Inter-University Research Institute Corporation

Research Organization of Information and Systems

Joint-Research On-line Integrated
System(JROIS)
User Manual(Researcher Edition)

1

Table of Contents
1. Introduction ........................................................................................................................ 3
2. Common system procedures (these are the same throughout the Organization) ........................... 3
3. System usage flow ............................................................................................................... 5
4. Portal page (each institute has its own) ................................................................................ 65 JROIS new user registration.................................................................................................. 8
5-1

Register user information .............................................................................................. 8

5-2

Finalize registration of user information ........................................................................ 10

6. Log in to JROIS ................................................................................................................ 117 Homepage......................................................................................................................... 14
8 Functions for the research leader (At the time of application) ................................................. 15
8-1

Apply for research or change the topic .......................................................................... 15

8-2

Verify application information ..................................................................................... 26

8-3

Re-submit research application .................................................................................... 28
Functions for the research leader (After the time of Accepted) .............................................. 28

99-1

The procedure immediately after the time of acceptance. .................................... 28

9-2

Change collaborators/participants (change, add, or delete) .............................................. 28

9-3

Progress report (Input items may differ depending on the institution.) .............................. 29

10

Other usage ................................................................................................................ 32

10-1

Check the system notice .......................................................................................... 32

10-2

View and update user information ............................................................................. 33

10-3

Change password .................................................................................................... 33

11 Recommended access environment...................................................................................... 342

1.

Introduction
The goal of this system (hereafter, JROIS) is to improve usability for researchers to handle avariety of tasks related to application, assessment, progress reports, and analytical evaluation ofusage, as well as to increase the efficiency of internal research support work. The Organization
is founded as an Inter-University Research Institute Corporation to promote joint usage andjoint research. Currently, we are accepting applications for the following five institutes under
our umbrella. For more details, please refer to our website(https://www.rois.ac.jp/research/coop.html).
1) National Institute of Polar Research2) National Institute of Informatics
3) The Institute of Statistical Mathematics
4) National Institute of Genetics
5) Joint Support-Center for Data Science Research (ROIS-DS)
This manual describes the common application procedures for these institutes. Because

application details and descriptions may differ among institutes, please refer to the specifics of each
institute’s application information before making a submission.
※Some screen shots are taken from a prototype user-interface that may differ from actual
screens.
2.

Common system procedures (these are the same throughout the Organization)

1) ”Add” button
Click the “Add” button when you want to add the item described above the button.
2)”Back” button
By clicking the “Return” button, the screen returns to the previous screen. If you clickon the top of the screen, you will return to the portal page if you
have not get logged in, or to the homepage after login.
3)”Confirm Inputs” button
If you click the “Confirm Inputs” button, the content confirmation screen will be displayed.
If there are no errors in the displayed content, click on the “Save” button to save theinformation.
4) Required items
On the input screen, all items indicated by

are required items. Please note that if you

do not provide input for any of these items, an error will result.
5) Input-error display
When there are input errors, the upper part of the screen displays an error message. The
3

item with the erroneous input also turns pink, and an error message is shown.

4

3.

System usage flow
The following diagrams illustrate the flow of system usage“Change of research collaborators” is possible
after accepting the research topic.

5

4.

Portal page (each institute has its own)
This is the first screen displayed after accessing the system.
［Portal page］

6

You can do the following on the portal page:
1) Switch languages (Japanese or English can be used)
2) Log in to JROIS
3) Register a new user for JROIS
4) Download the user manual (this document)5) Link to an application details page (application guidance page)6) Read JROIS system notice7

5

JROIS new user registration

5-1 Register user information
You must register as a user to access JROIS. If you are visiting for the first time, please register
using the “New user registration” link on each institute’s portal page. The Organization shares user
information across institutes; therefore, you do not need to re-register if you already registered once.
[New user registration]

8

The following are input items in user information.
Item

Item

Content

Requirednumber
1

Login information

1-1

Email address

Input your contact email address.

