FAQs Banner

 

What is IRAP?

IRAP is UAB's Integrated Research Administration Portal (powered by software from InfoEd Global, Inc.). It is a single point of entry to research administration information (submissions, tracking, and reporting). IRAP also provides the ability to search funding opportunities and automated notices using the SPIN/SMARTS tool.

Which internet browsers are supported while using IRAP?

Mozilla Firefox, Google Chrome, and Apple Safari browsers work best on both Macs and PCs at this time. Occasionally Safari does not save your changes – if you experience this please log a ticket with This email address is being protected from spambots. You need JavaScript enabled to view it.

Who can access IRAP?

Anyone with an active assignment in Oracle and UAB Graduate Students.

What are the various levels of access to proposal records and external interest information in IRAP?

Levels of Access to Proposal Records and External Interests in IRAP

Proposal Record

Folder/Subfolder Name

Principal Investigator (PI)

Delegate of PI

Department Admin I, II or  III, or Department Head

Person Named on Project – Not PI

Delegate of person named on project – not PI

Proposal Tracking

Submissions

X

X

X

X

X

 

Summary

X

X

X

X

X

 

Sponsor

X

X

X

X

X

 

Personnel

X

X

X

X

X

 

Budget

X

X

X

X

X

   

Detail

X

X

X

X

X

   

F&A

X

X

X

X

X

 

Subprojects

X

X

X

X

X

 

Attachments

X

 

X

   
 

Status History

X

X

X

X

X

 

Snapshot

X

X

X

X

X

Awards

X

X

X

X

X

   

Detail

X

X

X

X

X

   

F&A

X

X

X

X

X

 

Terms & Conditions

X

X

X

x

X

Approvals

X

X

X

X

X

Related Proposals

X

X

X

X

X

Attachments

X

 

X

   

COI Projects

X

X

X

X

X

External Interests

Summary

X

X

X

X

X

Financial Interests

X

 

X

   
 

Current

X

 

X

   

Related Personnel

X

X

x

x

X


  • Dean, Department Head, Division Director and Administrator have same level of access to proposals where their faculty member is listed as PI or where he/she is simply named on the proposal record
  • Access is greater only if this person also serves as Dean, Department Head, Division Director or Administrator. For example, if a Department Administrator is named as a delegate for an individual, then his/her access to the proposal record is based on Administrator column above.
  • Delegates of Deans, Department Heads, Administrators are only able to view records where the person that they are a delegate for is PI or named on the project. Delegates of Department Heads and Department Admins can browse for the proposals that are in the org that the individual that they are a delegate for has access to view.

How do I tell what access I have in the system?

Log into IRAP and click on the E-Reports link at the top right hand side of the portal dashboard. Click on the Admin E-Reports link on the left hand side of the page and then select the Security_Roles_By_Person report. Once the report has loaded, type in your Blazer ID, click enter and then select either Export to PDF or View Report.

How do I determine who has security access (School, Department or Division Head or Admin) to my org?

Log into IRAP and click on the E-Reports link at the top right hand side of the portal dashboard. Click on the Admin E-Reports link on the left hand side of the page and then select the Security_Roles_By_Org report. Once the report has loaded, type in the org number of the organization that you are looking for who has security roles to, click enter, and then select either Export to PDF or View Report.

I have an active assignment in Oracle. How do I log in to IRAP?

From the UAB AdminSystems page, select IRAP and log in using your BlazerID and password. If you encounter difficulty accessing the system, please notify the Profile Administrator atThis email address is being protected from spambots. You need JavaScript enabled to view it.or AskIT by phone (205-996-5555) or email This email address is being protected from spambots. You need JavaScript enabled to view it.

What information can a person view in IRAP?

  • Records on which they are named;
  • Records of anyone for whom they have been assigned as a delegate;
  • Records for any org for which they have been granted security access.
The exceptions to this are material transfer requests. Material transfer requests can only be viewed in the My Tech Transfer request portal by personnel that create the request and by the PI of the request. All other personnel will need to use the MTO eReports in able to view information related to material transfer requests.

As a Principal Investigator, how do I assign delegate access to my IRAP records?

After logging in to the IRAP Portal Dashboard from the UAB Administrative Systems page, click on “My Profile” at the left of the screen, and select “Edit” from the drop down menu. Select the “Delegates” hyperlink in the list of options that appear. Click on the “Add” button. Start typing the Last Name of the individual you would like to add. When the name you are searching is highlighted, click “Select”. The name will be added to the list of individuals who may access your records. Click the “+” to grant the individual access to specific modules. If you would like this delegate to be able to edit records that you are the PI or listed on, please update the record access from “View” to “Edit”. If you would like this delegate to be copied on communication emails sent from IRAP to you, please select the “Batch Communications” boxes next to the modules from which you would like them to receive emails.

