16

Figure 16: Viewing Submitted Post-Approval Events & Their Status .................................................. 17

Questions or Comments? ....................................................................................................................... 17

APPENDIX A: PROJECT INFO TAB ................................................................................................................ 18

Figure A-1: Search for Related Awards ............................................................................................... 19

Figure A-2: Select from List of Related Awards ................................................................................... 19

Figure A-3: Award Added to Application ............................................................................................ 20

Figure A-4: Adding Notes to a Related Award .................................................................................... 20

APPENDIX B: PROJECT TEAM INFO TAB ...................................................................................................... 21

Figure B-1: Change the PI from the Project Team Info Tab ................................................................ 21

Figure B-2: Search for & Select the PI ................................................................................................. 22

Figure B-3: Add a Project Team Member ............................................................................................ 23

Figure B-4: Search Profiles for Project Team Member ....................................................................... 23

Figure B-5: Search Profiles & Select a Project Team Member ............................................................ 24

Figure B-6: Select the Project Team Member Role in Project & Save ................................................ 24

Figure B-7: Project Team Member List with Role in Project ............................................................... 24

APPENDIX C: APPLICATION-SPECIFIC TAB ................................................................................................... 25

Figure C-1: Application-Specific Tab for Application for Ethical Review ............................................. 25

Figure C-2: Application Specific Tab for Secondary Use of Data Application ..................................... 25

APPENDIX D: ATTACHMENTS TAB............................................................................................................... 26

Figure D-1: Add an Attachment to the Application ............................................................................ 27

Figure D-2: Browse for Document & Specify the Document Type ..................................................... 28

Figure D-3: Document Attached to Application .................................................................................. 28

Table D-1: Acceptable Attachment File Formats ................................................................................ 28

APPENDIX E – REB APPLICATION CHECKLIST .............................................................................................. 29

Table E-1: Checklist for all REB Applications ....................................................................................... 29

Table E-2: Additional Checklist for REB Applications with a Student/Post-Doctoral PI ...................... 29


What is the IRIS Research Portal? The Integrated Research & Innovation System (IRIS) is a research portal that streamlines research

administrative processes. The system provides researchers access to view & manage their research files.

By streamlining administrative processes, applications move more efficiently through various reviews

and approvals, and the status of the application is always transparent for all users. A key advantage of

the IRIS research portal is the ability for research teams to work collaboratively on their applications.

IRIS integrates research processes amongst committee and departments, and standardizes access and

procedures for researchers. The system will be implemented in a phased approach, but when fully

implemented will house applications not only for the Research Ethics Board (REB), but also for the

Animal Care Committee, Biosafety Committee, Radiation Safety Committee, grants and awards, and

intellectual property.

IRIS is a web-based system that is powered by Process Pathways and fully integrates with Romeo, which

is UOIT’s research management system. It is a Canadian-developed solution that is in use at many

prominent universities and research institutes across Canada.

Registering an IRIS Research Portal Account If you do not have an existing account in the IRIS research portal, please refer to the IRIS User

Registration Guide, which is available from the IRIS User Guides webpage.

Logging in to the IRIS Research Portal Students, Post-Docs & External Users access IRIS using the login page. UOIT Faculty & Staff access IRIS

using the Research SharePoint page, which is maintained by the Office of Research Services (ORS).

IMPORTANT: Save your applications every few minutes, as the system will log you out automatically

without saving after a period of inactivity. The system does not recognize typing in textboxes as

‘activity’ and you may lose your changes if you don’t save often; alternatively, you may want to save

your application, type lengthy responses into a word processor and then copy and paste your response

into the application form.

IMPORTANT: When you are finished using IRIS for this session, SAVE & CLOSE your application and

then LOGOUT of the system. Failure to properly close applications and log out of the system will result

in a variety of issues, such as a lock being placed on your research application or unauthorized access to

your account in IRIS.