〇[Note] if you enter an incorrect email
address, you will not receive a “completionof registration email” and cannot edit on
your own. Please make sure that the
information on the “verify new user
information”

screeniscorrect

beforecompleting the registration.
1-2

Email

address(For

Enter the same contact email address that〇

confirmation)

you provided in 1-1.

1-3

Password

Enter a password for the login.

〇

1-4

Password (For confirmation)

Enter the same password as in 1-3.

〇

1-5

KAKENHI Researcher ID

Enter your KAKENHI Researcher ID,〇

which will become your login ID. If you do
not have a KAKENHI Researcher ID,
please select “I do not have a KAKENHI
Researcher ID” and leave the item blank.
2

Personal information

2-1

Family/Last

2-2

name

and

Enter your name separately as family andGiven/First (+middle) namegiven names.

Not required (leave it-〇

blank)
2-3

Not required (leave it-

blank)
2-4

Birth year and monthEnter the year and month of your birth〇

separately.
2-5

Gender

Select your gender.

〇

2-6

Country of the institution

Select the location of your employment as〇

you belong to.

either “Japan” or “Other.” If you select“Other,” provide the country name.

2-7

Institution category

Select the category of institution to which〇

you belong.
2-8

Name of Institution

Enter the name of the institution to which
9

〇

Item

Item

Content

Requirednumberyou belong. Upon entering a name, thesystem automatically lists institution names;
please select from this list. (If no names are
displayed, enter “OTHER” in capital letters,
and then enter your institution in [Name of
Institution (in case you enter “OTHER”
above.)] instead.)
2-9

Department

Enter the department to which you belong.

〇

2-10

PositionEnter your position at the institution.

〇

If you are a student, use either “Graduate
Student” or “Undergraduate Student.”
1) After entering this information, please review “Regulations for Personal Information
Protection of Research Organization of Information and Systems (ROIS),” and select “Agree.”2) After clicking the “Confirm” button, you will be directed to the “Confirm new user
registration information” screen. By clicking the “Registration” button from there, youwill receive a registration confirmation email in approximately 3 minutes.

5-2 Finalize registration of user information
Clicking the URL in the registration confirmation email finalizes the user registration.
◆Registration confirmation email

10

6.

Log in to JROIS
Log in to JROIS.
[Login]You can log in using either your KAKENHI Researcher ID (Login ID) or email address. The
KAKENHI Researcher ID is a researcher-specific number in e-Rad, and used to be called the
KAKENHI grant number. If you do not have a KAKENHI Researcher ID, your login ID is the
ID displayed on the system during your user registration.
* If you obtain a KAKENHI Researcher ID after registration, please update your registration
information.
11

If you forget your login ID, by entering your email address on “Request for researcher ID
notification” screen (or “Application for researcher ID notification” screen.), you can receive an
email with your login ID.

1) Enter the same email that you used during user registration.
2) Click “Send ID notification email.”
3) This will direct you to the screen below, and a researcher ID notification email will be sent to
the email address you entered.

12◆Researcher ID notification email

If you forget your password, you can reset it by entering your email address on the “reset
password” screen.

13

7Homepage
After you log in to JROIS, the [homepage] is displayed first.
[Homepage][Research application list]

You can do the following on the homepage.
1) Check the system notice2) List currently open applications (joint-research currently open for application) (Download
application forms)
3) View information about the research application in which you are participating (By clicking, you can view more details)
4) View and update your own user information
145) Change your password
8

Functions for the research leader (At the time of application)
8-1

Apply for research or change the topic
You can create a research application, including joint usage or joint research.
To create an application, you must select the most appropriate research type from the list.
Once you select it, the “Application registration” button becomes visible. By clicking thisbutton, the research application screen is displayed. If you click “Download forms,” youare able to download the application requirements and supporting documents.

[Research type list][Application information registration]

15

The following are the items in application information. (Input items may differ depending on
the institution.)
Please note that input items can differ depending on research type.
Item

Item

Content

Requirednumber1

Application information content

1-1

Fiscal year

Displays the fiscal year the application was－

filed.
1-2

New/Continuation

Select the one that is applicable to your〇research application.
1-3

The

first

fiscalyearof

If you selected to continue your research

application (in the Gregorian

above, enter the fiscal year of your original

calendar year) if you areresearch application in the Gregorian calendar

continuing.

year.

