Kenyatta University, Main Campus, Nairobi +254 20 8703000 dvc-rio@ku.ac.ke

Frequently Asked Questions

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Frequently Asked Questions

Letters of Support

What is a Letter of Support in the RMS?

A Letter of Support is an official document issued by the institution to endorse a researcher's project, often required for grant applications, collaborations, or ethical clearance.

Who is eligible to request a Letter of Support?

Registered researchers, faculty, or postgraduate students affiliated with the institution in the system are eligible.

How do I request a Letter of Support?

Log in to the RMS, go to the “Letters of Support” section and fill out the request form. Submit the request for review and processing.

How long does it take to process a Letter of Support?

Processing typically takes 3–5 working days, depending on the completeness of your submission and internal approval workflows.

Can I edit my request after submission?

You can edit your request before it is approved. Once it has entered the review phase, you’ll need to contact the administrator for any changes.

Will I be notified when my Letter of Support is ready?

Yes. You will receive an email and system notification once your letter is approved and ready for download.

In what format will the Letter of Support be issued?

The letter is usually issued as a signed PDF document on official institutional letterhead.

Can a Letter of Support be customized for specific funders or partners?

Yes. During the request process, you can specify the recipient's name, institution, and any wording or requirements provided by the funder or partner. The RMS admin will incorporate these where appropriate.

What if my request is declined or sent back for revisions?

You’ll receive a notification with the reason for rejection or revision comments. You can then make the necessary adjustments and resubmit directly through the system.

Who can I contact for help regarding Letters of Support?

Use the “Contact Admin” feature in the RMS, or reach out to the Office of Research Services via the contact details listed in the Help section.

Conference Hosting

Who can request to host a conference through RMS?

Only registered academic staff or approved research coordinators affiliated with the institution can request to host a conference.

What type of conferences are eligible?

Academic, scientific, and research-based conferences aligned with the institution’s strategic goals are eligible. Social or non-academic events are not supported through this service.

How do I submit a conference hosting request?

Log in to RMS, go to the “Conference Hosting” section, fill in the request form, and submit.

How long does it take to get a response?

You’ll typically receive feedback within 7–10 working days after submitting your request, depending on the completeness of your application.

Can international conferences be hosted through RMS?

Yes, but they require earlier submission (preferably 3–6 months in advance) and additional approvals, especially for foreign participants or partnerships.

Can I edit my request after submission?

Yes, if it has not yet been reviewed. Go to your submitted requests under “My Conferences” and select “Edit.” Once it is under review, editing is locked.

What happens if my event is postponed or cancelled?

You are required to update the RMS immediately. The system allows you to mark the event as postponed or cancelled and provide a new schedule if available.

Are students allowed to organize conferences through RMS?

No. Only staff members can initiate requests. However, students may participate or co-host under staff supervision with written approval.

Can RMS assist with booking conference venues?

Yes. If you request institutional support, RMS can coordinate with internal departments to secure lecture halls or auditoriums. External venues are your responsibility unless otherwise approved.

Is there a way to track the status of my request?

Yes. You can log into your RMS account and track the progress under the “My Requests” or “Conference Hosting” section.

Ethics Proposals

What is the purpose of the ethics review process?

The ethics review ensures that all research involving human or animal subjects adheres to ethical standards, protecting participants and upholding institutional integrity.

Who needs to apply for ethics review?

Any researcher conducting studies involving human participants, animals, or sensitive data must undergo ethics review before beginning the study.

How do I apply for ethics review?

Login to RMS, navigate to the "Ethics Review" section, fill in the application form, attach required documents, and submit for committee review.

What documents are required for submission?

You must provide a research proposal, consent forms, data collection tools, institutional affiliation letter, and any other supporting documents requested.

How long does the ethics review process take?

The initial review typically takes 2–4 weeks, depending on the completeness of your application and the review committee's schedule.

Can I start data collection before approval?

No. You must wait until you receive official ethics clearance before collecting any data.

How do I know if my project has been approved?

You will receive a notification via RMS and an official ethics clearance letter, which can be downloaded from your dashboard.

What happens if my application is rejected or requires changes?

You’ll be given reviewer feedback outlining necessary corrections. You can resubmit your revised documents through RMS for re-evaluation.

Can students apply for ethics approval?

Yes, but student applications must be endorsed and supervised by a faculty member or project advisor.

Do I need to reapply if my research timeline changes?

Yes. If your project scope, methods, or timeline changes significantly, you must file an amendment request through RMS.

How long is the ethics approval valid?

Approval is typically valid for 12 months. You must apply for renewal if your study extends beyond this period.

Publication Incentives

Attendance Approval

Data Collection

Affiliation Request

Get In Touch

Directorate of Research, Innovation & Outreach,
Main Campus, Kenyatta University

dvc-rio@ku.ac.ke

+254 20 870 4000 Ext 3090