UIC Research

June 28, 2022

Dear Colleagues,

“UIC Research,” the university’s system for access to integrated software applications for Conflict of Commitment and Interest disclosures and Institutional Review Board submissions, is now live.

“UIC Research” conveniently uses a single sign-on, so you will use your UIC netID and password to access the system. Within “UIC Research”, you will find a library with job aids, forms, policies and other guidance.

The OVCR Conflict of Commitment and Interest team within the Office of Research Integrity will continue to hold virtual open office hours as well as training sessions to answer your questions about “UIC Research – COI.” Information about virtual demonstrations, training and office hours can be found on the “UIC Research” website. Although training is not mandated for disclosers, everyone is encouraged to participate in “UIC Research – COI” training. All individuals who currently complete the Report of Non-University Activities or the Sponsor-Specific Questionnaire using our current disclosure systems will be using “UIC Research-COI.” Disclosure through “UIC Research – COI” is necessary at the time a new or renewed award, including a non-competitive annual renewal, is received for all those with Department of Energy, National Science Foundation, and Public Health Services (including National Institutes of Health) awards.

The OVCR Office for the Protection of Research Subjects will also continue to hold virtual office hours as well as topic-based training sessions of “UIC Research – IRB.” These include reviews of how to submit a new study, how to respond to a clarification request, and how to create and submit a continuing review or reportable new information. You can find the schedule of sessions on the “UIC Research” website.

If you have questions about the conflict of commitment and interest disclosures process, please email coi@uic.edu.  For institutional review board submission process questions, please email uicirb@uic.edu.  Technical issues with accessing “UIC Research – COI” can be reported to coitechhelp@uic.edu. Technical issues with accessing “UIC Research – IRB” can be reported to irbtechhelp@uic.edu.

Thank you,

Joanna Groden, PhD
Vice Chancellor for Research

May 31, 2022

Dear Colleagues,

We are now less than 30 days away from the June 28 go-live date for “UIC Research,” the university’s integrated software application for Conflict of Commitment and Interest disclosures and Institutional Review Board submissions.

OVCR Conflict of Commitment and Interest team is holding virtual open office hours as well as training sessions to answer your questions about “UIC Research – COI.”Information about virtual demonstrations, training, and office hours can be found on the Research Information Page. Although training is not mandated for disclosers, everyone is encouraged to participate in “UIC Research – COI” training. All individuals who currently complete the Report of Non-University Activities or the Sponsor-Specific Questionnaire using our current disclosure systems will be using “UIC Research-COI.” For those that have new Department of Energy, National Science Foundation, and Public Health Services (including National Institutes of Health) awards after go-live, disclosure through “UIC Research – COI” will be necessary at the time a new or renewed award is received.

OVCR Office for the Protection of Research Subjects is holding virtual office hours as well as topic-based training sessions of “UIC Research – IRB.” Topics include how to submit a new study, how to respond to a clarification request, and how to create and submit a continuing review or reportable new information. You can find the schedule of sessions on the Research Information Page. Please refer to the June and Julycalendars for important IRB submission deadlines.

You may also reach out to any of the project champions, a group of researchers and research administrators, who have given their time over the past months to becoming super-users of this application. The lists of project champions for both Conflicts of Commitment and Interest and the Institutional Review Board can be found on the Research Information Page.

We look forward to the launch of these two electronic research record systems that will make your work easier and more streamlined.

Thank you,

Joanna Groden, PhD
Vice Chancellor for Research

April 28, 2022

Dear colleagues,

We are now 60 days away from the June 28 go-live date for “UIC Research,” the university’s integrated software application for Conflict of Commitment and Interest disclosures and Institutional Review Board submissions.

The Conflict of Commitment and Interest team is holding virtual open office hours to answer your questions about “UIC Research – COI” and has begun to schedule hands-on training sessions that will be open to any discloser or reviewer. Information about virtual demonstrations, training, and office hours can be found online. Although training is not mandated for disclosers, everyone is encouraged to participate in “UIC Research – COI” training. All individuals who currently complete the Report of Non-University Activities or the Sponsor-Specific Questionnaire using our current disclosure systems will be using “UIC Research-COI.” For those that have new Department of Energy, National Science Foundation, and Public Health Services (including National Institutes of Health) awards after go-live, disclosure through “UIC Research – COI” will be necessary.

The Office for the Protection of Research Subjects is holding virtual demonstrations of “UIC Research – IRB.” If you are interested in participating in a demonstration, please complete the request form.

Thank you,

Joanna Groden, PhD
Vice Chancellor for Research

February 16, 2022

Dear colleagues,

The Office of the Vice Chancellor for Research would like to update you as we approach the go-live date of June 28 for “UIC Research,” our link to new software applications for two electronic research record systems: Conflict of Commitment and Interest disclosures and Institutional Review Board submissions.

All individuals who currently complete the Report of Non-University Activities or the Sponsor-Specific Questionnaire using our current disclosure systems will be using the new UIC Research system.

All investigators who engage in human subject research, including associated research personnel who have active protocols in OPRS Live and anyone submitting new IRB applications after June 28, will be using the new UIC Research system. It is important to note that all active research IRB protocols will be transitioned to UIC Research by that date.