To remove a delegate’s access to all modules, click the “Remove” button. To remove a delegate’s access to a specific module, click the “Delete” button next to the module from which you would like access removed.

How to Clear Browser Cache

FireFox
  1. Open up FireFox
  2. Click on either Tools > Options or the 3 lines in the top far right hand corner
  3. Options page opens
  4. Click on the Privacy & Security Tab in the left navigation bar
Option 1:
  • If your History setting is "Remember history", you will find either "clear your recent history" or "remove individual cookies" hyperlink. Depending on what cookies and history you may want to clear, click on the link. Select and Remove what you'd like to clear from the pop up window. The pop up window may also provide an option to select the time range.
  • If your History setting is "Never remember history", you will find "clear all current history" hyperlink. Select and Remove what you'd like to clear from the pop up window. The pop up window may also provide an option to select the time range.
  • If your History setting is 'Use custom settings for history', click on "Show Cookies". Then select what you'd like to clear and click "Remove Selected" or click "Remove All" to clear all cache.
  • Close entirely out of FireFox.
Option 2:
  • Under Cached Web Content, click "Clear Now" which will clear out all the cached disk space.
  • Close entirely out of FireFox
Chrome
  1. Open up Chrome
  2. Click on the three dots in the top far right hand corner
  3. Click on Settings
  4. Scroll down to the bottom of the setting page and click on "Advanced"
Option 1:
  • The section immediately below "advanced" is "Privacy and Security". Click on "Clear Browsing Data."
  • Select what you'd like to clear in the pop up window. Select "Time Range" dropdown to "All Time". Make sure to clear "Cached images and files." The pop up window may also provide an option to select the time range. Then click on "Clear Browsing Data."
  • Close entirely out of Chrome.
Option 2:
  • At the very end of the Advanced options, you may find "Reset" section. Click on the "Reset" tab.
  • A pop up window will appear with a message on what it would clear. Click "Reset".
  • Close entirely out of Chrome.
Internet Explorer
  1. Open up Internet Explorer
  2. Click on Tools > Internet Options
  3. Internet Options page opens
  4. Under Browsing history, click Delete…
  5. Delete Browsing History dialogue box opens.
  6. Make sure the boxes are checked for both Temporary Internet files and Cookies
  7. Click Delete
  8. Close entirely out of Internet Explorer
Safari
  1. Open up Safari
  2. Click on History>Clear History
  3. A pop up window appears "Clearing history will remove related cookies and other website data. Next to Clear select "all history."
  4. Click button Clear History.

IRAP Help Sessions

We are pleased to announce that we offer IRAP help sessions most Tuesdays from 2:00 PM to 4:00 PM in Cudworth Building (Continuing Education Center) 1919 University Blvd. Room 305.

Bring your questions about how to use IRAP, how can IRAP help you do your job, eReports, Material Transfer Request eforms, IACUC eforms, etc.

Since seating limited please log into the UAB Faculty and Staff Learning System to register for the help session that you would like to attend: http://www.uab.edu/learningsystem Log in with your Blazer ID and Password. Click on Catalog and search for IRAP. Select IRAP Help Sessions. Click on Show Class Schedule and register for one of the help sessions.

If you would like to schedule one-on-one training, group training, additional help, or training at a more convenient time/place please contact us. We are happy to provide training outside of these help sessions.

If you have any questions about these help sessions or IRAP please contact the IRAP Office at 975-4727 (IRAP) or This email address is being protected from spambots. You need JavaScript enabled to view it..

What are SPIN/SMARTS, and how are they beneficial to my research?

SPIN is a solution for Researchers and Principal Investigators who desire to spend less time doing the arduous and labor-intensive steps of searching, but still be presented with ideally-suited and perfectly matched funding opportunities. SMARTS delivers to you (or your administrator) highly-targeted funding opportunities via e-mail that exactly match your defining criteria, expertise, and research focus.

I regularly submit eForms for my Material Transfer agreements. Are there other modules/office that provide electronic routing?

Currently, the Material Transfer Office (MTO) and IACUC Office (Lab Animals) offer eForms for routing of research forms. Electronic Forms for OSP, IRB, and OH&S are in development.

I am trying to look for proposals in IRAP, why can I not find them?