IRIS Home Page & Finding Your Previously Saved/Submitted Applications Once logged in, you will be taken to the IRIS home page (see figure 1). At any time while logged in, you

may return to the home page or log out of IRIS by clicking on the ‘Home’ or ‘Logout’ links in the menu at

the top of the page with the dark blue background. To create a new ethics application, click on the

‘APPLY NEW’ link.

http://research.uoit.ca/iris-research-portal/iris-user-resources-and-training/user-guides.php

https://wisc.uoit.ca/workspaces/vprii/ors/researcher/Pages/default.aspx


Figure 1: IRIS Home Page

To view your existing applications, click one of the links under either ‘Role: Principal Investigator’ or

‘Role: Project Team Member’ depending on your role in the application. Table 1 below contains an

explanation for each of the links.

Table 1: Application Links on IRIS Home Page

Link… You will find your application here if… Application Can be Edited?

Applications (Saved – Not Submitted)

If you previously started an application which was saved but not submitted.

Yes – continue to edit & then submit

Applications (Submitted - Requiring My Attention)

If you previously submitted an application, but the application was sent back to you for edits or clarifications.

Yes – continue to edit & then resubmit

My Reminders If you have a renewal due within 30 days. No – but you can submit post-approval events (renewals, change requests, closures, unanticipated/adverse events)

Applications (Submitted - Under Review)

If you submitted an application, but it has not yet been approved.

No – you can view only

Applications (Submitted - Post Review)

If your application has a decision from the REB (i.e. approved or declined).

No – but you can submit post-approval events (renewals, change requests, closures, unanticipated/adverse events)

Applications (Withdrawn) If you withdrew an application. No

Home Page & Logout Links

You will find application for which you are the PI in this section

Applications for which you are a co-investigator, collaborator,

student lead, etc. Create a new application


Creating a New REB Application Once logged in to IRIS, click on the ‘APPLY NEW’ link from the top right corner of the home page (see

figure 1). Scroll down to find the ‘Research Ethics Board (REB)’ application forms. Click on the application

name of the required application form (see table 2).

New REB applications are assigned a temporary four-digit application reference number, which is shown

at the top-left corner of the application. Once you submit your application, this number will be replaced

with a permanent five-digit REB number which will be provided to you via an email confirmation of your

application.

Table 2: REB Application Forms

Application Name Description

Application for Ethical

Review

This is the main application form for new research involving human

participants. Do NOT use this form if any of the following four situations apply

to your research:

You are re-using data collected during a previous research project (use

the secondary use of data form)

This research has received approval from a research ethics board at

another Canadian University or College that has signed the

Memorandum of Understanding and are eligible to receive tri-council

funding as per the TCPS2 (use the multi-jurisdictional research form)

You are a course instructor that will oversee the conduct of

undergraduate students participating in exercises or assignments that

involve human participants (use the course based research form)

Your research involves human biological materials derived from living

or deceased individuals (use the human tissue samples in research

form)

Multi-Jurisdictional

Research (MJR)

For research that has received approval from a research ethics board at

another Canadian University or College that has signed the Memorandum of

Understanding and are eligible to receive tri-council funding as per the TCPS2.

Secondary Use of Data For subsequent use of collected human research data in which the secondary

purpose was not explicitly communicated during the original consent process.

Course-Based

Research

(Faculty/Course

Instructors Only)

For undergraduate course instructors who will oversee the conduct of students

participating in exercises or assignments that involve human participants.

Course-based research does not include courses where students conduct

individually-designed projects (i.e. honours thesis). In that case, student

researchers must submit their own application for REB review.


Human Tissue

Samples in Research

For research involving human biological materials. This applies to materials

derived from living and deceased individuals. Human biological materials

include tissues, organs, blood, plasma, skin, serum, DNA, RNA, proteins, cells,

hair, nail clippings, urine, saliva and other body fluids (TSPS2 Article 2.1b).

Cloning a Previous REB Application If you need to create a new application that is significantly similar to an REB application that you

previously saved or submitted, you can clone the previous application to save time. NOTE: The

application must be the same type (i.e. application for ethical review, secondary use of data, multi-

jurisdictional review, etc.).

From the IRIS home page, find the application that you would like to clone (see the IRIS Home Page &

Finding Your Previously Saved/Submitted Applications section of this user guide for more information

about finding your applications). Click the clone button (see figure 2) and then select which tabs you

would like to clone (see figure 3). NOTE: The Common Questions tab contains the application-specific

subtab and application questions, and in most cases should be selected (see figure 3).