Information about training sessions and how to transition to the new systems will be sent to all faculty and staff by email and posted on the OVCR website over the coming weeks.

Thank you,

Joanna Groden, PhD
Vice Chancellor for Research

January 18, 2022

Dear Colleagues,

The Office of the Vice Chancellor for Research is pleased to announce an upcoming upgrade to two of our electronic research record systems that make your work easier related to human subjects research, institutional review board approvals, and annual submissions and updates to conflict of interest/commitment disclosures. Our projected implementation date is June 28^th, 2022 to address pressing needs for upgrading our software systems. Information about training sessions and processes for transitioning to the new systems will be sent to all faculty and staff by email and posted on the OVCR website over the coming months.

Thank you,

Joanna L. Groden, Ph.D.
Vice Chancellor for Research

IRB Important Dates

• June 2022
• July 2022

COI Important Dates

Unit Executive Officers must complete reviews of any pending disclosures in Start myDisclosures by May 15, 2022 in order to ensure that entity information from legacy data is migrated to UIC Research – COI.

When does the UIC Research IACUC protocol management system launch?

• JULY 29, 2025 – all new protocols and triennial renewals must be submitted through the UIC Research IACUC portal.

Why is it being instituted?

• There are significant benefits to an electronic protocol management system. For example, those with Animal Care Committee protocols will be able to:
  • Reuse and collaborate on substances, procedures and experiments within your protocol
  • Open, edit, create and submit protocols online anywhere, anytime (brief regular maintenance periods excepted)
  • Always have up-to-date protocols, with approved changes automatically incorporated
  • No more version control tracking as with current documents. The researchers and ACC reviewers will review the current version of the protocol and the amendments within the system.
  • Save time and reduce burden with the user-friendly SmartForm
  • Track protocol status in real-time from submission through approval all through the UIC Research Dashboard
  • Ensure that all protocol procedures, details, treatments, personnel, etc. are approved
  • All protocol personnel will be able to review the final version of the protocol/modifications, which will ensure compliance with the approved details and requirements

Is training available?

• Yes! All labs will need to schedule an orientation on the new system with OACIB (oacib@uic.edu). During this orientation for your lab, we will walk you through the system and provide a live demonstration on how to use it for your experiments.
• You can also view training resources for the new system.
• FAQs are provided for common questions

Where can I learn more?

• Please review the multiple guidances, how-to videos, Town Hall presentation and FAQs provided through the UIC Research Electronic Submission System tab on the Animal Care Committee (ACC) website.

Conflict of Commitment and Interest Training and Help Sessions

Virtual Open Office Hours
Beginning 08/19/2024 through 11/18/2024

• Mondays, 10:00 am – 11:00 am, Virtual Link
• Thursdays, 2:00 pm – 3:00 pm, Virtual Link

Virtual Hands-On Training Sessions
Please use the link to register to attend the virtual hands-on trainings. If no one is registered for a given session at least 24 hours before the session, the session may be cancelled without notice.

Conflict of Commitment and Interest Frequently Asked Questions

When does UIC Research COI launch?

• June 28, 2022

Who will use UIC Research COI?

• All individuals required to submit RNUA currently under the University Policy on Conflict of Commitment and Interest for annual “Outside Activity” disclosure.
• Investigators and key personnel that are required to make disclosures for research compliance, replacing sponsor specific questionnaire (SSQ) and checklist.
• Disclosers will have the opportunity to assign a proxy to assist with entering information into the disclosure profile. A proxy will not be able to complete COI training for an individual or submit the disclosure profile.

Why is it being Instituted?

• The new system is being implemented to simplify and streamline the disclosure process while helping to clarify the disclosures that are necessary. In doing so, UIC is enhancing our commitment to transparency in our interactions with outside entities, both domestically and internationally, while reducing administrative burden on those that need to disclose activities. These actions are expected to solidify our reputation with both internal and external stakeholders.

Is the Policy changing?

• There is no Policy change associated with UIC Research COI being implemented.
• The University of Illinois Policy on Conflict of Commitment and Interest is undergoing review at the UI System level separate from UIC Research Implementation. The new Policy is expected to complement the upgrades to the disclosure system. The Policy will be implemented once it is approved by the University of Illinois Board of Trustees.

What will I submit in UIC Research COI?

• You will submit prospective pre-approval requests of activities, including outside employment, consulting, travel, and other activities.
• You will submit retrospective disclosure of outside activities, including stocks, ownership, travel, consulting, expert witness, employment, and other activities.

When do I need to enter or update information?

• Information should be updated prior to engaging in new activities as pre-approval.
• Information should be updated within 30 days of engaging in outside activities as disclosure, if a funded researcher.
• Information should be updated annually, at minimum, as disclosure for all others.

What will the deadline for annual disclosure of Outside Activities for Academic Year 2023?

• October 10, 2022

Will training be required to use UIC Research COI?

• No, training to use the application is not required,  but training is encouraged for faculty and staff.
• Additional resources, instructions, and how-to videos will be available closer to the launch date, including in-application help, FAQ, and videos.

