Romeo Research Portal

1. Proceed to the Romeo login page;
2. Select the “Register” button. Select “Click here for guide” at the top left corner of the registration page for registration guidelines.
3. Fill in your Laurier e-mail, first and last name, and select your institution, affiliation(s) (please ensure to check off “Primary Affiliation”), and rank. All other fields are optional and we request that you do not provide your personal address(es) or phone number(s). Please leave these fields blank.
4. Hit “Register” once complete.
   • If you see “Error: User with same Email-ID already exists” you already have an account. Please proceed back to the Romeo login page and follow instructions for resetting your password if needed.
5. Follow the instructions in the email sent to you to complete your first-time registration process. This includes opening the provided link, entering your confirmation code, selecting and confirming a password and selecting “Confirm”.

•  Please note that passwords must meet the following minimum requirements:
  • 8-16 characters in length
  1. • 1 uppercase letter (A-Z)
     • 1 lowercase letter (a-z)
     • 1 numeric base 10 digit (0-9)
  Once your password has been successfully reset you should be re-directed and receive the following message “Your password has been reset successfully. Please click Login button to proceed further.”

• Locate the file by either using the search function or going to Applications: Post Review
• Select “View” then go to the “Logs” tab
• Select “Shared Communications”. This is where copies of all REB e-mails including memos and clearance notifications are available.
• Locate the e-mail (e.g., REB #XXXX Clearance Notification), select Preview (magnifying glass and plus sign)
• Select “Print” then save as pdf.

Note: This is a more recent feature available on Romeo. If you have an older REB file, older e-mails may not be visible. If this is the case and you require a copy of an e-mail that is not visible please contact REB@wlu.ca.

If you have previously accessed your online account and have forgotten your password:

1. Proceed to the Romeo login page.
2. Enter your username (which will be an email address, most likely your Laurier email address).
3. Click the "Reset Password" button.

4. Follow the instructions in the email sent to you to complete your first-time registration process. This includes opening the provided link, entering your confirmation code, selecting and confirming a password and selecting “Confirm”.

Please note: passwords must meet the following minimum requirements:

• 8-16 characters in length
• 1 uppercase letter (A-Z)
• 1 lowercase letter (a-z)
• 1 numeric base 10 digit (0-9)

Once your password has been successfully reset you should be re-directed and receive the following message “Your password has been reset successfully. Please click Login button to proceed further.” If you do not receive an email or experience any issues resetting your password, contact the REB for assistance.

• From your home screen select “Apply New.” Select the appropriate type of application for your purposes.
• The online application form you selected will open up and you will see a series of tabs (described below). Provide the information requested under each tab. Be sure to continually hit "save" as you work on your application.
• Project Info: Captures information on project title, start and end dates, and keywords.
• Project Team Info:
  • Principal Investigator: Use this to identify yourself as the principal investigator on the project
  • Other Project Members: Use the Add/Edit button to search for the name(s) of co-investigators or faculty supervisors you wish to add to the project. See "How Do I Add Project Team Members to a Project?" (below).
• Request for Ethics Review: This contains several different sections that deal with specific aspects of the REB review process.
• Attachments: Use this tab to attach additional documents related to your project (e.g., TCPS2 certificates, consent letters, questionnaires, surveys, recruitment posters, etc.). See "How Do I Upload An Attachment?" (below).
• You may save your project and return later to complete it. When you have completed the application form, press “submit” to forward it to the REB. If you have not filled in all of the required fields marked with a red asterisk (*), you will not be able to submit the project until the required fields are filled in. Check the “Errors” tab for further information.
• You can track the status of the project(s) you have submitted as the principal investigator by looking at your home page under “Role: Principal Investigator" or “Role: Project Team Member” depending on your role in the project.
• Updates and requests for additional information from the REB will be sent to your email account as your project moves through the review process. Check your email account regularly.

Pre-Submission

• Go to “Application: Drafts”, find the application you want to add project team members to, and select “Edit.”
• Select the “Project Team Info” tab and under “Other Project Member Info” select “Add New.”
• Type the first and last name of the individual you want to add to the application and select “Search Profiles.” Do not hand type data for this section.
• Click “select” beside the correct individual that you want to add to the project then use the drop-down menu to select their “Role in Project” (i.e., co-investigator, student, or supervisor) then select “Save”.

All project team members added to the project will be able to view/edit the application under “Role: Project Team Member” on their Romeo homepage.

