The University Research System (UnivRS) is a web-based central repository for research-related activities and CV data management. It is intended to simplify the pre-and post-award and compliance processes, while producing reports and CV documents as needed. The data stored in UnivRS may help facilitate a research network among the faculty, finding shared research interests and building collaborations at the U of S. Additional information about the UnivRS project is available in the project charter.
The implementation of UnivRS will address the infrastructure required to support, sustain and expand the U of S research enterprise. It is intended to be a central tool to collaboratively manage some research activities, including pre-and post-award, compliance processes (i.e. human ethics, animal care, biosafety and radiation safety) and clinical trials. This will also make research management more efficient and powerful by complying with reporting requirements from funding and other regulatory agencies.
UnivRS is intended to:
- replace older, separate database systems with one centralized research and CV management tool at the U of S. The data stored within those separate systems will be migrated to UnivRS, including all research grants and contracts administered by the U of S since 1999, to preserve existing data and populate the U of S Standardized CV and Forms 1 and 2.
- integrate with other systems at the U of S, such as AboutUS (the human resources system), PAWS (the university portal), the UDW (the university data warehouse (UDW) and the University’s identity management services. UnivRS plans to integrate with the Canadian Common CV (CCV) to streamline efforts needed to prepare funding applications.
- Develop reports for academic unit(s) to promote research, scholarly and artistic work, and assist with annual reports and metrics. Administrative units may also have access to institutional metrics, such as publications per year, teaching activities and research funding history. Units can work with the UnivRS Team to develop reports in the system, which they can access and generate at any time.
- increase transparency and optimization of business processes, and improve service delivery by integrating business processes and technology
- develop inherent standards and controls within the system to ensure compliance with the Tri-Agency Agreement on the Administration of Agency Grants and Awards by Research Institutions, Controlled Goods Regulations and other known requirements.
- enhance data sharing, accuracy and trust of information, and dynamic reporting increase support for communicating research to raise the U of S profile worldwide
The implementation of UnivRS was projected to cost $7.538M. Operational costs are being reallocated to support UnivRS throughout its implementation.
Save you time! UnivRS can be used to:
- Generate your U of S Standardized CV and Forms 1 and 2. Faculty can add information to their CV from many sources, importing data from online publication databases such as PubMed, Web of Science and Scopus, while uploading information from personal BibTeX, Endnote (X1/X2/Tag), Reference Manager (RIS) and Refworks files. CV documents may be downloaded into a Word or PDF document at any time. The CV documents are pre-formatted to reduce administrative burdens and keep the information consistent.
- Reduce the amount of time spent obtaining internal approvals for research grants and contracts. Those paper-based approvals are now obtained electronically in UnivRS to reduce administrative burdens on faculty and staff, and revert time back to research.
- Comply with the Tri-Agency Framework: Responsible Conduct of Research and related policies, Controlled Good regulations, and other internal and external requirements.
- Monitor research projects and generate information to assist with annual reports or reviews.
UnivRS plans to:
- Interact directly with the Canadian Common CV (CCV) to minimize the amount of effort needed to apply for funding (e.g., CIHR, NSERC and SSHRC) and keep CCV information up-to-date.
- Generate CV documents in a variety of formats to adhere to accreditation standards and funding agency requirements.
- Maintain your online web profile on your College/School/Centre website to promote research, scholarly and artistic work, and facilitate collaborations with colleagues and students.
- Integrate with the U of S institutional repository to make research, scholarly and artistic work accessible to the public thereby complying with external requirements, such as the Tri-Agency Open Access Policy on Publications.
Yes, the software – CONVERIS - was purchased from Clarivate Analytics, who will jointly implement the system with the UnivRS team at the University of Saskatchewan.
