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104 Airport Drive Suite 2200, CB 1350
Chapel Hill, NC 27599-1350
Phone: (919) 966-3411
Fax: (919) 962-5011 or (919) 962-3352
Email: resadminosr@unc.edu
RAMSeS Help desk: (919) 843-2594

Research Contacts

Research Contacts is a web-based utility that provides an infrastructure by which departmental personnel are assigned roles which allow specific functional and/or data access capabilities within RAMSeS and other research applications.  Role Manager(s) are designated by each Dean/Department Head to manage (add and remove) roles for individuals in his/her department within Research Contacts.

Any employee can access the Research Contacts web site (using his/her ONYEN or SOM ID and password) to identify who has been assigned particular roles for any department at UNC-CH. 

Two types of roles may be assigned within Research Contacts are (1) Functional Roles and (2) Data Access Roles. Individuals assigned functional roles are allowed to perform those functions on behalf of their department (e.g., approval of an IPF ). Individuals assigned data access roles are authorized to view departmental data as indicated by the type of data access they have been assigned (e.g. Award Data Access).  Those designated with a * indicate roles used in RAMSeS.

Functional Roles

Functional roles allow assigned individuals the capability to perform a particular function relating to specific research activities.

*Role Manager – Individual(s) designated by the Dean/Department Head to manage (assign/remove) roles for departmental personnel within Research Contacts.   Because Role Managers are authorized to manage roles involving, such arthorizations such as financial guarantees and IPF/proposal approval, it is required that a Role Manager Authorization Form be completed and signed by the Dean/Dept Head for each Role Manager designated for a department.   Initially, the Role Manager must be assigned within the OSR/ORIS administrative offices, but thereafter the Role Manager has the ability to add/remove roles at any time on his or her department’s behalf within Research Contacts.   The Role Manager maintains his or her department’s Research Contacts listing, including updating it as department members’ job responsibilities and/or roles change, or they leave the department, etc.   It is up to each individual department to make the determination as to how many Role Managers it should have, for back-up purposes it is recommend that there be at least two.   Signed Role Manager Authorization Forms are maintained in the Office of Research Information Systems (ORIS).

Important:  If your department does not have a Role Manager or needs to assign additional Role Managers, or if you have any other questions, please contact the Office of Research Information Systems (ORIS) help line at 843-2594.

*IPF (Proposal) Approver – Individual(s) designated with signing authority to review and approve proposals on behalf of their department.   Although all IPF Approvers for a given department receive an email notifying them when a proposal requires review/approval, only one IPF Approver is required to approve the proposal to fulfill the departmental approval requirement.   Email notifications contain a link to the IPF/proposal within RAMSeS by which an approver may access it for review/approval from their Dept Approval Inbox. IPF/proposals may be reviewed either screen by screen, or in 2-page PDF format.   Once an IPF Approver has reviewed the proposal and is satisfied with all aspects of it, approval is done electronically within the proposal.  

There is an opportunity within the approval process to mention any concerns or questions in a “note” that becomes part of the IPF/proposal and may be designated to be viewed by others from that point forward.   In addition to accessing proposals for review via the email notification, IPF Approvers may also log in to RAMSeS and access proposals requiring review/approval from their RAMSeS Proposal Dashboard / Dept Approval Inbox.   Proposals appearing in the Dept Approval Inbox are divided into two categories – proposals requiring review/approval are listed under the yellow “Proposals to be Authorized” tab.   Proposals previously reviewed/approved are listed under the green “Previously Reviewed Proposals” tab.

Research Account Manager – Individual(s) designated as the departmental “point person” to receive research-related correspondence in electronic form (via email) for dissemination to appropriate/relevant departmental personnel. The Research Account Manager role was originally established to facilitate electronic distribution of financial information, e.g., quarterly reports, by OSR to campus departments (to replace the previously employed hard-copy distribution.)   To streamline dissemination of information and avoid duplication of effort, it is recommended that each department assign only one Research Account Manager.   For back-up purposes, the departmental Role Manager has the flexibility to temporarily remove the primary Research Account Manager role and assign it to a different person, e.g., if the primary Research Account Manager will be out of the office on vacation, etc. The Role Manager may then remove the temporary Research Account Manager and reassign the primary once the primary returns.