1-4

Research type

Displays the research type of the application.

1-5

Field 1

Select the research field of the application.

〇

1-6

Field 2

Select the secondary research field of the〇application.
1-7

Research title

Enter the research title of your application.

1-8

Research period

Enter the duration of research.

1-9

The goal of the joint-researchEnter the specific goal of the proposed〇〇

research.
1-10

Expected effects

Enter the specific expected effects of the〇

proposed research.
1-11

Research plan and method

Enter the specific plan and method of the〇

proposed research.
1-12

Importance of researchEnter the specific reasons pertaining to the〇importance of proposed research.
1-13
1-14

Name of research activity

If you are applying to organize a researchgroup

activity group, enter the name.

Planned events and activities

If you are applying to organize a research〇〇

activity group, enter the duration of activities.
1-15

Overview of the research

If you are applying to organize a research
16

〇

Item

Item

Content

Required

activity group

activity group, enter its concrete overview.

Other related matters

If you are applying to organize a researchnumber
1-16

activitygroup,

enter

other

specific

information.
1-17

Request for re-assessment of

If your application was rejected, and if you

research A

wish to have it reassessed as research A,
check here.

1-18

Involvementwithgenome-editing experiments

Select either “yes” or “no” to indicate
whether the proposed research involves
genome-editing experiments.

1-19

Full name of the person inIfchargegenome-editing

genome-editing experiments, enter the full

(familyandname of the person in charge.

withanimalofexperiments

theproposed

research

involves

given names)
1-20

Involvement
experiments

Select either “yes” or “no” to indicate
whether the proposed research involves
animal experiments.

1-21

2

Full name of the person in

If the proposed research involves animal

charge of animal experiments

experiments, enter the full name of the person(family and given names)in charge.

About the research teamResearch leader

2-1

Institution

Displays the name of the institution to which－

the applicant belongs.
2-2

Department/Faculty

Displays the department/faculty to which the－applicant belongs.
2-3

Position

Displays the title or position the applicant－

holds.
2-4

Name

Displays the name of the applicant.

－

2-5

Email address

Displays the email address of the applicant.

－2-6

Written

When applying, make sure to receive written－consentfortheresearch leader

consent from the institution to which you
belong. You do not need to upload the form.

2-7

Research(planned)collaborators

You must receive consent from those who
register as research collaborators, as well as
17

－

Item

Item

Content

RequirednumberResearch

activity

group

participants (planned)

the institutions to which they belong.
After entering information about researchcollaborators, when you click “Send email
notification,” the request for acceptanceemails is automatically sent to them.

2-8

Name (family name/ given

Enter the names of research collaborators

name)(planned)orresearch

activity〇

group

participants (planned), separating their family
and given names.
2-9

Email addressEnter the email addresses of research〇collaborators (planned) or participants inresearch activity groups (planned).
2-10

Faculty member in charge ofEnter the name of the faculty member in

research (family and givecharge, separating family and given names.

〇

names)
2-11

Email addressEnter the email address of the faculty member〇in charge.
3

Operating budget

3-1

Breakdown

Select breakdown of the operating budget.

〇

3-2

Content

Enter the content of the operating budget.

〇

3-3

Unit priceEnter the unit price of the required expense in〇Japanese yen as a numeric value.
3-4

QuantityEnter the quantity of items for the required〇

expense.
3-5

Subtotal

Automatically calculates and displays based〇on the unit price and quantity entered.
3-6

MiscellaneousEnter miscellaneous information related to〇the operating budget.
3-7

Total

Automatically calculates and displays based〇on the expenses entered. If necessary, this canbe updated.
3-8
3-9

Other

expectingmajor

Identify other major research funds expected

research funds

to be used for the proposed research.