Note: The individual(s) must be registered for a Romeo account to show up in the search results. If they don’t have a Romeo account, they can self-register following the instructions under “How Do I Register for Romeo?” Alternatively, if they do not require Romeo access or e-mail correspondence related to the file, you can list the project team member(s) name(s), role in project(s), and institution(s) in the Comments field of Principal Investigator section (e.g., Dr. John Doe | Co-Investigator | McGill University)​

Post-Clearance

• If your project has already undergone review and received REB clearance and you’d like to add a new project team member you will need to submit a modification request. The modification request should indicate the project team members’ name, role in the project, and indicate whether they require Romeo access. You will also need to attach their TCPS 2 CORE certificate. See "How Do I Submit A Modification Request To An Approved Project?" (below).

• Find the approved REB project that you wish to modify. All approved projects are on your ROMEO home screen either under “Role: Principal Investigator” (if you are the principal investigator) or "Role: Project Team Member" (if you are a co-investigator or supervisor). Regardless of which screen, go to the link “Applications (Submitted – Post Review)” for a listing of all your current and approved projects.
• Press the “Events” button next to the title of the REB project you wish to modify.
• Under the “New Event Forms” listing, select “Request for Ethics Clearance of a Revision or Modification” form. Fill in all applicable tabs. You can save this form (to work on it later) or hit submit to forward it to the REB for review and clearance.
• Modification requests must include a clear and detailed summary of all requested changes. If these changes require revisions to previously approved research materials (e.g., consent form, recruitment ad) then revised copies of these documents must be submitted for review. Any revisions to previously approved documents should be made using track changes (or highlighting or underlining the changes in the document) to facilitate the review process. 

• All REB projects require the completion of a final report, and projects longer than a year also require the completion of an annual report.
• The form can be found on your home screen under “Role: Principal Investigator” (if you are the principal investigator) or "Role: Project Team Member" (if you are a co-investigator or supervisor).
• For a listing of all your projects that need an annual/final report, go to the link “Reminders.” Note: The "Reminders" link only appears if you have a pending annual or final reports due within 30 days.  If you are submitting a report 30 + days in advance (e.g., project is ending and you are submitting a final report in advance of the current end date) go to “Applications Post-Review.”
• Press the “Events” button next to the title of the REB project that requires an annual report.
• Under the “New Event Forms” listing, select “Annual (or Final) Report for Approved Human Research Projects.” This form will open up; fill in the tabs. You can save this form (to work on it later) or hit submit to forward it to the REB for review and clearance.

• Find the approved REB project that you wish to modify. All approved projects are on your ROMEO home screen either under “Role: Principal Investigator” (if you are the principal investigator) or "Role: Project Team Member" (if you are a co-investigator or supervisor). Regardless of which screen, go to the link “Applications (Submitted – Post Review)” for a listing of all your current and approved projects.
• Press the “Events” button next to the title of the REB project that requires an adverse event report.
• Under the “New Event Forms” listing, select “Adverse Event Report.” Fill in all applicable tabs. You can save this form (to work on it later) or hit submit to forward it to the REB for review.

• The maximum individual attachment size is 5 MB. All attachments larger than 5 MB will stall the system and your data may be lost. However, you may upload multiple attachments, provided that each is no larger than 5 MB.
• Go to the “Attachments” tab and select “Add Attachment.”
• If you have trouble uploading an attachment:
  • Check that your file is not larger than 5 MB.
  • Save and close the application.
  • Log out of your current Romeo session.
  • Exit your current web browser session and reopen a new web browser session and/or a new web browser.
  • If you are still experiencing issues attaching a file contact the REB.

If a student generates a new Romeo application, they will be defaulted to the PI. The student can draft the application but will need to change the PI to their supervisor for their review and approval before submitting to the REB.

To change the PI to the supervisor, please follow the below instructions:

1. Navigate to the Project Team Info tab of your application.
2. Click “Change PI” in the top left corner of the tab.
3. Search for a full time or contract teaching faculty member or staff member.
4. Click Select next to their name.

If a Romeo application is submitted with a student listed as the PI, the application will be returned for revisions.

Alternatively, a supervisor can generate the application in ROMEO and add the student as a student co-investigator or principal student investigator so that the student can fill out the remainder of the application. The final approved version must be reviewed, approved, and submitted by the PI (supervisor) in order to be reviewed by the REB. This new process will also remove the requirement of students having to submit a screenshot of their supervisor’s approval with every new application.

• Although multiple users can view one REB project simultaneously, only one user can edit a Romeo project at any given time. While the project is being edited, Romeo locks the project to other users. Once the user saves and closes the project, the project unlocks and is accessible to other users for additional edits.
• If a project is appearing as locked by another user, ensure that all other project team members are not currently working on the project and have saved and closed the project.
• If the project still appears locked after logging out and logging back in, contact the REB.