UAccess Research Update

Sangita Pawar, Vice President of Operations for Research, Innovation & Impact (RII) addresses the Campus Research Community on upcoming changes to the UAccess Research system. 

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Proposal Submission During Changeover
Timeline
Training
Updates
Campus Experience Advisors

Proposal Submission During Changeover

No more proposals are accepted through the limited-time submission tool. Please route through UAccess Research.

Proposal Routing from January 14th (after 5pm) through January 26th for items due through Sunday, January 30th only!

  • The UAccess Research system will be unavailable to campus for proposal routing beginning at 5pm on Friday, January 14th and will not be available for use until 8am on Tuesday, January 25th. During this time, Sponsored Projects Services (SPS) will work to finalize and submit any proposals that have been fully routed and approved to the SPS route stop and cancel and close out any proposals that are not fully routed and approved so that they may be copied and re-routed in the new system. Data will be migrated and many background processes will occur which will enable us to move from our locally hosted system to the cloud-based system.
  • SPS recognizes that this represents a significant period of time and has created a limited-time proposal routing and approval tool for use during this transition. This tool should only be used for proposals due through Sunday, January 30th. For proposals due after January 30th should be routed in the updated UAccess Research system after go-live at 8am on January 25th. Once you have the proposal routing form open, be sure to read the message at the top which explains the rules for use of this form. 

To route a proposal between Friday, January 14th (after 5pm) and Wednesday, January 26th (before 5pm) ffor submission deadlines through Sunday, January 30th, please review the instructions below (which includes screenshots and additional details for information fields) and then click on the Route Proposal button. Please note that you must complete and submit the form in one session as the capability to save and return to the form at a later time does not exist. Please ensure you have all answers and attachments ready and available for input. 

Actual proposal submissions through individual Sponsor eRA systems will be handled as usual. Please notify Sponsored Projects Services by email when your submission package is ready and reference the Temporary Proposal ID that was assigned when you submitted the Proposal Routing form. 

Instruction Guide

Timeline

Proposal Routing Timeline - January 2022

  • January 14, Close of Business: All UAccess Research (UAR) proposals that have not been finalized will need to be routed to the SPS route stop.
  • January 20, 5:00 PM: UAR access ends and the Kuali Research update begins. 
  • January 21-24: SPS Preaward will be submitting electronic submissions that correspond to the fully routed and approved UAR proposals in sponsor systems (ASSIST, Grants.gov, Research.gov, etc). 
  • January 25, 8:00 AM: UAR goes live on the Kuali Research web platform.
Image
Calendar view of project timeline; new system goes live on January 25, 2022

Calendar view of project timeline. No UAR access as of 5:00pm January 20, 2022. Kuali goes live January 25, 2022 at 8:00am.

In line with University Closure timelines, any UAR document that needs to be submitted to the sponsor between Jan 18 and Jan 28, will need to route the proposal in UAR and have the proposal reach the SPS route stop in UAR by close of business on Jan 14. 

While the systems will have a lot of similar information, the interface will be different. Any UAR proposal that has not been finalized in the current UAR system by the time it shuts down to start the Kuali update will need to be reviewed by the initiator to comply with the new interface. After that review, it may then be placed into routing. 

A system will be in place when UAR goes offline in the event there are emergent proposals that were not able to route in UAR. More information on this process will be made available when it is finalized.

Please watch for further communications as the date of the update approaches.

For questions or more information, email sponsor@arizona.edu

Updates

Recently completed

  • Discussions are ongoing with a campus experience group of research administration community members to provide input on process improvements and system configurations.
  • A fourth round of data testing to make sure data in our current UAR system will be available in the new version.
  • Pre-testing of the Analytics > Toolkit > Contract Information dashboard.
  • Dry run of the coming January 25 system update.

Coming up next

  • Campus webinars have begun and additional training resources are being developed.
  • Pre-testing of campus Analytics reports to ensure seamless reporting.
  • Ongoing improvement of process integration with UArizona eDisclosure and eIRB systems.
  • UAR will be unavailable from 5pm Thursday

Announcement Archive

Announcements

UAccess Research (UAR) has been updated and is now available for proposal routing, and other sponsored project modules. Thank you to the campus research community for all the cooperation and patience in completing three major system implementation projects in close succession! Thank you, especially, to the UAR Campus Experience Advisors for diligently representing the campus user perspective and providing support for campus users along with volunteer Campus Ambassadors.

For information on using UAR, please consult the following resources:

Video demos, instructional materials, and support contacts: See the Resource page for the UAccess Research Update (NetId required).

Training and office hours: See UAR Update Training (registration required).