Figure 2: Cloning a Previous REB Application


Figure 3: Selecting Which Tabs to Clone

Filling In Your Application ***Save your application every few minutes***, as the system will log you out automatically without

saving after a period of inactivity. The system does not recognize typing in textboxes as ‘activity’ and you

may lose your changes if you don’t save often; alternatively, you may want to save your application,

type lengthy responses into a word processor and then copy and paste your response into the

application form.

All applications form have standard tabs for you to complete: project info, project team info, and

attachments. Information about each of these tabs is included in appendices of this user guide.

In addition, each application will have an application-specific tab (third from the left) with detailed

questions specific to the application form selected. This tab will have a series of subsections that

organizes the questions.

IRIS does not allow you to submit your application until all required questions are complete. The system

provides several ways to determine which required questions have not yet been addressed:

An asterisk on the tab

An ‘Errors’ tab with a list of unaddressed questions (more details about the ‘Errors’ tab is

available in the ‘Errors Tab’ section of this user guide).

Red asterisks to the left of required questions.

Errors Tab If there are required fields on your application that are not yet complete, and ‘Errors’ tab will be visible.

This tab is located at the far right side of the application (see figure 4). The ‘Errors’ tab disappears once

In most cases, you will want to check the common questions (this copies the application-specific questions in the subtabs)


all required fields are complete. Another clue that you have an uncompleted required question is an

asterisk on the tab.

When you click on the ‘Errors’ tab, you are presented with a list of uncompleted required questions (see

figure 4 below). The tab with the uncompleted question is noted in blue, followed by details of the

subtab (if applicable) and question number.

IMPORTANT: Required questions are the minimum necessary for all applicants to complete. There may

be additional required questions that are dependent on your application type, and these may not be

noted by an asterisk or on the errors tab. If your application is incomplete, it will not be forwarded to

the REB reviewers, but instead returned to you for completion. This will delay an approval decision for

your application. Always be sure to fully review your application before submitting.

Figure 4: Errors Tab

Workflow & Project Logs There are two log files available to all project team members:

The Workflow Log keeps track of your submission and resubmission of the application (see

figure 5). This log will tell you the dates/time when you submitted or re-submitted your

Tab Subtab Question

Question Tab


application, as well as the dates/time that the application was returned to you for further edits

or clarifications.

The Project Log keeps track of when and who updated each application question (see figure 6).

This log is particularly helpful when collaboratively working on an application with your project

team.

Figure 5: Workflow Log

Figure 6: Project Log

Saving Your Application & Accessing a Partially Completed Application **Save your application every few minutes***, as the system will log you out automatically without

saving after a period of inactivity. The system does not recognize typing in textboxes as ‘activity’ and you

may lose your changes if you don’t save often; alternatively, you may want to save your application,

type lengthy responses into a word processor and then copy and paste your response into the

application form.


If you would like to finish preparing your application another time, or you are awaiting a review of the

application by your project team, click the save button and close the file.

To later access a saved application, use the ‘Applications (Saved – Not Submitted)’ link from the IRIS

home page. Note that this link may appear under the role of Principal Investigator or Additional Team

Member, depending on your role selected in the application.

Working Collaboratively with Your Research Team When you add additional project team members in the Project Team Info tab, the application form

becomes available to them for review (see Saving Your Application & Accessing a Partially Completed

Application section of the user guide). All project team members who wish to review the application will

require an IRIS account. Team members external to UOIT can register for an account and will receive

immediate access to IRIS (refer to the IRIS User Registration Guide, available from the IRIS User Guides

webpage, for instructions). After the team member creates an account, they can be added to the project

as a team member.

Only one person can edit the application at any given time, so the application will be ‘locked’ when

someone is in editing mode. Other team members can view the application, but only one person can be

in edit mode. IMPORTANT: If a project team member does not save and close the application properly,

the editing lock is not removed and other project team members will be locked out of editing the file

(see the ‘Locked Application Files’ section of this user guide for more information).