  • Make sure that you are in My Proposals > Search For
  • Make sure that you are searching for the proposal number with either the three leading zeros (0) in front of your proposal/institution/link number 000XXXXXX or that you search using a wild card *XXXXXX
  • Look up the investigator name using the set button, free text entry will not always give you results. If you do use the set button you must hit save on the alpha split picklist and then when the search page reloads, hit locate for your search to run.
  • Do you have access to view the proposals?
    1. Are you named on the proposal? – if the proposal was a converted proposal (submitted to OSP before April of 2012) the only person named on the proposal is the Principle Investigator unless the PI has submitted a Project Personnel ListAre you named on the proposal? – if the proposal was a converted proposal (submitted to OSP before April of 2012) the only person named on the proposal is the Principle Investigator unless the PI has submitted a Project Personnel List
    2. Are you a delegate for someone that is named on the proposal? – to check go to your profile, click on edit and then click on the delegates tab. If you are a delegate for someone you will be able to see this at the bottom of the delegates screen.
    3. Are you a Department Administrator (DA) I, DA II, DA III or Department Head? If you are unsure check the Security Role Report by org or by name to look for your security access. These reports can be found in by clicking on the IRAP e-Reports link and clicking on admin e-Reports. If you have been named to one of these roles you will be able to see everything for your org and for any orgs that fall under yours in the organizational hierarchy.

What types of submissions can I see in IRAP and where can I find the status of those submissions?

Submission Type

Description

Proposal Number Format

How/Where to find status of submission in IRAP?

Original/New

Application to fund a new project not currently funded by this sponsor.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Amendment/Modification

Modification of one or more provisions of an existing agreement or contract

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Change in PI

Request to replace the current Principle Investigator or Project Director

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Competing Continuation/Renewal

Competitive (subject to peer review) application to secure continued support from the same sponsor for a funded research program.  (May be referred to as a Renewal by the sponsor.)

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Non-Competing Continuation/Continuation

A request for funding of a non-competing continuation award.  The sponsor may require a progress report.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Resubmission

A revised application to the same sponsor, replacing an earlier application that was not funded.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Supplement

Application for additional funds for a currently-funded project.  May be non-competing (administrative) or competing.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Revised Award

A revised notice of grant award issued by the funding agency.  Unlike the other submissions, this is not initiated by UAB.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

No Cost Extension

Request to a sponsor to extend the project period without additional funding.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Transfer In

Application to relocate a currently-funded project from another organization to UAB.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Transfer Out

A currently funded project relinquished to another institution.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Memorandum of Understanding (MOU)

A contract between UAB and an external party to establish a relationship to submit research, educational and/or other funding proposals to external agencies.  These types of submissions are rare and typically related to Federal Contracts.  There is no funding associated with this proposal type.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Confidentiality Disclosure Agreement (CDA)

A legal contract between at least two parties that outlines confidential material, knowledge or information that the parties wish to share for certain purposes, but wish to restrict access to or by third parties. There is no funding associated with this proposal type.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

CDA Amendment

Modifications to an existing Confidentiality Disclosure Agreement. There is no funding associated with this proposal type.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Data Use Agreement (DUA)

A Data Use Agreement (DUA) is a contractual document used for the transfer of data that has been developed by nonprofit, government or private industry, where the data is nonpublic or is otherwise subject to some restrictions on its use. There is no funding associated with this proposal type.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

DUA Amendment

Modifications to an existing Data Use Agreement. There is no funding associated with this proposal type.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Project Master Agreement (PMA)

A project master agreement is an agreement between UAB and a sponsor that addresses basic terms and conditions of sponsored research activities, including issues such as publication, indemnification, and confidentiality.  After a master agreement is in place, new studies can be easily negotiated by adding study specific terms, e.g. budget, PI name, project period, etc. All master agreements are maintained in one record in the PT module with the OSP Director serving as the “PI”.  If you have a clinical trial or other study contract that has been negotiated under the terms of one of these PMAs, it will be noted in the Related Proposals folder of the Proposal record.  (See Related Proposals section in this handbook for more information.)  Although you will be able to see that there is a related agreement, you will not be able to view the details of the PMA.  Please contact a Grants Officer in OSP if you have any questions. There is no funding associated with this proposal type

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

PMA Amendment

Modifications to an existing Project Master Agreement. There is no funding associated with this proposal type.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

Teaming Agreement (TA)

A Teaming Agreement is a commonly used tool whereby a prime contractor and subcontractor agree to combine resources to bid on a major government system procurement. No funding associated with this proposal type.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

Intergovernmental Personnel Agreement (IPA)

An Interagency Personnel Agreement (IPA) is a funding mechanism for the VA to reimburse the Department at UAB for a portion or all of the salary and fringe benefits of a UAB faculty or non-faculty person working on sponsored research projects funded by the VA.

Nine digit proposal number (parent)

Will have its own submission record, can view status by looking in Status History of that particular submission.

IPA Amendment

Modifications to an existing IPA.

9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

Will have its own submission record, can view status by looking in Status History of that particular submission.

The items listed below this are not submission types.  Although the documents can be found in IRAP in the appropriate attachments folder, there is no way to track the processing status for each of these.