  • Zoom training followed by virtual office hours: Days and times vary through Feb. 4
  • In-person office hours: Mondays from 10-11 a.m., Feb. 7 through Mar. 28
  • In-person office hours: Wednesdays from 2-3 p.m., Feb. 9 through Mar. 30
  • Zoom office hours: Alternating days and times, February through March 

As always, please check with your individual department and college Research Administration team for additional guidance and support.

How will the UAR update affect you?

  • New UAR location: The UAccess portal will be updated with the new UAR system at 9 a.m. on Jan. 25. To access the system now or update saved browser bookmarks, use the new URL: https://arizona.kuali.co/dashboard.
  • Fully re-route proposals in the new UAR system by 5 p.m. on March 4 if the temporary Smartsheet proposal routing tool was used for approval and sponsor submission during UAR system conversion.
  • Immediate updates: The University will receive security updates and new system features on a continuous basis. 
  • No more VPN: Say goodbye to your VPN woes. You will be able to log in with your UA NetID, password, and NetID+ authentication without having to connect through VPN. This is great for traveling faculty or those places where VPN access is blocked.
  • Fewer routing stops: Lead unit pre-approval will no longer be required. Proposals will route simultaneously and immediately to investigators and department approvers. 
  • Convenient dashboard: The new dashboard will increase transparency by providing greater visibility to work in progress. The “proposals not routing” feature enables reviewers / approvers to see which proposals include them in the route path and will be routed to them, whether they are the Lead Unit or not. 
  • Search everything: Searching for what you need just got a whole lot more flexible. The dynamic Search Records feature scours all available fields for your specified words or numbers.

For questions or more information, contact Sponsored Projects Services at sponsor@arizona.edu or UARHelp@arizona.edu.

The UAccess Research system will be unavailable for proposal routing from 5 p.m., Friday, Jan. 14 to 8 a.m., Tuesday, Jan. 25, 2022 while we move from a locally hosted platform to a cloud-based platform. For an overview of the coming changes, please watch the video below from Sangita Pawar, Research, Innovation & Impact’s Vice President for Operations.

For details on timelines, proposal submission during the changeover, and training opportunities, visit the UAccess Research Update website. An additional resource page with user guides and on-demand video tutorials will be made available in early January. 

As always, please check with your individual department and college Research Administration team for additional guidance and support.

Thank you for your patience and support.​​

Get to Know the New Kuali Research SaaS

New Features, Training, and Office Hours - January 2022   

The UAccess Research System (Kuali Research under the hood) will be updated to Kuali Research Software-as-a-Service on January 25, 2022. You will find below an overview of the new features and training opportunities available to you.

New Features

  • Immediate updates: The University will receive security updates and improved system functionality in real time. 
  • No more VPN: Say goodbye to your VPN woes. You will be able to log in with your UA NetID, password, and NetID+ authentication without having to connect through VPN. Great for those places where VPN access might be blocked.
  • Fewer routing stops: Lead unit pre-approval will no longer be required. Proposals will route simultaneously and immediately to investigators and department approvers. 
  • Search everything: Search functionality just got a whole lot better. Don’t worry about knowing the correct field for your search term to achieve the best results. The dynamic Search Records feature scours all available fields for your specified words or numbers.
  • Convenient dashboard: The new dashboard will increase transparency by providing greater visibility to work in progress. The “proposals not yet routing” feature enables reviewers / approvers to see which proposals include them in the route path and will be routed to them in the near future, whether they are the Lead Unit or not. 

Available Training Sessions and Office Hours

Take advantage of one of many live training sessions with Sponsored Projects to become familiar with the new system look, feel, and navigation, and to understand features and processes. We’ll also hold office hours where you can bring specific questions and challenges to be addressed by our experts.

Orientation/Overview of Changes (new features, new layout/navigation)

Proposal Development (proposal creation, submission, and routing)

PI/Co-I/Key Personnel (review, approval, coordination of changes)

Department/College/Responsible Unit (review, approval, coordination of changes)

Office Hours: To register for office hours, click on the link below to see available days and times. Once registered, you will receive an email confirmation with an ical invite along with either the in-person room location or the zoom link. Our registration tool has quotas for each session and choices only appear if there is room. If all sessions in a given week are full, you will be given the option to join a waitlist.

For questions or more information, contact Shana McClelland at shana@arizona.edu.​​

Proposal Routing Timeline - January 2022   

The current UAccess Research System (Kuali Research under the hood) will be updated to Kuali Research Software-as-a-Service  in January. To ensure that all proposals are routed properly during the update, please take note of the timeline:

  • Jan 14, Close of Business: All UAR proposals that have not been finalized will need to be routed to the SPS route stop.
  • Jan 20, 5 p.m.: UAR access ends and the Kuali update begins. 
  • Jan 21 – 24: SPS Preaward will be submitting electronic submissions that correspond to the fully routed and approved UARs in the corresponding systems (ASSIST, Grants.gov, Research.gov, etc). 
  • Jan 25, 8 a.m.: Kuali goes live

UAR_System_Update_Proposal_Routing_Timeline_Jan_2022.png

Calendar view of project timeline. No UAR access as of 5:00pm January 20, 2022. Kuali goes live January 25, 2022 at 8:00am.