FundingEnter other major funding system/scholarship

namesystem/scholarshipname for the research fund.
18

〇

Item

Item

Content

Requirednumber
3-10
3-11
3-12

Research

title(research

Enter the research title and period in the

period)applications for other major research funds.

Amount of funding applied inEnter the amount of funding you applied forother research funds

from other research funds.

Granted amount of funding

Enter the amount of funding you werefrom other research funds.

granted in other research funds.

19

〇
〇
〇

After entering application information, click the button located at the top or bottom of the screen.

1) temporary storage
Information you entered on the application information registration screen can besaved as a draft. To do this, you must have entered a “Research title.” Please note that
temporarily saving an application does not result in its acceptance. You can remove
the application from this state. By clicking on the “Canceling Agreement” button
located at the top-right corner of the screen, you can delete the application.

2) Email notification
For those entered as research participants (or collaborators), you can send an email
request for acceptance of participation. If participants have not yet registered in thesystem, they will also receive an email request for new user registration. Researchcollaborators can accept participation in the research by clicking the URL in theemail.
When you follow this procedure, the application is saved as a draft.

20

[Application information details screen]

From application information details, you can confirm the acceptance of participation.
When it is accepted, you will see a checkmark.
[A sample email] (Sentences may differ depending on the institution.)@@氏名@@ 様●●●●研究所
共同利用・共同研究高度化支援システム JROIS（Joint-Research On-line Integrated System）です。
本メールは▲▲▲▲への参加承諾をされていない方に送信しております。

このたび●●●●研究所が募集する「▲▲▲▲」において、研究課題名/研究会名：「@@研究課題名@@」研究代表者/研究会代表者：@@代表者氏名@@の共同研究者/研究会参加者として登録されました。
共同研究者/研究会参加者となることを承諾する場合は、次の URL をクリックしてください。
（クリックすると「参加研究者情報の更新が完了しました」のメッセージが表示され、承諾完了となります。
）@@URL@@

ご不明な点がございましたら以下までご連絡ください。
-----システムについて：JROIS システム構築チーム（E-mail：sysdev_crp@ism.ac.jp）
事務手続きについて：●●●●研究所 研究推進係（E-mail：test@test.ac.jp）==■ご注意■===================================
本メールは申請システムより自動送信されておりますので、このメールにご返信いただきましても回答を差し上げることができません。
===========================================---下に続く---21

---上からの続き--Dear Mr./Ms. @@氏名@@,This is ●●●● JROIS (Joint-Research On-line Integrated System).
This email is sent to those who have not accept to participate in ▲▲▲▲.
You are registered as a joint research member/joint research meeting memberof ▲▲▲▲ whose research theme is“@@研究課題名@@”.
Representative (Applicant) : @@代表者氏名@@

If you are to accept becoming the joint research member/joint research meeting member,please click the URL below.
（The acceptance will be completed after clicking the URL and seeing a message saying”参加研究者情報の更新が完了しました”）.

@@URL@@

If you have any questions, please email to the address below.
Thank you for your cooperation.
-----About JROIS : JROIS development and management team（E-mail：sysdev_crp@ism.ac.jp）
About Procedure：Research Promotion Team, ●●●●（E-mail：test@test.ac.jp）==■Note■==================================
Please do not reply to this email as this is a send-only address andyou will not receive a response.
==========================================

If a research collaborator was not yet registered, an email request for user registration issent at the same time; therefore, please notify them prior to sending an email notification.
When a research collaborator clicks the URL on the email, the following screen isdisplayed, completing their acceptance of participation as a research collaborator.
[Participation acceptance screen]

22

23

[A sample email request for user registration] (Sentences may differ depending on theinstitution.)@@氏名@@ 様●●●●
共同利用・共同研究高度化支援システム JROIS(Joint-Research On-line Integrated System) です。
本メールは JROIS に利用者情報登録をされていない方に送信しております。