You can see which team members edited which application question and when they did so via the

project logs. More information about the logs can be found in the ‘Logs Tab’ section of this user guide.

Note that while all project team members who have a registered IRIS account can review & update the

application, only the PI can submit the application. The submit button is not available for other project

team members.

Locked Application Files As described, IRIS allows research team to collaboratively build ethics applications. Note, however, that

only one person can edit the application at any given time. When someone edits the application, a lock

is placed on the file so others cannot edit the application at the same time. Once the team member

saves and closes the file, the edit lock is released.

While someone has the file locked for editing, other project team members view the application but not

edit it until the person who has locked the file saves and closes it. IRIS notes the name of the team

member who currently has the file locked for editing (see figure 7).

IMPORTANT: If you have clicked the edit button on an application and do not save and close the file

properly (i.e. you close your web browser while the application is still open), you will lock out all other

project team members from editing the file. This can be resolved by having the team member who

locked the file log into IRIS, open the application, and then save and close it properly to release the lock.



If the person who placed the lock on the application is not available to unlock the file, contact the Office

of Research Services (ORS) for assistance (please visit our IRIS support webpage for contact

information). It is preferable to contact the person who has locked the file because they may currently

be editing the file; if ORS unlocks the file for you, the person editing the file will lose their unsaved

changes.

Figure 7: File that is Locked by Another Project Member

Application Question Help Some questions in your application may have additional information provided. To the left of each

application you will see a blue icon (see figure 8). If you need more details about a particular question,

try clicking on the blue icon to check if additional information is available (not every question will have

additional information, but this might save you some time when preparing an application).

If you still require some assistance with answering a question, visit our IRIS support webpage for contact

information.

Figure 8: Application Question Help

Click the blue icon for additional information.

If additional information is available, a comment box will appear.

http://research.uoit.ca/iris-research-portal/support.php



Process for Students, Post-Docs, and Supervisors Because the supervisor is ultimately responsible for the ethical conduct of research by his or her

student, the supervisor must be listed as the PI for this project in the Project Team Info tab and must

be the person to submit this application. Applications submitted by the student/post-doctoral PI will

not be reviewed and will be returned for correction. This will delay the review of your application.

The student/post-doc lead should create and fully prepare the application, and then advise the

supervisor when the application is ready for review. The supervisor may require one or more rounds of

modifications to the application before submitting. Good communication between the student/post-doc

and supervisor is essential to submitting an application in a timely manner.

Here is the process for student/post-doc REB applications in IRIS:

1. The student/post-doc creates a new application and addresses the questions in the application.

2. The student changes the PI on the application to their supervisor. The student will then add him

or herself as an additional project team member with the role in project of ‘Student Lead/Post-

Doc Lead’ (see figure 9). Instructions for changing the PI and adding additional team members

are in Appendix A of this user guide.

3. The student communicates with their supervisor (i.e. in person or by email) that the application

is ready for review.

4. The supervisor reviews the application and either make updates, asks the student to make

updates, or submits the application. Both the student/post-doc lead and PI (supervisor) access

the application from the ‘Application (Save – Not Submitted) link from the IRIS home page (the

supervisor accesses the application from the role of principal investigator and the student

accesses the application from the role of project team member).

All communications from the Research Ethics Board regarding the application (i.e. request for

clarification, approval, renewal notifications, etc.) will be sent to both the supervisor (PI) and

student lead/post-doc lead.

Figure 9: Student Lead/Post-Doctoral Lead as an Additional Project Member

Exporting Your Application to a Word or PDF Document You may need to export your application to a Word or PDF document for the purposes of submitting to

a subsequent research ethics board or to retain a personal copy. To do so, simply click on the yellow

‘Export to Word’ or ‘Export to PDF’ buttons that appear at the top of the application form (see figure 10

below).


Figure 10: Exporting Your Application to a Word or PDF Document

Submitting or Resubmitting Your Application To submit your application, click on the Submit (or Resubmit) button from the top of the application

form (see figure 11). You will then be required to provide a work flow message before submitting (see

figure 12). For a new application, a simple message such as ‘New application’ is fine. It is best to keep

your message simple, with just enough information to remind you of why the application was submitted

or re-submitted. This message becomes available to you via the workflow log.

