ERMS
Transforming Research Management
ERMS is 51²è¹Ý’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
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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
For questions or assistance with ERMS Agreements, please contact OSP at contracts@uthscsa.edu.
ERMS - Agreements Resources
Activity
Guidance
ERMS Agreement Overview ERMS Agreement User Guide How to add Proxies Video and Follow-up , PDF ERMS Agreement Actions available during a clarification request Actions Available During a Clarification Request (PDF) ERMS Agreement Job Aid for Ancillary Review ERMS Agreement Instructions for ancillary Review for IAAR ERMS Agreement Email Notifications Overview Email Notification Overview (PDF) ERMS Agreement Glossary
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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
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).
Basic introduction to ERMS. Learn how to navigate your Dashboard, IRB Workspace, and Study Workspace.
Initial IRB Application. Learn how to submit an initial IRB application in ERMS.
Modification. Learn how to submit an IRB modification in ERMS. Includes personnel changes.
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 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.
Continuing Review. Learn how to submit a continuing review in ERMS.
Close a study. Learn how to close out a study in ERMS.
Ancillary Review. Learn how to complete an ancillary review in ERMS.
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.
& Slides
For additional assistance, please submit an on-demand 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
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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 .
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 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) -
IACUC Module (Live October 2024)
Key Dates to Take Note Of
- September 6th, 2024
- Beginning October 14, 2024
- All IACUC related items will be submitted within ERMS-IACUC.
- September 10th until October 11th
- 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 20th
- Final date for submitting progress reports/triennial reviews and amendments in ORCA.
- September 10th and October 11th
- 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 20th
- 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 Training. View the detailed information on ERMS-IACUC Module presented on June 28th, 2024. ERMS - IACUC Training. View the detailed information on ERMS-IACUC Module presented on July 30th, 2024. ERMS - IACUC Training Forum. View ERMS - IACUC Overview and demonstration of protocol development. Overview Dashboard. Learn how to navigate your Dashboard. ERMS IACUC Job Aid - Overview Dashboard Creating a Protocol. Learn how to create a protocol in ERMS. IACUC Job Aid - Creating a Protocol Creating Amendments. Learn how to create a amendments in ERMS. IACUC Job Aid - Creating Amendments Creating Procedures. Learn how to create procedures. IACUC Job Aid - Creating Procedures Creating Research Teams. Learn how to create research teams. IACUC Job Aid - Creating Research Teams Creating Substances. Learn how to create or add substances. IACUC Job Aid - Creating Substances Review Protocol Workflow. Learn how to review protocol workflow IACUC Job Aid - Review Protocol Workflow Creating a Progress Report for an Approved Protocol. IACUC Job Aid - Creating a Progress Report for an Approved Protocol 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
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Grants Module (Live Summer 2025)
Grants module will effectively provide a solution to support our growing research infrastructure. ERMS Grants will streamline workflows, processes, provide comprehensive pre-award and post-award management capabilities, and improve transparency to faculty and staff throughout the institution.
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Bulletins
- August 17, 2023 (PDF)
- August 31, 2023 (PDF)
- September 14, 2023 (PDF)
- September 30, 2023 (PDF)
- October 26, 2023 (PDF)
- November 09, 2023 (PDF)
- November 30, 2023 (PDF)
- December 14, 2023 (PDF)
- January 18, 2024 (PDF)
- February 01, 2024 (PDF)
- February 22, 2024 (PDF)
- March 7, 2024 (PDF)
- March 22, 2024 (PDF)
- May 2, 2024 (PDF)
- May 16, 2024 (PDF)
- July 4, 2024 (PDF)
- July 18, 2024 (PDF)
- August 1, 2024 (PDF)
- August 8, 2024 (PDF)
- September 19, 2024 (PDF)
- October 17, 2024 (PDF)
- November 21, 2024 (PDF)
- January 02, 2025 (PDF)
- January 16, 2025 (PDF)
- January 30, 2025 (PDF)
- April 03, 2025 (PDF)
- April 17, 2025 (PDF)
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General FAQs
ERMS Suite
- What is the link to ERMS?
R: The web address for ERMS is
- 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 Iacuc: arc@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 FAQSERMS IACUC
Where can I find a list of ERMS IACUC FAQs?
R: Coming Soon!
ERMS Grants
Where can I find a list of ERMS Grants FAQs?
R: Coming Soon! - What is the link to ERMS?