*NOTR Submitter – Individual(s) responsible for preparing and submitting NOTRs on behalf of their department.  When an NOTR is due on an account, RAMSeS automatically generates an email notification that is sent to the PI, Research Account Manager, NOTR Submitter and NOTR Approver for the department administering the award account.  To streamline the submission process, at the same time RAMSeS automatically generates an NOTR submission record (with account number and other basic information pre-populated).  This NOTR submission record will appear on the Award Dashboard / NOTR Submissions / "Unsubmitted" tab of departmental NOTR Submitters, allowing them access to the NOTR submission record (from which they will prepare and upload the NOTR worksheet and supporting documentation, notes, etc., and submit the NOTR). 

 

*NOTR Approver – Individual(s) designated with signing authority responsible for reviewing and approving NOTRs on behalf of their department.  When an NOTR is due on an account, RAMSeS automatically generates an email notification that is sent to the PI, Research Account Manager, NOTR Submitter and NOTR Approver for the Admin Award Dept associated with the account.  Once the NOTR Submitter prepares and submits the NOTR, an email is sent to departmental NOTR Approvers notifying them that the NOTR is available for review and approval.  Although all NOTR Approvers receive the email, only one must approve the NOTR to fulfill the departmental approval requirement.  Email notifications contain a link to RAMSeS.  After logging in, the NOTR Approver may access NOTR(s) awaiting their review and approval from their “Dept Approval Inbox.” 

Once departmental approval is in place, an email is then sent to the Lead PI associated with the account notifying him/her that the NOTR is available for his/her review and certification.  If in the course of reviewing an NOTR during the approval/certification process, either the NOTR Approver or the Lead PI for any reason determines that the NOTR may not be approved/certified, he or she may “reject” the NOTR.  A note of explanation will be required in order to do so. 

When an NOTR has been rejected, an email will be sent to the NOTR Submitter notifying him or her that it was rejected (including the reason it was rejected), and the NOTR will be returned to the NOTR Submitter’s “Unsubmitted” tab, from which it may be revised, then resubmitted and re-routed for approval/certification.  A copy of the NOTR rejection email will also be sent to the Lead PI and NOTR Approver.

*Project Financial Guarantee (PFG) Approver – Individual(s) designated with signing authority to review and approve Project Financial Guarantees (PFGs).   A PFG represents that the given department is responsible for and assumes financial and administrative liability for all costs incurred on the given project.  The PFG may be prepared and submitted (electronically) within RAMSeS by anyone with access to the IPF/proposal with which the PFG is associated.   Once submitted, all departmental PFG Approvers receive an email notifying them there is a PFG requiring review/approval, although only one must approve the PFG in order to fulfill the departmental approval requirement.   Email notifications contain a link to the PFG within RAMSeS by which an approver may access it for review/approval.   If an extension is required beyond the 90 days of the original PFG, the same procedure is followed except that, in addition to authorization by the PFG Approver, the next level of management (e.g., Dean or Department Head) is also required to authorize the guarantee.

Invention Disclosure Approver – Individual(s) designated with signing authority to review/approve a Report of Invention (ROI) on behalf of their department. The ROI is prepared and submitted (electronically) within BLUE (UNC-Chapel Hill’s web-based Intellectual Property application). Once submitted, all departmental Invention Disclosure Approvers receive an email notifying them there is an ROI requiring review/approval, although only one must approve the ROI in order to fulfill the departmental approval requirement. Email notifications contain a link to the ROI within BLUE by which an approver may access it for review/approval.

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Data Access Roles

Data Access roles allow assigned individuals access to particular information.

Animal Care Data Access - "read-only" access to departmental animal care data contained in ACAP.

*Award Data Access - "read-only" access to departmental award data contained in RAMSeS.

Human Subjects Data Access - "read-only" access to departmental human subjects research data contained in IRBIS.

IP Data Access - "read-only" access to departmental Intellectual Property data contained in BLUE.

*Proposal Data Access - view proposals in a given administering award department as well as access to those proposals for which the department is named on a proposal.  The user can perform the following:  view the eIPF and associated attachments; copy the eIPF for preparation of another proposal; prepare a Project Financial Guarantee; view award information (if granted 'Award Data Access') for the administering award department.

Clinical Trials Data Access - (Coming soon!) Individuals assigned Clinical Trials Data Access in Research Contacts will have access to departmental clinical trials data via an application currently in development.