Figure 11: Submitting an Application

Figure 12: Submission Work Flow Message

Once your application is submitted you can no longer make changes, but you do have read access to the

application. It will be located in the ‘Applications (Submitted - Under Review)’ link on the IRIS home

Brief message for workflow log


page. If you need to edit your application you will need to contact the Ethics & Compliance Officer. Visit

our IRIS support webpage for contact information.

Confirmation of Application Submission After your application is submitted, all project team members will receive a confirmation email with a

permanent five-digit REB application number. This REB application number should be used in all future

correspondence with the Ethics & Compliance Officer & REB.

Note: Only new applications receive an email confirmation. Post-approval events (renewals, change

requests, closures, unanticipated/adverse events form) do not receive an email confirmation. You can

review submitted post-approval events and check their status anytime by finding your REB application

(refer to the IRIS Home Page & Finding Your Previously Saved/Submitted Applications section of this

user guide for more details) and clicking on the ‘Events’ button.

Responding to a Request for Clarifications from the REB If the Research Ethics Board (REB) requests clarifications about your application, the PI & student/post-

doc PI will be notified via email. The email will include a Word document outlining the questions for

clarification from the REB. You will need to save this document to your computer and then type your

responses to the questions in the document (as noted in the email). Once finished, you will use the

‘Attachments’ tab to attach the clarifications document to your application in IRIS.

In addition, you may be required to update your application in IRIS. When clarifications are requested,

your research team will once again have edit access to the application. You will find the application in

the ‘Applications (Submitted - Requiring My Attention)’ link on the home page in IRIS.

After you have edited your application and attached the Word document with your response to

clarifications, you can resubmit the application.

Applications with student/post-doc PIs will require review and approval from their supervisor. While the

student/post-doc PI can make the edits and attach the response to clarifications document, only the

supervisor (who will be noted as the PI on the application) can resubmit the application.

Keeping Your Protocol Current (Renewals, Changes, Closures, and Unanticipated/Adverse

Events) If your application is approved by the Research Ethics Board (REB), you will need to keep your protocol

current per the requirements in the TCPSII. Maintaining your protocol involves:

Renewing your application annually.

Requesting REB approval of any changes to the research changes before implementation.

Reporting any unanticipated/adverse events.



Closing your application when research data collection is complete.

These tasks are known as post-approval events in IRIS. Here are the steps to submit a post-approval

event:

1. Retrieve your application using one of the following links from the IRIS home page (Reminder:

use the quick links that are relevant to your role in the project, either as the PI or additional

team member. See the ‘IRIS Home Page & Finding Your Previously Saved/Submitted

Applications’ section of this user guide for more assistance with finding your file):

a. All projects that have a renewal due within 30 days will appear in the ‘My Reminders’

link (see figure 13).

b. If your project is not due for renewal in the next 30 days, use the (Submitted - Post

Review)’ link (see figure 14).

2. Click the ‘Events’ button for the project.

3. A list event form links (such as renewal, change request, etc.) appear for the project. Click the

link that applies to your post-approval event (see figure 15).

4. Complete and submit the post-approval event in the same way that you would submit a new

application.

5. After submission, the post-approval event will appear in the list of the submitted events at the

bottom of the screen (see figure 16). At any time you may return to review all submitted post-

approval events for any project.

NOTES: Any project team member (including student/post-doc PIs) may submit post-approval

events for a research file. The system does not send automated messages confirming receipt of the

post-approval event, but the PI will be notified by email by the Ethics & Compliance Officer once the

event has been reviewed.

Figure 13: My Reminders Page


Figure 14: Applications (Submitted – Post Review) Page

Figure 15: Post-Approval Events Page


Figure 16: Viewing Submitted Post-Approval Events & Their Status

Questions or Comments? If you have any questions or comments about the IRIS research portal, please visit our IRIS support

webpage for contact information.




APPENDIX A: PROJECT INFO TAB

Required fields include title, start date, and end date (note: your application will be returned to you if

you do not provide a start & end date – this will delay the review from the REB). Keywords are not

required for REB applications.