Subcontract Agreements

Prime award at UAB.

 A sequential number is assigned to each subcontract based on the order  in which they are submitted to OSP, i.e. SC001, SC002, etc.

Can find in Proposed subcontract or Subcontract Agreements folders of the attachments folder of submission

Rebudget Requests

How investigator requests rebudgeting of a sponsored award.

No number assigned

Can find in the rebudgeting requests folder of the attachments folder of the first submission of the proposal record. 

At risk account

Grants Accounting copies OSP on any at risk accounts.  OSP simply stores these documents in the award/agreement folder and includes as part of the award package when the award is released.

No number assigned.

Can find in the awards agreements folder under attachments

I would like to see a listing of all grants on which I am named. Does IRAP provide this information?

Yes. There are approximately 150 eReports available to campus and/or administrative users. Also, new eReports are released as needs are identified. Examples of frequently used eReports are as follows:
  • Grants and Contracts Projects
    1. By individual, department, school, center, etc.
  • Active Awards and Pending Applications by Investigator
  • Sponsor Search
  • Investigator IRB Training
  • Investigator IRB Training by Project
  • Material Transfer Reports

What do I do if the contact person or award manager listed on a proposal is incorrect?

Email a request to This email address is being protected from spambots. You need JavaScript enabled to view it. to update the record with the correct award manager and/or contact name.

I just received my notice of grant award from OSP and noticed that Grants and Contracts Accounting was not on the distribution list for the email, how are they being notified of grant awards?

Grants and Contracts Accounting is receiving notification of grant awards through action items out of the IRAP system.

When I download a document from IRAP to my computer, occasionally the document does not open—it disappears. Where is my document?

When downloading files from your browser, they will be saved in a "Downloads" folder on your computer (or, in some cases, your Desktop depending on your setup).

I am trying to access a record in IRAP, but when I go to access the record, I get the following error message: “You are in view only mode due to another person (Nicole Investigator) editing this area.” I spoke with Nicole Investigator and she stated

When working in IRAP, it is important that each window is closed properly. Normally, closing a window using the “X” in the upper right hand corner is the normal way to exit a window. In IRAP, each window must be closed using the “Done” icon

Once I have logged in to IRAP, how do I access e-Reports?

From the IRAP dashboard, click on the hyperlinked “IRAP e-Reports” on the right-hand side of the page.

My email address in the system is not the email that I use?

The IRAP system uses uab.edu email addresses that are associated with your Blazer ID. These are the email addresses that Oracle has on record for all UAB employees. If you do not use your blazer ID at uab.edu email address please make sure that it is forwarded to any other email that you use as your primary email.

When is training information entered into IRAP?

Training information, including the new Financial Conflict of Interest course is loaded into IRAP every morning at 4 am. The information that is loaded includes everyone who has completed training up until the day before (midnight is the cut off). In order to view up to the minute information please refer to the Faculty and Staff Learning Management System and click on the My Transcript tab.

I’d like to have access to see everything for my department/division/school, how is this assigned?

Schools/Departments/Divisions have the ability to assign people to a security role that will allow that individual to see all COI and PT records for individuals in that org. This access can be assigned by having the Organizational Head or Organizational Administrator fill out the IRAP Access Form which is located on the Getting Started Page

I recently transferred to another department at UAB. I tried logging in to IRAP and received an error message. What should I do?

As part of our security measures, when transferring to other departments within UAB, your IRAP access will be invalidated temporarily until your ACT document has completed processing. Once your ACT document has completed processing, your IRAP access will be reinstated by the following business day. If you continue to receive an error message, please send an e-mail to This email address is being protected from spambots. You need JavaScript enabled to view it. along with a screenshot of your error message (if possible).

I have read through the FAQs, but I have additional questions and concerns. Is there additional help available for IRAP?

If you have questions about IRAP, please send an e-mail to This email address is being protected from spambots. You need JavaScript enabled to view it. or visit our IRAP Project website at https://www.uab.edu/research/home/rtc-irap.

If you have any problems with the system, please contact AskIT at 996-5555 or e-mail This email address is being protected from spambots. You need JavaScript enabled to view it.

IRAP Help is available during Tuesday help sessions or by contacting us to set up a date/time. Information can be found at https://www.uab.edu/research/home/irap/help-sessions

I have experienced an error, timeout, or other technical issue with the IRAP system. How do I report the problem and get support?

If you receive an error message while working in IRAP or if the system does not respond as expected (e.g., folders are missing, previously entered data has disappeared, and you no longer have the access you previously had), it is very important that ASKIT and This email address is being protected from spambots. You need JavaScript enabled to view it. are notified as soon as possible.

Please visit the RTC Contact Us webpage for detailed guidance on how to report problems and get support for the IRAP system.