ERMS

ERMS

Transforming Research Management

ERMS is UT Health San Antonio’s implementation of the Huron Research Suite, a comprehensive software solution

designed to relieve administrative burden and free up time for mission-focused activities. ERMS assists in transforming business processes to facilitate exceptional research administration service delivery, increase transparency, and automate workflows.

When implementation is completed (CY2025) the following modules will be available on a single platform:

Agreements (e.g., contracts, MOUs, data use agreements)
Conflict of Interest & Conflict of Commitment
Institutional Review Board
Grants Management
Institutional Animal Care & Use Committee (IACUC)
Laboratory Animal Management

Agreements Module (Live May 2023)

The Agreements module manages workflow process from initial intake through review, negotiation, and execution of agreement, serving as the point of communication for PIs, staff, and OSP.

Effective May 2023, all agreement requests should be submitted to OSP through ERMS at https://erms1.uthscsa.edu

For questions or assistance with ERMS Agreements, please contact OSP at contracts@uthscsa.edu.

ERMS - Agreements Resources

Activity	Guidance
ERMS Agreement Overview	Overview (SharePoint video-link site)
ERMS Agreement User Guide	ERMS Agreements training May 2023
How to add Proxies Video and Follow-up	Adding Proxies Video, PDF
ERMS Agreement Actions available during a clarification request	Actions Available During a Clarification Request (PDF)
ERMS Agreement Job Aid for Ancillary Review	Ancillary Review Job Aid May 2023
ERMS Agreement Instructions for ancillary Review for IAAR	Ancillary Review IAAR Instruction v1
ERMS Agreement Email Notifications Overview	Email Notification Overview (PDF)
ERMS Agreement Glossary	Glossary (SharePoint link)

COI & COC Module (Live October 2023)

Conflict of Interest and Conflict of Commitment module will replace the current iDisclose application. With a modern user interface, this module will improve compliance while reducing the administrative burden.

Effective October 26, 2023, all disclosures must be submitted through ERMS COI&COC at https://erms1.uthscsa.edu.

If your area or department would like to have representatives speak to use of ERMS COI & COC, please reach out to coi@uthscsa.edu or compliance@uthscsa.edu.

ERMS - COI&COC Resources

Activity	Guidance
Quick guide to walk through submitting an ancillary review certification	How to submit an Ancillary Review Certification (PDF)
Quick guide on PAR to Disclosure Profile	Pre-Approval Request to Disclosure Profile (PDF)
Quick guide on submitting an ancillary review PAR	How to submit an Ancillary Review PAR (PDF)
September 7, 2023 Town Hall	Recording
Reviewers -- Ancillary Review Guide for Management Plans	Ancillary Review Guide for Management Plans (PDF)
Disclosure -- Accepting your management plan	Accepting your management plan (PDF)
Discloser -- Clarification requests	Clarification Requests (PDF)
Discloser -- Submission guide	Disclosure Submission Guide (PDF)

IRB Module (Live December 2023)

The IRB module is an electronic submission and review platform to facilitate high-quality, efficient, and compliant reviews for human subjects' research conducted at the institution.

ERMS - IRB Resources

Activity	Guidance
Color Diagram of Protocol Documents Required. IRB submission diagram with protocol templates and other required attachments.	Color Diagram of Protocol Documents Required
ERMS-IRB Module	FAQ - ERMS IRB Module
PI Proxy. Learn about the PI Proxy function in ERMS - IRB and how to assign a study team member to PI Proxy role. (NOTE: this function differs across ERMS modules).	Quick Guide – PI Proxy
Basic introduction to ERMS. Learn how to navigate your Dashboard, IRB Workspace, and Study Workspace.	Quick Guide - ERMS Overview
Initial IRB Application. Learn how to submit an initial IRB application in ERMS.	Quick Guide - New Study (UT IRB) Quick Guide - New Study (External IRB)
Modification. Learn how to submit an IRB modification in ERMS. Includes personnel changes.	Quick Guide - Modification (UT IRB) Quick Guide - Modification (External IRB)
Update existing documents in your study application. Learn how to update documents when submitting modifications or when revisions are requested by the IRB Coordinator.	Quick Guide - Updating Existing Documents
Withdraw Study. Learn how to withdraw a study in ERMS	Quick Guide - Withdraw Study
Adding Local Study Teams Members. Learn how to add local study Team members in ERMS	Quick Guide – Adding Local Study Team Members
Reportable New Information. Learn how to submit Reportable New Information (RNI) in ERMS. This is the new method for prompt reporting of issues including noncompliance or unanticipated problems and exception requests.	Quick Guide – Reportable New Information (RNI)
Continuing Review. Learn how to submit a continuing review in ERMS.	Quick Guide – Continuing Review (UT IRB) Quick Guide - Continuing Review (External IRB)
Close a study. Learn how to close out a study in ERMS.	Quick Guide - Study Closure (UT IRB) Quick Guide - Study Closure (External IRB)
Ancillary Review. Learn how to complete an ancillary review in ERMS.	Quick Guide - Ancillary Review
Update CITI Affiliation. Learn how to update your CITI affiliation so it populates on the training tab in ERMS	Quick Guide - Update CITI Affiliation
ERMS-IRB Town Hall. View the detailed information on ERMS-IRB Module presented on November 15, 2023.	Recording & Slides