このたび●●●●研究所が募集する「▲▲▲▲」において、研究課題名/研究会名：「@@研究課題名@@」研究代表者/研究会代表者：@@代表者氏名@@の共同研究者/研究会参加者として登録されましたが、共同研究者/研究会参加者
も JROIS への利用者情報登録が必須となります。
つきましては、以下の URL より JROIS への新規利用者情報登録をしていただきますようお願いいたします。
@@URL@@（注意）本メールに記載された URL ではなく、システムのトップページから
新規利用者登録を行いますと、データが正しく反映されません。必ず上記 URL より登録をしてください。

※また、別途 JROIS より「●●●●研究所▲▲▲▲への参加承諾をお願いします」という件名のメールも送信されますので、そちらから本課題への参加承諾をしていただきますよう併せてお願いいたします。

ご不明な点がございましたら以下までご連絡ください。

システムについて： ROIS システム構築チーム（E-mail: sysdev_crp@ism.ac.jp）
事務手続きについて：●●●●研究所 研究推進係（E-mail：test@test.ac.jp）〓〓■ご注意■〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓
本メールは申請システムより自動送信されておりますので、このメールに ご返信
いただきましても回答を差し上げることができません。
〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓---下に続く---

24

---上からの続き--Dear Mr./Ms. @@氏名@@,This is ●●●● JROIS (Joint-Research On-line Integrated System).
This email is sent to those who have not registered with JROIS.
You are registered as a joint research member/joint research meeting member of ▲▲▲▲
whose research theme is“@@研究課題名@@”.
(Representative ：@@代表者氏名@@)User registration to JROIS is mandatory for joint research members
and joint research meeting members.
In line with this, please create JROIS Account from the URL below.
@@URL@@In addition, JROIS will send an email "Request for Accepting Participation in ▲▲▲▲" separately, so please be sure toaccept becoming the joint research member/joint research meeting member from the email.

Notice: Please carry out user registration from the URL mentioned in this email.
If you register from the top page of the system, the data will not correctly reflected.

If you have any questions, please email to the address below.
Thank you for your cooperation.

About JROIS：JROIS development and management team（E-mail: sysdev_crp@ism.ac.jp）
About Procedure：Research Promotion Team, ●●●●（E-mail：test@test.ac.jp）〓〓■Note■〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓
Please do not reply to this email as this is a send-only address and you
will not receive a response.
〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓〓

3) Submission
You can submit the completed application. When submission is completed, emails aresent to research collaborators and the faculty member in the Institute who is in chargeof the research.
Unless your application was “returned,” you are not able to update application
information after submission.
25

8-2

Verify application information

A logged-in user can view the list of applications for which he or she is registered as theresearch leader, a research collaborator, or a faculty member in one of the institutes in charge ofthe research. By clicking the research title, the details can be displayed.
[Research Application List]

1) The Reception number is displayed. (The number is assigned at the time of application
submission.)
2) The Reference number is displayed. (The Reference number is given when the application is
Accepted.)3) The research title is displayed. By clicking it, further details of the application can be viewed.
(When the application is saved as a draft, or returned, the edit screen for application
information is displayed.)

By clicking

in each row, you can check the application status.

26

[Application status display]On the “Application information details” display, you can download consent forms, update
application information, or delete your application. (Updating is possible before submitting theapplication, and deletion is possible prior to being received. If your application is returned in
the assessment, you can also update or delete.)[Application information details display]

1) Display progress report: Register the progress of research. (Refer to chapter 9)(It is displayed after the research application is Accepted.)
2) Download consent form: You can download consent forms for the research leader or
research collaborators. If a consent form was already uploaded in 4) below, this link will be
active.
273) Change of collaborators/participants: When there are changes in research collaborators or
participants (addition, deletion etc.), click this button. (It is displayed after research topics are
Accepted. Please refer to section 8.2.2.)
4) Upload consent form: You can upload a consent form of the research leader or researchcollaborators.
5) Download application information: You can download the application information in PDF
format.
8-3Re-submit research application
A returned application for which changes were requested can be re-submitted after
making the necessary changes to the content.