The goal is to fully implement UnivRS by 2019 in stages. A general progressive implementation plan for UnivRS is as follows:
- Stage 0: Set up of Standard System
- Stage 1: Pre-and Post-Award Management
- Implement grant and contracts data module and associated workflows
- Implement identity management, delegation and electronic approvals
- Implement preliminary research reporting
- Preliminary integration with internal system (e.g., Research Ethics, Biosafety, IDM)
- Stage 2 and 3: Compliance, CV and Advance Reporting
- Implement ethics review workflows and meeting management
- Implement publications data module and associated workflows
- Implement public web capabilities and services
- Implement advance reporting capabilities
- Incorporate data exchange capabilities with agency(ies)
- Stage 4: Clinical Trials and Graduate Students
- Implement clinical trials data module and associated workflows
- Implement graduate students data module and associated workflows
There are no foreseen disruptions in service during implementation. Existing systems will remain active until UnivRS has been thoroughly tested.
Yes, UnivRS will address Tri-Agency compliance requirements by ensuring internal controls are in place to monitor and track controlled goods, conflicts of interest and ethical compliance requirements for research projects. It will also support internal initiatives, such as: the internal approval processes for Tri-Agency funded research; institutional policies for research administration, eligibility and institutional costs of research; and the development of an institutional repository for the U of S.
Yes, the information entered or migrated into UnivRS will be secure because it is stored on University of Saskatchewan servers. It does not require any plug-ins or third party software, and can be used on mobile devices with support for Android, iOS and Windows Phones.
User accounts in UnivRS are maintained through the University's identity management services. These services assign the necessary permissions to faculty and staff through role-based access in UnivRS. Each role allows a faculty or staff member to carry out a wide range of tasks, such as approving a research grant or contract. Role-based access can be easily created and/or modified as the needs of the U of S evolve, without having to update the permissions of each end user. Additional information about the types of roles in UnivRS is available on UnivRS resources webpage.
Yes, UnivRS connects to other systems on campus to simplify processes and avoid duplication, such as Access databases in Safety Resources and the Research Services and Ethics Office, AboutUS (the human resources system), PAWS (the university portal), the UDW (the university data warehouse), and the University’s identity management services. These connections also provide information necessary to comply with the University’s Eligibility to Apply for, Hold and Administer Research Funding policy and sponsoring agency requirements. Connections to other internal and external systems, such as the Canadian Common CV, ResearchGate and Google Scholar may be included in a future release.
Pre-and Post-Award Management
No, funding applications must be submitted to the funding agency using the method outlined by the agency. UnivRS is currently intended for internal purposes only, such as obtaining University of Saskatchewan academic and institutional approvals prior to submission to the funding agency.
No, there is currently no link between funding agency systems and UnivRS. Information similar to what is entered on the Research Services Intake Form is entered into UnivRS, including an electronic copy of the application, created from the funding agency system, which must be uploaded to UnivRS prior to submitting the Project Application for academic and institutional approval.
You only need to collect signatures if the funding agency requires pen-to-paper signatures on the funding application. The academic and institutional approvals required by the University of Saskatchewan will be obtained electronically through UnivRS. You should not submit a hard copy of the funding application to RSEO if a copy of the funding application with all required attachments is uploaded into UnivRS.
You can add your facilitator to the Project Application under the field ‘Pre-Award Support Personnel’ on the Key Information tab. This will give the facilitator the ability to view the Project Application and any documents uploaded under ‘Working Documents’ and ‘Final Project Documents’ on the Documents tab.
No. UnivRS will obtain the Department Head and Dean/Associate Dean Research/Director approvals for the Lead Principal Investigator. Co -Lead Principal Investigators and co-Investigators will receive a notification from UnivRS when they are added to a Project Application. The co -Lead Principal Investigators and co-Investigators respective Department Heads and Deans/Associate Deans Research/Directors will also be notified when an individual affiliated with their unit is added as an applicant on a Project Application.