 

In line with University Closure timelines, any UAR document that needs to be submitted to the sponsor between Jan 18 and Jan 28, will need to route the proposal in UAR and have the proposal routed to the SPS route stop in UAR by close of business on Jan 14. 

While the systems will have a lot of similar information, the interface will be different. Any UAR proposal that has not been finalized in the current UAR system by the time it shuts down to start the Kuali update will be in a saved status in Kuali and will need to be reviewed by the initiator to comply with the new interface. After that review, it will then be placed into routing. 

A system will be in place when UAR goes offline in the event there are emergent proposals that were not able to route in UAR. More information on this process will be made available once it is finalized.

Please watch for further communications as the date of the update approaches.

For questions or more information, email sponsor@email.arizona.edu.

The new eIRB is now available for human subjects research submissions.

For information on using eIRB, please consult the following resources:

Video demos and instructional material: eIRB Information (NetID is required)

Zoom drop-in training sessions: eIRB Drop-In Office Hours (no registration required)

  • Weeks of Sept. 13 and Sept. 24: Mondays, Wednesdays, Fridays: 10-11 a.m. and 1-2 p.m.
  • Weeks of Sept. 27 and Oct. 8: Tuesdays, Thursdays: 10-11 a.m. and 1-2 p.m.
  • Weeks of Oct. 13 and Oct. 18: Wednesdays: 10-11 a.m. and 1-2 p.m. 

How will the move to eIRB affect you?

The new eIRB system is now being used for all human subjects research submissions, including determination of human research and external IRB requests. Submissions are no longer accepted via our general departmental email inbox.

For questions or more information, contact the Human Subjects Protection Program at vpr-irb@arizona.edu

Implementing a New Institutional Review Board (IRB) System

The Human Subjects Protection Program (HSPP) will launch a new system, eIRB, designed to make submitting human research protocols easier and faster. For more information about the implementation process, please visit RII’s New Systems Information Webpage.

August 13th is the last day to submit to the HSPP for full committee review. August 20th is the last day to submit to the HSPP for non-committee review. 

Please note the following important dates in the implementation process:

  • Aug. 13 – Last day to submit to the HSPP for full committee review.
  • Aug. 20 – Last day to submit to the HSPP for non-committee review. Any submissions received by this date but not yet finalized or any submission received after this date may not be reviewed and will be returned to you with further instruction on how to proceed.
  • Aug. 25-Sept. 12 – Blackout period (No IRB system will be available for submissions).
  • Sept. 13 – eIRB is available to submit materials to the IRB.

How will this affect you?

The new system is relevant to all University employees and students who conduct research involving human subjects.

  • Please plan your submission to the HSPP with the above dates in mind.
  • If your existing project(s) is set to expire during the planned blackout period, please submit a renewal or closure paperwork to VPR-IRB@arizona.edu as soon as possible. The HSPP will prioritize renewal submissions to ensure approval does not lapse due to system down time.
  • For urgent matters and Just-in-Time (JIT) requests that arise during the planned blackout period, please contact Christine Melton-Lopez, Director HSPP, directly at melton1@arizona.edu.  

Please forward this notice to any undergraduate students that may find this information useful.

For questions or more information, please contact the HSPP at VPR-IRB@arizona.edu.

The Human Subjects Protection Program (HSPP) will launch a new system, eIRB, designed to make submitting human research protocols easier and faster. For more information about the implementation process, please visit RII’s New Systems Information Webpage.

Please note the following important dates in the implementation process:

  • Aug. 13 – Last day to submit to the HSPP for full committee review.
  • Aug. 20 – Last day to submit to the HSPP for non-committee review. Any submissions received by this date but not yet finalized or any submission received after this date may not be reviewed and will be returned to you with further instruction on how to proceed.
  • Aug. 25-Sept. 12 – Blackout period (No IRB system will be available for submissions).
  • Sept. 13 – eIRB is available to submit materials to the IRB.

How will this affect you?

The new system is relevant to all University employees and students who conduct research involving human subjects.

  • Please plan your submission to the HSPP with the above dates in mind.
  • If your existing project(s) is set to expire during the planned blackout period, please submit a renewal or closure paperwork to VPR-IRB@arizona.edu as soon as possible. The HSPP will prioritize renewal submissions to ensure approval does not lapse due to system down time.
  • For urgent matters and Just-in-Time (JIT) requests that arise during the planned blackout period, please contact Christine Melton-Lopez, Director HSPP, directly at melton1@arizona.edu.  