 

 

  1. Under “Department List” click the "list" link to view a list of all departments. A pop-up box appears containing an alphabetical list of all campus departments, including their 4-digit department #s. TIP: You may quickly find a particular department using “CTRL F” (find function), typing in the name or dept # you are looking for and pressing “return” or the “Find Next” button within the “Find” pop-up box that appears.
  2. Click the department # link to the left of the department name for which you would like research contacts information (this returns you back to the “Department List” page and populates the “View” field with the name of that department).
  3. Click the "View" button to the right of the field in which the department name appears to access the department’s Research Contacts listing – including names and contact information for individuals in that department and their respective roles. TIP: You may quickly email any individual by clicking on their email address contained within the departmental listing.
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Update Research Contact Information (Role Managers Only)

Only those individuals who have been formally designated by their department’s Dean/Department Head as Research Contacts "Role Managers" may update (assign/change/remove) roles within Research Contacts. Because Role Managers are responsible for managing roles involving, e.g., financial guarantees and IPF/proposal approval, an Authorization Form be completed and signed by the Dean/Dept Head for each departmental Role Manager designated (link to Role Manger Authorization Form). The “Role Manager” role must be assigned initially by the OSR/ORIS administrative offices, but thereafter the Role Manager has the ability to add/remove any role at any time on his or her department’s behalf within Research Contacts.

Important: If your department does not have a Role Manager, if you would like to have an additional Role Manager assigned, if the Role Manager listed for your department within Research Contacts is incorrect, or if you have any other questions, please contact the ORIS Help Line at 843-2594.

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Add a New Contact to your Departmental Listing

          1. Log in to Research Contacts at http://cfx5.research.unc.edu/research_contacts/ with your ONYEN or SOM User ID and password.
          2. Click "MANAGE RESEARCH ROLES" link located just below the Research Contacts banner at the top of the page.
          3. Click "Add Contact" link (“Add Contact” page appears).
          4. Click “Click here to Select a Person” located in the "First Name" field on the Add Contact page. (A pop-up box appears asking that you enter a keyword (last name) of the person you wish to add).
          5. Type in the last name of the person you wish to add into the “Last name” field and press “Return” or the “Search” button. (A list of all individuals with that last name appears).
          6. Scroll down the list and click on the individual you wish to add. This returns you back to the “Add Contact” page and populates the fields with the individual’s information.
          7. Click “Add Contact” button to add this person to your department’s listing. (You are directed to the Contact Directory page, where the individual’s information has been filled in under “Contact Information” subheading – you may now proceed to the next subheading “Role Management” where you may assign roles to this individual.
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          Assign/Remove role(s) to an Existing Contact

          Important:  If you would wish to assign a role to someone in a different department, follow the steps to Add a New Contact first.

          1. Log in to Research Contacts at http://cfx5.research.unc.edu/research_contacts/ with your ONYEN or SOM User ID and password.
          2. Click "MANAGE RESEARCH ROLES" link located just below the Research Contacts banner at the top of the page.
          3. Click the "MANAGE RESEARCH ROLES" link located just below the Research Contacts banner at the top of the page.
          4. Scroll down the list of contacts and highlight the individual's name.
          5. Click the "Go" button.
          6. To add a role, scroll down the list of roles, highlight one, and click the "Add Role" button.
          7. To remove a role, click the "Remove Role" button on the right-side of the page.
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          Remove an Existing Contact

          1. Log in to Research Contacts at http://cfx5.research.unc.edu/research_contacts/ with your ONYEN or SOM User ID and password.
          2. Click "MANAGE RESEARCH ROLES" link located just below the Research Contacts banner at the top of the page.
          3. Click the "MANAGE RESEARCH ROLES" link located just below the Research Contacts banner at the top of the page.
          4. Scroll down the list of contacts and highlight the individual's name.
          5. Click the "Go" button.
          6. Click the "Remove Role" button(s) on the right-side of the page until all the roles are gone to remove all.
          7. Click the "MANAGE RESEARCH ROLES" link and confirm that the individual has been removed from your contact list.
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          Generate a Research Contacts Report

          1. Log in to Research Contacts at http://cfx5.research.unc.edu/research_contacts/ with your ONYEN or SOM User ID and password.
          2. Click "MANAGE RESEARCH ROLES" link located just below the Research Contacts banner at the top of the page.
          3. In the Reporting section, highlight the role or roles of interest.
          4. Click the "View Report" button.
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If you have questions, or would like to share comments or suggestions on ways we might improve Research Contacts, please let us know via “Ask OSR” at http://research.unc.edu/osr/ask_osr.php.

Technical assistance for Research Contacts (and other RAMSeS-related applications) is available during office hours via the Office of Research Information Systems (ORIS) Help Line at 843-2594.

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