Your Department Head, Associate Dean Research/Dean/Director and select staff in the Office of the Vice-President Research and Financial Services Division have some access to your Project Applications. Anyone named on the Project Application under the Applicant tab (e.g., co-Principal Investigator, co-Investigator, Other Team Member) including their Department Head and Associate Dean Research/Dean/Director as well as anyone named under ‘Pre-Award Support’ may also have access. Authorized users may also gain access to view your Project Applications by being delegated a role which has access to view your Project Applications.
Once you have submitted the Project Application in UnivRS you no longer have access to upload a revised copy of your application under Final Documents. The Research Services and Ethics Office can upload revised versions of your application to the Project Application for you. Send the revised copy of your application via email to your Grants Specialist with a request to upload the revised application. If you don’t know who your Grants Specialist is send the request with a copy of the application to email@example.com.
External collaborators do not currently have access to UnivRS. External access may be permitted at a later time.
The Compliance Module effectively manages and reports on projects involving human participants at the U of S. It also ensures the U of S aligns with external regulatory bodies and policies, such as the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans. Projects involving biosafety and radiation safety materials, and animals will continue to be managed as a paper-based process until 2019.
The Compliance Module will be released internally to Office of the Vice-President, Research (OVPR) and centralized ethics review committees on May 7, 2018. The OVPR staff and ethics review committees will pilot the product before it is released to the campus community.
During the internal release, the Compliance Module will only be accessible by OVPR staff, and individuals associated with centralized ethics review committees
Since 2016, many stakeholders were consulted to develop the Compliance Module. These stakeholders included, but were not limited to, the following: OVPR staff; Safety Resources staff; Chairs of ethics review committees; the UnivRS Steering Committee and UnivRS Reference Group; and other internal and external stakeholders. Since November 2016, over fifty (50) stakeholders actively beta tested the Compliance Module.
Yes, faculty and staff will be asked to complete new and/or modified paper-based forms for projects involving human participants starting on April 30, 2018. These new and/or modified forms were posted for two primary reasons: 1) to provide opportunities for the campus community to share feedback about the forms in advance of the campus-wide release; and 2) to streamline the transfer of paper-based ethics forms into UnivRS by the Research Services and Ethics Office staff.
Yes, all information recorded in the Access database maintained by the Research Services and Ethics Office will be migrated to UnivRS by May 7, 2018. There are no foreseen disruptions to active projects during the migration.
Minor disruptions may occur as the OVPR staff and centralized ethics review committees become familiar with the Compliance Module. Resources have been hired to assist with the transition and to provide dedicated support to impacted end users.
Some of the possible risks include: resistance to new and/or modified paper-based forms for projects involving human participants; and changes in external policies and/or regulations that may impact business processes and the system design.
U of S Standardized CV
The University implemented a revised U of S Standardized CV format in 2016. The revised format is available on the Office of the Vice-Provost, Faculty Relations website.
The U of S Standardized CV format was changed to better align with university priorities and external initiatives, such as the Canadian Common CV (CCV). Much of the terminology in UnivRS aligns with the Canadian Common CV and the Consortia Advancing Standards in Research Administration Information (CASRAI).
All faculty will be expected to use the revised U of S Standardized CV format and revised Forms 1 and 2 for all collegial processes once all CVs are transitioned to UnivRS. The 2016/2017 academic year began a transition to the revised format – that transition continues.
All faculty will not be required to use the revised U of S Standardized CV format and revised Forms 1 and 2 until the transition of CVs to UnivRS is complete. In the meantime faculty are encourage to use the new CV format once their CV is transferred to UnivRS and validated.
Yes, faculty are encouraged to use UnivRS to generate their U of S Standardized CV as soon as it is transferred to the new format. The Colleges of Medicine and Nursing will continue to use the CVMS until the data has been migrated to UnivRS that is planned to occur in the 2017/18 academic year.
Yes, the Office of the Vice-Provost, Faculty Relations and the UnivRS Sponsors hired students to assist faculty with the transition to UnivRS and the revised U of S Standardized CV format. A call to submit CVs to the student team was issued in April 2016, and 547 CVs were received by the July 31st deadline. The student team has been working hard to complete the data entry process over the past year. Once entered, faculty are expected to validate their CV for accuracy purposes. Once submitted CVs are transferred it is expect a new call for CVs will be issued.