If your project is associated with a funding application/award file that is maintained by the Office of

Research Services (ORS) at UOIT, you will link the award file to your ethics application:

1. From the ‘Related Awards’ section within the ‘Project Info’ tab, click the ‘Search’ button (see

figure A-1).

2. Select your award file from the popup box by clicking on the appropriate ‘Select’ link (see figure

A-2).

The award details will be added to the ‘Project Info’ tab (see figure A-3). If you would like to add a note

about the funding to your application, click the ‘Edit’ button (see figure A-4). You can also delete a link

to an award file by clicking the ‘Delete’ button.

If your funding application/award is not available when you search, or if your award file is maintained by

an institution other than UOIT, you will need to download, complete and attach the ‘Related Awards’

template that is available from the Attachments tab.


Figure A-1: Search for Related Awards

Figure A-2: Select from List of Related Awards


Figure A-3: Award Added to Application

Figure A-4: Adding Notes to a Related Award


APPENDIX B: PROJECT TEAM INFO TAB

By default, the person creating the application will noted as the Principal Investigator (PI) in the Project

Team Info tab. There are many instances where someone may create an application but not be the PI

(such as a research coordinator preparing the application, or a student lead). To change the PI:

1. Click on the ‘Change PI’ button (see figure B-1)

2. Type in the last name of the PI, click the ‘Search’ button, and then click the ‘Select’ button

beside the PI (see figure B-2).

If the PI does not exist, then he/she will have to register an IRIS account before you can change the PI.

Refer to the IRIS User Registration Guide, which is available from the IRIS User Guides webpage. The PI

must submit the application (research coordinators cannot do this on their behalf), so an account must

be created for the PI before submission.

Figure B-1: Change the PI from the Project Team Info Tab



Figure B-2: Search for & Select the PI

Additional project team members (co-investigators, collaborators, coordinators, students PIs, etc.) are

also added from the Project Team Info tab:

1. Click the ‘Add New’ button on the Project Team Info tab (see figure B-3).

2. Click the ‘Search Profiles’ button (see figure B-4).

3. Type in the last name of the PI, click the ‘Search’ button, and then click the ‘Select’ button to

add the team member (see figure B-5).

4. Select the appropriate ‘Role in Project’ from the dropdown list, and then click the ‘Save’ button

(see figure B-6).

Once you’ve added the project team member with the appropriate role, they will appear at the bottom

of the ‘Project Team Info’ tab (see figure B-7). You may edit the role in project for a project team

member by using the edit button, or delete a project team member using the delete button.

If the project team member is not available, you will need to download, complete, and attach the

‘Additional Project Team Members’ template that is available from the Attachments tab. NOTE: You

cannot use this attachment for the project PI. The project PI must create an IRIS account in order to

submit the application.

1

2

3


Figure B-3: Add a Project Team Member

Figure B-4: Search Profiles for Project Team Member


Figure B-5: Search Profiles & Select a Project Team Member

Figure B-6: Select the Project Team Member Role in Project & Save

Figure B-7: Project Team Member List with Role in Project

1

2

3

1

2


APPENDIX C: APPLICATION-SPECIFIC TAB

The third tab from the left is an application-specific tab, which contains all of the subtabs and questions

that are specific to the type of REB application you are working on (i.e. an application for ethical review,

secondary use of data, multi-jurisdictional review, etc.). Note the difference between the circled tabs in

figures C-1 and C-2, and the related subtabs for each. All other top-level tabs remain the same (i.e. the

Project Info tab, Project Team Info tab, Attachments tab, Logs tab, and Errors tab).

Like the main tabs, the application-specific subtabs will have an asterisk if there are any required

questions that have not yet been addressed.

Figure C-1: Application-Specific Tab for Application for Ethical Review

Figure C-2: Application Specific Tab for Secondary Use of Data Application


APPENDIX D: ATTACHMENTS TAB

The attachments tab allows you to upload documents to submit with your project file. It also contains

templates that may be necessary for you to download, fill in, and then upload to submit with your

project file.

