Researchers Home Page Any research project funded or

Researcher’s Home Page Any research project funded or not involving human participants or animals must receive the appropriate committee approval before the project can start.

Trent’s ROMEO ESystem Applying for Research Ethics Board or Animal Care Committee Certification Researcher User Manual

Accessing the ROMEO System The ROMEO system can be accessed through the My. Trent Portal • Log-in to My. Trent • Select Services • The ROMEO System can be found on the “Learning and Research” heading

Accessing the ROMEO System – General Information • Trent’s faculty and staff should use their regular Trent Log-in and password to log into the Researcher’s Portal • Trent students and external users, trying to log in for the first time, will need to complete the Self Registration Form before they can access the Researcher’s Portal. Once you have registered, submit and contact the Certifications and Compliance Officer in the Research Office and Innovation to validate you in the system. From then on, you will access the Researcher’s Portal on the Trent Portal. • All users should know how to safeguard their electronics (computers, smartphones etc. ) and be familiar with Trent University’s Computer Code of Ethics

Researcher’s Home Page This is the Researcher’s Home page. ACC and REB applications can be submitted through the “APPLY NEW” button on that Top left hand side.

Researcher’s Home Page Any research project funded or not involving human participants or animals must receive the appropriate committee approval before the project can start.

Project Info Tab Enter the Project Title, Start and End Date, as well as any keywords which describe your project. Keywords can be selected from the drop down menu or typed directly into the text box. IMPORTANT: Please note that all fields preceded by * are required. Failing to complete these fields will prevent you from submitting the form.

Project Team Info Tab The Project Team Info tab is automatically filled out with the user’s information.

Project Team Info Tab Applicants can additional team members to their projects by scrolling down the page to the “Other Project Member Info” and clicking the “Add New” button. This will open a new window. IMPORTANT: Undergraduate and Graduate Students should be adding their supervisors as an additional team member on all their applications.

Adding Project Team Members to Applications Selected the “Search Profiles” button to open up the investigators list in a new window. You can search the Investigator List for the name of the person to be assigned as team member. The list can be searched in a variety of ways, i. e. type the last name of the person in the “Last Name” field, use the filter beside it to select a search criteria such as “Equal To” or “Contains”. Once you have identified you team member – click on “select”. The project team member form will be updated automatically. If you are unable to identify the person you are looking for from the Investigators list, please email the Compliance and Certification Officer. Your email should contain the person’s full name, title, and email address. You will be notified as soon as the person has been added to the list, and will be able to add them to the project.

Adding Project Members to the Application • You may select the role of the team member from the “Role in Project” drop down menu. • IMPORTNANT: Student applications should always assign their supervisor(s) as team members and select “supervisor” role. • You may add as many team members as required, team members can also be edited or deleted. Keep in mind that anyone who will need to have access to the application should be added as team members. However, only the P. I. , the Supervisor and the Research Coordinator will be copied on all system generated email correspondence. • IMPORTNAT: Although all team members will have access to view and edit the application, the P. I. is the only member of the project team who can submit the application once it is ready to be reviewed.

Application Tab The application Tab is the third tab, regardless of what application you are completing. There will be several sub-tabs that require completion before you will be able to submit your application. In addition, applicants will be able to find out what documents that must be submitted in addition to the application on these tabs.

Attachments Tab Applicants should attach any document(s) identified on the Application sub-tabs. Users may upload multiple attachments, provided that each is no larger than 5 MB. Attachments may be word files, spreadsheets, jpeg files, pdf’s, etc. Make sure you click “Add Attachment” to complete.

Errors Tab The Errors tab keeps a log of any required questions that were left unanswered. If all required questions were answered, the Errors tab disappears.

Submitting the Application • Start by clicking the “Submit” button at the top of the screen to open the Work Flow Action Window. • Please enter a comment in the textbox provided. Comment can be asimple sentence (i. e. Submitting application for review). • Click on one of the two “Submit” buttons located at the top and the bottom of the “Work Flow Action” window to submit your application for review.

Save and Continue • At any point in the process, the applicant may “save” and “close” the application and complete it at a later date. The information entered will be saved and the user can access it again through their Researcher’s Home Page under the “Applications: Drafts” link. • IMPORTANT: Do Not close your application by closing your browser. Doing so will result in the application being “Locked”, and will prevent other team members from accessing or editing it. • TIP: Though ROMEO has no automatic save feature, it does have a time out feature! If you need to step away from your computer, you should always hit “Save” and “Close” as a precautionary measure. Failing to do so could result in information being lost and the application being “locked”. The user responsible for “locking” the application is able to “unlock” it by accessing it again and exiting properly. All other team members, who find themselves “locked out” of the application can either contact the user who “locked” it or contact the Compliance and Certification Officer for support.

Application Under Review • Once you have submitted the application for review, you will receive an email confirming the reception of your application. At this stage you will not be allowed to make any changes to the application. However, it is still available for viewing under the “Applications: Post Review” link on the Researcher’s Home Page. • In addition, by clicking on the “Applications: Post Review” link, you can see the work flow state of your current applications. • All applications will go straight to the Certifications Officer in the Research Office to send out to the appropriate Committee for review.

Applications Requiring Revisions • If the Committee decides that an application requires any revisions, the Chair of the committee will send a letter to the applicate detailing what changes are required, any additional information that needs to be provided, and the appropriate way to submit your revisions.

Approved Applications • Once the application has been approved, the P. I. will receive a formal approval letter and email. The application can no longer be modified but is available for viewing under “Applications (Submitted – Post Review)”

Need Assistance or Have a Question • Should you require any assistance or have any questions please contact the Compliance and Certifications Officer in the Office of Research and Innovation. They can be contact at (705) 748 -1011 x. 7896 or by email.