For additional assistance, please submit an on-demand Concierge Service request form and we will set up a meeting at your convenience to walk you through the submission process.

Please send feedback/questions concerning ERMS - IRB

IRB@uthscsa.edu or IRBReliance@uthscsa.edu.

IACUC Module (Live October 2024)

Key Dates to Take Note Of

September 6^th, 2024
- Communication of Key Dates
Beginning October 14, 2024
- All IACUC related items will be submitted within ERMS-IACUC.

September 10^th until October 11^th
- The ARC Office will finalize any outstanding tasks in the current ORCA system.
- All active IACUC studies involving animals will be migrated to the new ERMS-IACUC module for access by study teams upon launch.
- Current ORCA Delegates will be assigned as Proxies in ERMS-IACUC with full access and editing privileges available at launch.

September 20^th
- Final date for submitting progress reports/triennial reviews and amendments in ORCA.

September 10^th and October 11^th
- If you have a new study submission, contact the ARC office directly for assistance in entering your study in ERMS prior to launch.

Prior to September 20^th
- Any ORCA business items currently in DRAFT status must be submitted.
- Submissions in DRAFT status will not be transferred to ERMS. Please contact ARC office for assistance.

Activity	Guidance
ERMS - IACUC Training. View the detailed information on ERMS-IACUC Module presented on June 26th, 2024.	ERMS - IACUC Overview User Training Session 1
ERMS - IACUC Training. View the detailed information on ERMS-IACUC Module presented on June 28th, 2024.	ERMS - IACUC Overview User Training Session 2
ERMS - IACUC Training. View the detailed information on ERMS-IACUC Module presented on July 30th, 2024.	ERMS - IACUC Overview User Training Session 3
ERMS - IACUC Training Forum. View ERMS - IACUC Overview and demonstration of protocol development.	IACUC Forum, October 1, 2024

If you are interested in learning more about ERMS-IACUC or volunteering to test and provide feedback, please contact the ARC Office at ARC@uthscsa.edu

Bulletins
General FAQs
ERMS Suite
- What is the link to ERMS?
  R: The web address for ERMS is https://erms1.uthscsa.edu
- Who do I contact if I cannot access ERMS?
  R: Please email vpr-it@uthscsa.edu if you are unable to access ERMS.
- How do I log in if I am a student?
  R: If you are a student, please be sure to use domainid@uthscsa.edu not @livemail.uthscs.edu and log in with your Canvas password
- Who do I contact if I cannot access ERMS or for technical issues?
  R: Reach out to vpr-it@uthscsa.edu who can provide assistance. They are ready to assist and answer any questions you may have.
- Who should I contact for help when I am in a module?
  R: Each module has subject matter experts available to answer question relating to each module. Please see the below list of emails:
  ERMS Agreements: contracts@uthscsa.edu
  ERMS COI-COC: coi@uthscsa.edu
  ERMS IRB: irb@uthscsa.edu or irbreliance@uthscsa.edu
- Is there help in ERMS?
  R: In each module, there is a Help Center tab with documentation for using the ERMS product, in addition to vendor created videos.
ERMS Agreements
- Who do I contact if I have questions regarding emails relating to ERMS Agreements?
  R: Reach out to contracts@uthscsa.edu. They are ready to assist and answer any questions you may have.
- How can I create a rule to manage emails from ERMS Agreements?
  R: Please visit the following guide which can provide you assistance in managing the incoming ERMS emails, ERMS Email Guide (PDF).
ERMS COI
- Who do I contact if I have questions regarding ERMS COI?
  R: Reach out to coi@uthscsa.edu
ERMS IRB
Where can I find a list of ERMS IRB FAQs?
R: Please visit this link for FAQs, ERMS IRB FAQS

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