Will disclosers be required to complete Conflict of Commitment and Interest (COCI) training?

• Yes, all disclosers must complete a short, in-application COCI training once every four years as part of the Disclosure Profile.

Will any data be transferred from RNUA or SSQ to UIC Research?

• Yes, the entity and a type of activity will be populated for most disclosers along with basic information about the individual.
• All disclosers will need to enter the system and update the disclosure profile with the financial interest and time commitment to the activity and update the type(s) of activity.

Will data disclosed in the RNUA and SSQ be available to review? If so, for how long?

• Yes, the RNUA system data will be available for the foreseeable future.

Will data disclosed in UIC Research COI be retained from year to year or will new disclosures be needed each year?

• Data is retained from year to year. Disclosure information will need to be be updated to reflect changes to financial interest or time commitment, if any changes occur from year to year.

Can I request a demonstration or training on UIC Research COI?

• Yes, you can request a demonstration or training session for your unit by submitting a Office of Research Integrity Information Session Request.

UIC Research is the online system used by OPRS for protocol submission and review. All human research related submissions requiring review by the IRB/OPRS must be submitted via UIC Research.

UIC Research is protocol driven.  While a protocol document is required to be uploaded for every Initial Review:

• There are no longer multiple applications and appendices to choose from and submit.
• There is only one form to complete, therefore, you cannot complete the wrong form.
• The duplicative questions and requests for information have been significantly reduced, if not removed.
• Protocol templates are provided for investigators who do not have a sponsor protocol (located in the UIC Research IRB Library). The protocol template for Social, Behavioral, and Educational research was developed based on the Social, Behavioral, and Educational Sciences Initial Review Application previously used by OPRS. The information that is required is the same, just in a different format.

New Users

Investigators and research personnel will use their UIC NetID and common password to gain access to the UIC Research system.

If you do not have a UIC NetID, contact OPRS at uicirb@uic.edu for assistance.

Instructions and Help

There are descriptions and opportunities for help on each screen.  Look for the “?” symbol.  There will either be a description of the question or a more general help topic (i.e., navigating the page, how to search, etc.).

For example, on the main Dashboard the “? Help” on the upper right side, offers help on the following IRB topics:

• Navigate the Dashboard
• Navigate the IRB Page
• Create and Submit a Study
• Create and Submit a Continuing Review or Modification
• Create and Submit a Reportable New Information

There are also guides for the Researchers located in the UIC Research IRB Help Center.

Create a New Study

You must have a completed protocol written and ready to submit before starting a submission for all new studies.  You will not be able to save your work in UIC Research without uploading a protocol.  Once a protocol is uploaded, you will be able to save your work throughout the completion of the smart form.

Any user can initiate a new application by clicking on the dark blue “Create New Study” box on the left hand side of the main Dashboard or the IRB Dashboard.  Regardless of the type of new study (i.e., Determination of not human subjects, Claim of Exemption, Initial Review, Development/Center/Training Grant, Humanitarian Use Device, or Emergency Use), you will “Create New Study” for all initial submissions.

You will upload all study documents within the smart form in UIC Research.  For instance, the protocol will be uploaded on the “Basic Study Information” (first page of the smart form), drug and/or devices documents (e.g., FDA letters, investigator brochures, information sheets, manuals, etc.) will be uploaded on the applicable “Drugs” or “Devices” page, and local research documents (e.g., UIC consent document, recruitment materials, surveys, data collection forms, questionnaires, etc.) will be uploaded to the “Local Site Documents” page as applicable.

Prior to submitting to the IRB for review, assign the ancillary reviews (i.e., faculty sponsor, department head, Investigational Drug Service, Clinical Research Finance Office, etc.) that are required for your research.  The “Additional Information” page of the smart form asks questions that will guide you in which persons/committees require review of your research. To assign ancillary reviews, select the “Manage Ancillary Reviews” action on the left side of the study site and add the appropriate persons/committees that are required to review the study prior to its approval.

Note that while any member of the research team (e.g., Research Coordinator or Co-Investigator) can create a new submission, only the PI or PI Proxy may submit the submission. The “Submit” button, located as the third item under “Next Steps” on the left side of the screen, must be pressed or it will not be submitted to OPRS.  To “sign” the Investigator’s Assurance, the PI or PI Proxy will be required to enter their credentials into UIC Research before it will allow them to submit the study.

Emergency Use

Please notify OPRS by phone [(312)-996-1711] or email (uicirb@uic.edu) prior to submitting an Emergency Use.

Clarification Requested

OPRS staff may send the investigator a “Clarification Requested” message with specific items that require correction, clarification, and/or submission before the submission will be sent to the IRB for review.  Instead of OPRS staff emails, all clarifications and administrative requests will be contained within UIC Research in the protocol workspace.

Investigators must respond to the “Clarification Requested” in UIC Research or the submission will not move forward in the review process.

For step-by-step instructions on how to submit and/or respond to the IRB, reference the Researcher’s Guide in the UIC Research IRB Help Center.

UIC Research – IRB Frequently Asked Questions