Questions or comments about the U of S Standardized CV may be sent to: firstname.lastname@example.org
Curriculum Vitae (CV)
Instructions on how to find CV records are included in the ‘Quick Start Guide – Where to Find and Update CV Entries’ available on the UnivRS resource webpage.
Instructions to add a CV Activities or Contributions record in UnivRS are included in the ‘UnivRS – Information Guide: CV Activities and Contributions Modules’ document available on the UnivRS resource webpage. Some short-cuts include: 1) cloning a record from a list page in UnivRS; 2) importing a publication from PubMed, Web of Science or Scopus; and/or 3) importing information from a file, such as BibTex, Endnote (X1/X2/Tag), Reference Manager (RIS) or Refworks. Instructions on how to use these short-cuts are included in the ‘UnivRS – Information Guide: CV Activities and Contributions Modules’ document available on the UnivRS resource webpage.
No, the online CV represents all the information that can possibly be requested in the U of S Standardized CV and the Canadian Common CV. The U of S and most funding agencies request only a subset of this information. When integration with the Canadian Common CV occurs and you choose a funding source and CV type, only the information requested by that organisation will appear in the output. Specific instructions on information expected in the U of S Standardized CV or Forms 1 and 2 is available in the U of S Standardized CV Comparison Documents.
To validate a record: Open the desired record, click the ‘Save & Update Status’ button, select 'Validated’ in the pop-up window and then click the 'Done' button. Once the workflow is set, the respective list page will be displayed and the record you recently validated will appear at the top of the list. Note: Only records set to ‘Validated’ will appear in a CV generated by UnivRS. Additional instructions are available in the ‘Quick Start Guide - How to Find, Validate and Discard CV Entries’ document available on the UnivRS resource webpage.
If your CV was entered by a student, you may ask the UnivRS team to set the status of all your CV-related records to 'Validated' by emailing email@example.com. This will allow you to update and generate your complete U of S Standardized CV from UnivRS.
Faculty may choose to discard any CV Activities and/or Contributions records in UnivRS. To discard a record: Open the desired record, click the ‘Save & Update Status’ button, select ‘Discarded’ in the pop-up window and then click the ‘Done’ button. Once the workflow is set, the respective list page will be displayed and the record you recently edited will appear at the top of the list. Note: Only records set to ‘Validated’ will appear in a CV generated by UnivRS. Additional instructions are available in the ‘Quick Start Guide - How to Find, Validate and Discard CV Entries’ document available on the UnivRS resource webpage
Data entered in UnivRS determines the placement of a record in the U of S Standardized CV, Form 1 and Form 2. Details regarding the placement of a record in the U of S Standardized CV are included in the ‘UnivRS and U of S Standardized CV Comparison’ document available on the UnivRS resource webpage.
Faculty members may choose to delegate their role in UnivRS to a staff member at the U of S. Instructions to delegate your role are included in the ‘UnivRS – Information Guide: CV Activities and Contributions Modules’ document available on the UnivRS resource webpage.
Faculty may choose to exclude a record from their U of S Standardized CV, Form 1 and Form 2. To exclude a record, check ‘Yes’ to the question ‘Exclude from Public Reports’ in any CV Activities or Contributions record. Once completed, click ‘Save & Update Status’, set the workflow status to ‘Non-Validated’ or ‘Validated’ in the pop-up window and click the 'Done' button. Records may be updated by the faculty member or their delegate at any time.
Instructions to generate a U of S Standardized CV, Form 1 or Form 2 are included in the ‘UnivRS – Information Guide: CV Activities and Contributions Modules’ document available on the UnivRS resource webpage.
Additional information about the changes to the U of S Standardized CV format are available on the Office of the Vice-Provost, Faculty Relations website.
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