9Functions for the research leader (After the time of Accepted)
9-1

The procedure immediately after the time of acceptance.
Depending on the institution, some procedures after the time of acceptance
may be required. For details, please refer to the "public offering guidelines"
prepared by each institution.

9-2

Change collaborators/participants (change, add, or delete)
If you want to change research participants (collaborators) after the research application
was accepted, use the “Change of collaborators/participants” process in JROIS.

[Change of collaborators/participants]
On this screen, you are able to add or delete research collaborators.
In the reason for change, please include the following.
・Reasons why members had to be changed, added, or deleted.
・Explain how this change does not cause any adverse effects on the original plan, or how it
leads to improvements.
When you add a new research collaborator, he or she receives a notification email about thechange of collaborators. Upon acceptance by the recipient, the application is sent to the office.

281)Add a new collaborator: Enter the name and email address of a new collaborator, and thereason for addition.
2) “Add” button: When you click this button, which appears under the new collaborator
information, the new collaborator is added to the end of the research collaborator list in the “application
status list.”
The ”Status” column of “application status list” shows its status (applied, approved, notapproved) .

3) Research collaborator list: Displays names of already participating research collaborators.
If you want to delete a research collaborator, click on the “delete” column, then enter the “reason forchange.”4) “Update” button: After adding research collaborators using “add a new collaborator” ordeleting one from the list, click this to register the updated setting.
9-3

Progress report (Input items may differ depending on the institution.)

The research leader can report on the research progress.
After displaying the detailed information of the research application, the report screen can bedisplayed by clicking the “Submission of progress report” button.

29

The following are the input items in the progress report.
Item

Item

Content

Report date

Displays the current date.

Requirednumber
1-1

30

－

1-2

Research type

Displays the research type of the reported－

research.
1-3

Research theme

Displays the research theme of the reported－

research.
1-4

Assigned number

Displays the assigned number of the reported－

research.
1-5
1-6

The research title or the

Displays the research title or name of theresearch group nameresearch activity group.

Number

Displays the number of participants in theofparticipants(applied)
1-7
1-8

1-9

Number－－application for the reported research.
ofparticipantsEnter the actual number of participants in the(actual)reported research.

Summary of research object

Enter the specific goal and results of theand research meeting

reported research.

Information of researchEnter the publication information where(papers, conference

progress and results of the reported researchpresentations, reprints,

progress can be verified.

〇〇〇

web pages etc.)
1-10

Please write theme, date,

If you are reporting about a research activity

time, place and number ofgroup, enter concrete information about theparticipants if you had

meetings.

－

research meeting(s)1-11Visiting days

Enter information about each visit to the〇

Research Institute.
1-12

Questionnaires

Please respond to the questionnaires for our
research.

The progress report can be saved as a draft without completing.

31

－

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Other usage10-1 Check the system noticeThis displays the list of system notices to the users.
A maximum of five items are displayed; therefore, if you need to check the entire list of notices,
click on “Show all.” By clicking the title in the list, the content is displayed.
Please note that a system notice item will not be displayed after the notice period ends.
[System notice list][Content of system notice](Details of system notice search result)(By clicking the “Edit” button, the screen is directed to create a new notice screen.

(Notice poster)(Notice period)(Back)The entire content of each notice can be viewed by scrolling.

3210-2 View and update user information
You can view your own information registered in the system.
If your information changes, please click the “change” button to update information.
[User information]

10-3 Change password
You can change your own password.
Enter your current password, and then the new password twice.
Please note that the change to your password takes effect immediately.
[Change password]

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Recommended access environment
To access the system, we recommend the following environment.
* Even if you use the recommended environment, depending on the combination of OS andbrowser, or the settings of your browser, you may experience issues with display or functions.
Please be aware of this situation.
＜OS/Browser＞
Windows
・Internet Explorer 11・Microsoft Edge, latest version
・Firefox, latest version
・Google Chrome, latest version
macOS・Safari, latest version

Inter-University Research Institute Corporation
Research Organization of Information and Systems

Joint-Research On-line Integrated System

JROIS
User Manual（ Researcher Edition）

Publication： JROIS management team34