For questions or more information, please contact the HSPP at VPR-IRB@arizona.edu.

eDisclosure is now available for conflict of interest (COI) submissions—annual disclosures and research certifications—and conflict of commitment (COC) form submissions.

For information on using eDisclosure, the following options are available:

Video Demos and Instructional Material: eDisclosure Information (NetID required)

Zoom Drop-In Training Sessions: eDisclosure Training (No registration required)
 
  • Thursday, July 1 – 11 am; 11:30 am; 12 pm
  • Thursday, July 8 – 11 am; 11:30 am; 12 pm

How will the move to eDisclosure affect you?

eDisclosure will be used for all conflict of interest and commitment disclosures.

All Full-Time University Employees (0.50 FTE or greater) must disclose:

  • Outside Employment
  • Outside Commitments
  • Substantial Interest

University Administrators must disclose:

  • Institutional Interests
  • Outside Employment
  • Outside Commitments
  • Substantial Interests

Investigators* must disclose: 

  • Significant Financial Interests
  • Significant Personal Interests
  • Foreign Interests
  • Outside Employment
  • Outside Commitments
  • Substantial Interests

*Investigators who are University Administrators must also disclose Institutional Financial Interests.

For research Investigators, notices for submission of Research Certifications will be issued on July 1. Notifications for submission of Annual Certifications will be issued by college/center, beginning July 12. Your college/center leadership will receive information related to additional eDisclosure training opportunities.

Reminder:  The University of Arizona is implementing a new Conflicts of Interest & Commitment Policy. Investigators will be required to complete an updated version of the COI Required Disclosure Training.

For questions or more information, contact the Office for Responsible Outside Interests at coi@arizona.edu or at 520-626-6406. For questions about Substantial Interests, contact Ted Nasser at enasser@arizona.edu or at 520-621-5449.

Implementing a New, Faster Conflict of Interest System

June 11 is the last day to submit Research Certifications and Annual Disclosures in the legacy COI Disclosure System.

Please note the following important dates in the implementation process:

  • June 11, 2021 - Last day to submit disclosures, research certifications, and COC Forms in the current system.
  • June 12 - 30, 2021 - Blackout period (No COI or COC system will be available for submissions.)
  • July 1, 2021 - eDisclosure available (For your first disclosure or certification in eDisclosure, you will need to disclose all entities, including those previously disclosed in the legacy COI Disclosure System.)

How will this affect you?

The new system is relevant to all University Administrators who have an Outside Interest and all University Investigators. Please visit the COI Webpage to learn how to disclose to the University whether you have any significant financial interests or significant personal interests that may be related to your research or institutional responsibilities. 

For more information about the implementation process, please visit RII’s New Systems Information webpage.

Please also note that beginning July 1, the Conflict of Interest Program will be called the Office for Responsible Outside Interests to more closely focus on the program’s goal: to align outside interests with the University’s mission to disseminate knowledge through teaching, research, and public service in a way that ensures transparency, integrity and public trust.

For questions or more information, contact the COI Program at coi@arizona.edu or at (520) 626-8266.

The Conflict of Interest (COI) Program will launch a new system, eDisclosure, designed to make submitting COC Forms (Requests for Approval of Outside Employment and Commitments) easier and faster. For more information about the implementation process, please visit RII’s New Systems Information webpage.

Please note the following important dates in the implementation process:

  • June 11, 2021 - Last day to submit disclosures, research certifications, and COC Forms in the current system.
  • June 12 - 30, 2021 - Blackout period (No COI or COC system will be available for submissions.)
  • July 1, 2021 - eDisclosure available (For your first disclosure or certification in eDisclosure, you will need to disclose all entities, including those previously disclosed in the legacy COI Disclosure System.)

How will this affect you?

The new system is relevant to full-time University Employees who are employed or have a professional commitment outside of the University. Please visit the COI webpage to learn more about who should submit a COC form. 

Please also note that beginning July 1, the Conflict of Interest Program will be called the Office for Responsible Outside Interests to more closely focus on the program’s goal: to align outside interests with the University’s mission to disseminate knowledge through teaching, research, and public service in a way that ensures transparency, integrity and public trust.

For questions or more information, contact the COI Program at coi@arizona.edu or at (520) 626-8266.

Campus Experience Advisors

Campus Experience Advisors are experienced hands-on users who collect and express preferences on behalf of research administration system users in their colleges. This group helps explore and test new functionality, provide the campus perspective to define campus training needs and assists with local peer-to-peer training.