When is an Account Required?

Account information is required for all projects which may incur costs using Shared Health facilities and or services.  If account information is required for a project, it must be submitted prior to activation.

Types of Research Accounts:

SH/WRHA Accounts (Shared Health, Health Sciences Center, St. Boniface Hospital, etc.)

SH/WRHA requires an Account Name, Special Purpose Account / Cost Centre number and Expense Code. SH/WRHA payments will be made via Journal Entry. Copies of the documentation will be sent to the project billing contact(s). For information regarding Shared Health Finance or to download a copy of the application form, visit their website.

University of Manitoba Accounts

A U of M FOAP number is required.  A PO or Contract number are required if there are any anticipated charges. A U of M PO or Contract number will be required with the vendor listed as Shared Health and be applicable for all services provided under Shared Health. Note that U of M PO numbers expire on March 31st of each year. Therefore, ensure you have a valid PO for the current fiscal year for all open projects. Account number adjustments will not be made after issuing invoices. Copies of the documentation will be sent to U of M Supplier Payment Services as well as the project billing contact(s).

• Guidelines for Distinction of Types of Funding
• Request for Account Information Form

Shared Health is a part of various networks within Manitoba and beyond.  Many of these networks have multiple facets including, research initiatives.  Shared Health Research and Innovation works closely with these partners and looks for new opportunities as they become available.

CAN Health Network

Manitoba Centre for Proteomics and System Biology

HealthCareCAN

Research at Shared Health involves many partnerships and collaborations with other organizations.  This involvement facilitates the continual advancement opportunities for research activities in Manitoba.  For information on the various groups, please see the links below.

Manitoba Centre for Proteomics and System Biology

Health Sciences Centre Foundation

The Children’s Hospital Research Institute of Manitoba

CancerCare Manitoba (Research Resource Impact Committee)

Concordia Hospital

Deer Lodge Centre (Research Committee)

Grace Hospital

Manitoba Adolescent Treatment Centre

Manitoba Center for Health Policy

Misericordia Health Centre

Pan Am Clinic

Rehabilitation Centre for Children

Riverview Health Centre

Seven Oaks General Hospital

St. Boniface General Hospital (Research Review Committee)

Victoria General Hospital

Winnipeg Regional Health Authority (Research Access and Approval Committee)

Access to personal health information (PHI) is a vital component of research.  As a Trustee of health information, Shared Health has a responsibility to ensure that information is being accessed for research purposes appropriately.

Shared Health Research and Innovation facilitates both the provision of data pulls for research purposes, using various sources of information, as well as granting researcher access accounts if the data will be procured by the research team directly from health care systems.

Shared Health Research Information Access Request Form

Requests for user access accounts will be set-up and/or modified following activation of the project or relevant amendment.  Once a project receives the activation letter, complete the SH Research Information Access Request form and submit to [email protected].

Note: Access requests will not be processed automatically following activation.  These requests must be initiated by the research team by submitting the SH Research Information Access Request form to Shared Health Research and Innovation

Lab Research Documents

• Guidelines for Clinical Trials and Research Studies
• Batch Research Shipment Request Form V1.1
• Research Sample Pick-Up Request Form V1.1

Accreditation

Current laboratory accreditation certificates can be found on the Diagnostic Services Accreditation page.

If you are unable to find the certificates required, please contact  [email protected]

Laboratory Information Manual (LIM) & Reference Ranges

Laboratory Reference Ranges are available annually and can be received by contacting [email protected].  To access the most up-to-date laboratory test information if you are searching for the reference values for additional tests not included in the annual documents, please see the LIM.

TDG / IATA Certification

Laboratory staff responsible for shipments are TDG/IATA certified.  Certificates are available upon request by contacting [email protected]

How do I get approved to conduct research at or using SH/WRHA facilities/programs/services?
All new research application submissions at Shared Health will be required to go through RITHIM as of July 2025, including all new amendments for projects submitted via RITHIM, changes in personnel, and newly added research protocol domains. Researchers cannot access to SH facilities, programs, services, patients, records are not authorized until Shared Health Research and Innovation institutional approval and activation has been granted.

After my research agreement/contract is completed (executed) can I start my project at Shared Health?
No, you will need to make sure you receive an Activation Letter from Shared Health noting that all conditions and requirements have been satisfied at Shared Health.

I have received approval through RITHIM, can I start my project at Shared Health or use Shared Health services?
No, you must wait until you have received an Activation Letter from Shared Health to ensure all agreements/contracts and other site-specific activation requirements are met.

Can I keep and dispense study drug from my research office?
All research conducted at any Shared Health facilities, programs or services that requires any drug monitoring, storage, mixing or blinding must use Investigational Drug Services Pharmacy.

Do I need to submit for approval for case series?
A determination from Shared Health Research and Innovation is necessary through RITHIM.

Do I need to submit for Quality Improvement/Quality Assurance (QI/QA) projects?
A determination from Shared Health Research and Innovation is necessary if the QI/QA intends to test an unproven care strategy using standard research methods.  All questions related to ethics should be directed to “The Committee for Harmonized Health Impact, Privacy, and Ethics Review” (CHIPER).

Do I need institutional approval if my research uses Shared Health records for de-identified retrospective data?
Yes. Shared Health Research and Innovation institutional approval is required to ensure compliance with privacy, information security, and data-sharing policies.

Do I need to submit for institutional approval for animal research at Shared Health facilities?
Yes, any access and/or use of Shared Health facilities, programs, department or resources require approval through the SHRI application. Please reach out to RITHIM directly for information on ethics.

How do services I need for my research get paid for?
SH/WRHA requires an Account Name, Special Purpose Account / Cost Centre number and Expense Code. SH/WRHA payments will be made via Journal Entry. Copies of the documentation will be sent to the project billing contact(s).

Can I keep and dispense study drug from my research?
Participant reimbursement through research projects- Cheque requisitions for reimbursement to a participant for study related expenses through HSC – You would need to attach the respective receipts (hotel, flight, food, parking etc.)  Per SH Finance, if it’s a “pure reimbursement” then the SIN does not need to be included, but if it’s a stipend/honorarium then they need the patient’s SIN.

• Fill out Cheque Requisition Form # FIN-CHEQ02
• Bring to Cashier

Site Initiation Visits (SIV)
Please contact by email SHRI team [email protected] to set up a site initiation visit.

Is a research guideline available for Auditing and Monitoring activities at Shared Health facilities, programs or services?
Review the Guidelines for Auditing and Monitoring for Research Purposes at Shared Health.

What are the common reasons an approval request might be delayed?

• Missing or incomplete documents
• Lack of REB approval or pending REB submission
• Unclear resource or facility requirements
• Inadequate data transfer and storage plans
• Conflicts with ongoing institutional operations

Does Shared Health institutional approval guarantee access to all requested resources?
No. Approval is contingent on availability and operational capacity. Any changes to availability in Shared Health resources will be notified.

What are the different types of research agreements/contracts and why do I need one for my project?
Review the Agreement Guidelines.

How long will it take my agreement to be completed (executed)?
Time to finalization and execution of research agreements/contracts depends on many factors, including but not limited to:

• Study complexity and risk
• Number of entities involved in the study and the agreement/contract
• The receipt and completeness of required documents (e.g. protocol, informed consent form)
• Whether the project submissions to the relevant institutional, governmental and regulatory approval bodies have been made.
• Clarity on roles and expectations of each entity involved in the project