Research Administration System (RAS)
The Research Administration System (RAS) project will integrate more than 100 forms—including the Funding Application Approval Form (FAAF)—animal and human ethics, contracts and internal grants (and all the associated attachments), with reviews and approvals happening within RAS.
Note: RAS training documents and further FAQs are now located on this page. This information will be available in UM Learn until March 2023.
Access & Assistance
For immediate assistance with how to navigate the system, general questions, or to book a training session, contact RAS Support.
For active staff or students that require RAS access, please submit a ticket to the IST Service Desk. Contact the IST Service Desk.
For external users requiring RAS access, please complete the Individual Sponsored Account form.
What is the Research Administration System (RAS) Project?
The Research Administration System project will integrate UM research forms, required research protocols, and workflow for Principal Investigators (PIs). Electronic forms will flow from creation to completion, through one electronic system, along the approval process.
The project began in 2018 by identifying the need to move to an improved business workflow for research administration that will meet the needs of PIs as well as those reviewing and approving proposals.
A single sign-on software system will operate as a paperless, one-stop, workflow process for approvers (Deans, Associate Deans Research, Research Liaison Officers, Department Heads) and research administrators (Research Grants Officers, Agreements Coordinator, Human Ethics Officer, Animal Care Coordinator).
The system will integrate more than 100 research administrative forms including:
- Funding Application Approval Form (FAAF)
- Human Ethics
- Animal Ethics
- Grants and Agreements, with all the associated attachments
The system will provide pre- and post-award management (including internal review) and workflow for grants and agreements. As well, the system will manage ethics compliance reviews and approvals.
Why is the Office of the Vice-President (Research and International) undertaking this project?
The handling of grants, agreements and protocols currently consists primarily of paper-based/PDF processes that are not efficient.
After reviewing current processes, the Office of the Vice-President (Research and International) embarked on a project to implement an easy-to-use system that will allow PIs to track their submissions from creation to completion; it integrates document management and workflow eliminating the need for paper copies/PDF and physical signatures.
Frequently Asked Questions
How do I get access to RAS?
Active UM Staff and Students:
Submit a ticket to the IST Service Desk requesting access including the following information:
- Legal First Name
- Legal Last Name
- Department Name (this is the department the research is being conducted under)
- UM Staff/Student Email Address
A UM employee must sponsor an account, this is usually the PI. They must fill out the following form: Individual Sponsored Account. Please check the RAS and UM Learn checkboxes on the form.
The UM employee sponsoring the account can email the form to IST service desk at firstname.lastname@example.org and request access to the RAS. Include the following information in the body of the email:
- Legal First Name
- Legal Last Name
- Department Name
Who do I contact if I have questions about RAS or want to schedule a training session?
Contact RAS Support at RAS_Support@umanitoba.ca if you have any questions or need any help with the system.
RAS Support can also provide one-on-one training or larger group training sessions as well. Contact RAS_Support@umanitoba.ca to schedule.
Human Ethics (Fort Garry)
Phase I of the project, Human Ethics (Fort Garry), went live in the system June 2021. All Human Ethics related forms are to be submitted through the new system.
Please make sure to upload your CORE and PHIA (if applicable) certificates to your user profile in the new system as soon as possible as these are required for protocol submission.
A quick guide to RAS.
Frequently asked questions on RAS.
Learn everything you need to know on how to navigate the new system.
Need to submit a new HE protocol? Check out this guide on each HE submission in the system.
Submit by PI
Are you a PI? Click on this document on how to submit a new protocol. This also includes how to submit your follow-on submissions (amendments, renewals, REB events and closures).
Submit by Designate
Are you an RA or study coordinator starting a protocol for a PI? Click on this document on how to submit a new protocol. This also includes how to submit follow-on submissions (amendments, renewals, REB events and closures).
Submit by Student PI
Are you a student PI or Advisor? View this document on how to submit a new protocol and submitting it to your advisor for review. This includes how to submit your follow-on submissions (amendments, renewals, REB events and closures). Also included is how to review a student PIs submission as the advisor.
How to Review
Are you an REB member or Chair? Click here to see how to review a submission in the new system.
Board meeting coming up? View this document if you attend the REB board meetings to learn how to review protocols.
Animal Care (AC)
Phase II of the project, Animal Care, is set to begin in 2023.
Research Improvements Through Harmonization in Manitoba (RITHIM) is a provincial initiative being delivered through Research Manitoba in response to recommendations approved by the Manitoba Government.
Once implemented, the Committee for Harmonized Health Impact, Privacy and Ethics Review (CHIPER) will be the new harmonized review committee responsible for the review of ethics, privacy, and operational impact for health research in Manitoba.
The University of Manitoba and Research Manitoba are partnering to adopt the same software system.
Please visit Research Manitoba for more details of the RITHIM project.