UZ Gent will launch In the first quarter of 2022 an online research portal for all registrations/requests for clinical trials.

This research portal is achieved through a collaboration between the Health, innovation and Research Institute (HIRUZ), the Ethics Committee (CME) and the ICT department of UZ Gent.

Submissions and contracts

All submissions and contracts for academic and industry-sponsored research will from then on only be submitted by researchers via the research portal. Depending on the necessary parameters, the necessary approval flows will be initiated.

Practical changes

  • The submission of new studies and contracts will only be possible via the research portal and no longer via e-mail.
  • The current application forms (document A/B/C/D/E/F) will be deleted and replaced by a series of questions in the online application form.
  • The cover letter will be deleted. The (necessary) attachments need to be uploaded in the portal (including the necessary data such as version number/version date/language/…)
  • The ‘wet ink’ signatures of the principal investigator and head of department/faculty are no longer required. After submitting they will have to give their “approval” for the application form in the portal.
  • The persons involved who are mentioned in the application form (applicant/principal investigator/researchers/employees/students/contact person sponsor/… ), will be able to monitor the status of the file (after registration and/or login). This will increase transparency considerably.

Acces to the portal

Employees of UZ Gent and UGent will automatically be able to log in to the portal via their usual log-in data.
External users & students will have to register to gain access to the portal.

Infosessions

Following the launch of the research portal, infosessions will be organised in the coming weeks at the following times

  • Tuesday 25 January from 1.30 p.m. to 2.30 p.m.
  • Friday 4 February from 9.30 a.m. to 10.30 a.m.
  • Thursday 10 February from 2.30 p.m. to 3.30 p.m.

These info sessions are mainly focused on the following topics:

  • General operation of the portal
  • Accessing the portal
  • Submitting an application
  • Follow up of applications

We are currently working hard on the finalisation of the first phase of the portal.
Even after the launch, work will continue on further optimisation of various functionalities. For example, it will be possible to submit contracts and written statements via the portal from March.

Updates regarding the new functionalities will be communicated continuously. Later this year, we will examine the need for and the functionalities of a service environment per study (CTMS function) in order to be able to centralise all information concerning a study.

You can register for infosessions by sending an e-mail to ethisch.comite@uzgent.be, stating the date of the session, your name and position.

After registering, you will receive a meeting request with the link to the Microsoft Teams meeting.
As always, changes in procedures can cause a temporary inconvenience. We are convinced that in time this portal will have an added value for all actors and hope for understanding and patience during the transition phase.

Technical questions regarding the portal can be sent to onderzoeksportaal@uzgent.be.
Content-related questions/remarks concerning the submission or follow-up of existing or new applications can still be submitted to the relevant service: Hiruz.ctu@uzgent.be or ethisch.comite@uzgent.be