University Secretariat and Legal Counsel

University Secretariat and Legal Counsel

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Contact Officer:  Executive Director, University Research Services

Purpose

To establish the requirement for submission of a Tools for Research at Queen’s Data Summary and Signature form (TRAQ DSS FORM).

Procedure

 

Faculty Member

1. Complete a Tools for Research at Queen’s Data Summary and Signature form (TRAQ DSS FORM) for:

(i) research funding proposals as specified by University Research Services (URS) in the manner prescribed by University Research Services (URS) and, if applicable, prescribed by any Affiliated Hospital(s);

(ii) research pursuant to a Research Agreement as defined in the Research Administration Policy, for which a TRAQ DSS FORM has not already been completed, in the manner prescribed by the Research Contracts Unit (RCU) and if applicable, prescribed by any Affiliated Hospital(s);

Note, a TRAQ DSS FORM is required for any agreement that is associated with research, and-or related activities including agreements with funding and agreements without funding such as confidentiality or non-disclosure agreements, transfer or sharing agreements for materials or data to enable receipt of materials or information by Queen’s or provision of materials or information to another organization, etc.

(iii) research pursuant to an application for required approval/clearance to:

  1. the Queen’s University Health Sciences and Affiliated Teaching Hospitals Research Ethics Board (HSREB), Ontario Cancer Research Ethics Board (OCREB) or Clinical Trials Ontario (CTO) Board of Record;
  2. the Queen’s University Biohazards Committee;
  3. the Queen’s University Radiation Safety Committee; and/or
  4. the Queen’s University Animal Care Committee

for which a TRAQ DSS FORM has not already been completed and which will use the resources of any Affiliated Hospital(s), in the manner prescribed by any Affiliated Hospital(s);

2. Submit the TRAQ DSS FORM for review and approval within the timeframe* prescribed by URS or RCU and if applicable, by any Affiliated Hospital(s)**.

* For 1.(i) most research funding proposals will require a TRAQ DSS FORM and the deadline for submission of the completed TRAQ DSS FORM will be a minimum of 5 business days in advance of the proposal submission deadline and a minimum of 15 business days in advance of the proposal submission deadline, if the project involves the use of Affiliated Hospital resources.

For many programs, the submission of a completed TRAQ DSS FORM will be required more than 5 business days in advance of the proposal submission deadline.

** For all research that involves the use of Affiliated Hospital resources, Faculty Members are encouraged to contact the affected Hospital Operational Directors (HODs) as early in the process as possible, to help ensure timely approval of the TRAQ DSS FORM by the HODs.

Department Head/Dean

Ensure Faculty Members in the Department/Faculty are aware of the circumstances when a TRAQ DSS FORM is required.

Encourage Faculty Members in the Department/Faculty to submit a completed TRAQ DSS FORM within the timeframe specified.

When applicable, encourage Faculty Members in the Department/Faculty to consult with HODs early in the process.

University Research Services

For 1.(i) specify which research funding proposals require a TRAQ DSS FORM (i.e., expressions of interest and letters of intent may not require a TRAQ DSS) .

For 1.(i) and 1.(iii) specify the timeframe for submission of a completed TRAQ DSS FORM by Faculty Members.

When applicable, mention the requirement for a TRAQ DSS FORM in funding opportunity listserve notices.

Maintain up to date information related to the requirement for a TRAQ DSS FORM on the TRAQ DSS FORM webpages.

Research Contracts Unit (RCU)

Communicate with the Faculty Member(s) to reinforce the requirement for submission of a completed TRAQ DSS FORM by Faculty Members.

For 1.(ii), upon receipt of the completed TRAQ DSS FORM following approval by the Department and-or Faculty, send an email to the Faculty Member to advise who within the RCU will review and negotiate the agreement on behalf of Queen’s and the Faculty Member.

 
Related Policies, Procedures and Guidelines:  Research Administration Policy