Attachments required for you project may include: consent form/information sheets,

permissions/approval letters from external organizations, recruitment materials (scripts, posters, online

correspondence, etc.), data collection materials, participant materials (handouts, thank you forms,

agreement to participate in research for minors, etc.), confidentiality agreement templates, TCPS2:

CORE completion certificate.

The steps to add an attachment to your application are as follows:

1. From the ‘Attachments’ tab, click the ‘Add Attachment’ button (see figure D-1).

2. Click the ‘Choose File’ button and browse to find the attachment on your hard drive or network

drive, then choose a document type from the ‘Doc/Agreement’ dropdown list (if the document

type is not available type a description of the document), and then click the ‘Add Attachment’

button (see figure D-2).

After the document is attached, you will see it listed at the bottom of the ‘Attachments’ tab (see figure

D-3). You can edit the description or the doc/agreement category by clicking the ‘Edit’ button. You may

also delete a document by clicking the ‘Delete’ button.


Figure D-1: Add an Attachment to the Application


Figure D-2: Browse for Document & Specify the Document Type

Figure D-3: Document Attached to Application

Accepted file formats are shown in table 3 below (note: .zip files are not accepted, please upload each

file individually). All files must be labelled appropriately. If an application is submitted with any other

type of attachment or without labels/descriptions, the application will not be reviewed and instead will

be returned to the researcher to convert the attached file to an acceptable format. This will delay the

review of your application.

Table D-1: Acceptable Attachment File Formats

.PDF .DOC / .DOCX

.XLS / .XLSX .PPT / .PPTX

If you need to use one of the document templates, such as the ‘Additional Project Team Members’ or

‘Related Awards’ attachments, SAVE YOUR APPLICATION and then click on the link from the

‘Attachments’ tab to open the file. Complete the template and then save the document to your hard

drive or a network drive. Attach the completed template using the steps described above.

When a file is selected, the file name will appear here

If the type of document is not available from the Doc/Agreement dropdown list, type a description of the document here

1

2

3


APPENDIX E – REB APPLICATION CHECKLIST Use this handy checklist to ensure your application is complete before submitting. This can reduce the

time needed for the review process as incomplete applications are returned to the research team for

correction before they are sent to REB reviewers.

Table E-1: Checklist for all REB Applications

1 Have you included a start and end date on the Project Info tab?

2 Have you linked all related UOIT-administered award files in the Project Info tab?

3 Have you completed the ‘Related Awards’ template for all awards that you could not link in check #3 above, and attached the document in the Attachments tab?

4 Is the PI correct in the Project Team Info tab?

5 Have all research team members been added to the Project Team Info tab?

6 Do all research team members have the correct project role in the Project Team Info tab?

7 Have you completed the ‘Additional Team Members’ template for all project team members that you could not link in check #5 above, and attached the document in the Attachments tab?

8 Have you added all necessary project documents in the attachments tab? This may include, but is not limited to, consent forms, information sheets, permission letters, approval letters, recruitment materials (scripts, posts, online correspondence, etc.), data collection materials, participant materials, handouts, thank you forms, agreement to participate in research for minors, confidentiality agreement template, TCPS2 CORE completion certification.

9 Have you provided a Doc/Agreement type for all attachments in the Attachment tab (or a description if a doc/agreement type does not apply)?

Table E-2: Additional Checklist for REB Applications with a Student/Post-Doctoral PI

1 Has the supervisor been noted as the PI on the Project Team Info tab?

2 Has the student/post-doc been added as an additional team member in the Project Team Info tab?

3 Has the student/post-doc been assigned the role in project of ‘Student/Post-Doc PI’?

4 Has the student/post-doc completed the required questions in the Student/Post Doc PI tab (which is a subtab of the Application for Ethics Review tab)? You can verify who answered these questions in the Project Log.

5 Has the supervisor completed the required questions in the PI Certification tab (which is a subtab of the Application for Ethics Review tab)? You can verify who answered these questions in the Project Log.

Documents

New IRIS REB USER Guide · 2020. 7. 27. · IRIS REB User Guide Page 3 of 29 Last modified: February 11, 2016 What is the IRIS Research Portal? The Integrated Research & Innovation