Queen`s ROMEO e-System
Contents
1. ____ Queens Queen s ROMEO e System Applying for Human Ethics Certification Health Sciences and General Ethics Research Boards HSREB amp GREB Research Coordinator s User Manual January 2013 Accessing the Researcher s Portal The Researcher s Portal is available through the Single SignOn at the following URL https eservices queensu ca romeo_researcher or through the Office of Research Services website Ju UNIVERSITY Sign On Protect Yourself Stay Informed Protect your NetlD and use strong passwords Scan for viruses Always logout of applications Install operating system updates Install antivirus software and keep it current Limit personal information you post on the Internet Be aware of hoaxes scams and phishing attacks Dont open attachments from unknown sources Lise the secure wireless network WPA Never leave your laptop unattended scan for spyware and adware Backup important files gt Dont have a NetID gt Forgotten Your NetID Password TO O Y y y E F YF F y y Y ol i Queen s faculty and staff should use their regular Queen s NetID and strong password to log into the Researcher s Portal through the Single SignOn Queen s 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 you will receive an automa2. Flow State has been changed E 15 01 2013 Pending Info by ORS Be Principal 11 43 eo Aai Info by ORS to ORS gt ORS Review Changes made as requested Action Re Submit Investigator Dear Dr Gagnon amp Dr Herra Your application went through review board reviewer requires Clarification from researcher Revised consent form asjmijania Eiet Work Flow State has been changed Ops Review gt ee oar Office of 09 59 g y Pending Info by ORS Research Ethics ORS Please submit revisions within 2 business days Regards Kathy Logs Tab Project Logs NOTE You are in view only mode and changes cannot be saved Project Info Project Team Info HSREB Application Form for Ethics Clearance new Attachments Logs ee Project Work Flow State has been changed from ORS Review to Pending Info by ORS i aia Project Work Flow State has been changed from Pending Info by ORS to ORS Review ae 5 Project Work Flow State has been changed from ORS Review to Pending Info by ORS o E Le New Approval Process Event Submitted By Researcher 2013 01 15 Project Work Flow State has been changed from Pre Submission to ORS Review 09 52 Attachment Beetle Study Award Application pdf has been Added HSREB Application Form for Ethics Clearance new Need assistance have a question Contact the TRAQ Helpdesk 613 533 6000 ext 77433 Email traq queensu ca
3. Submitted 0 Applications Submitted Under Review 0 Applications Submitted Under Review 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 Applications Submitted Post Review 0 Applications Submitted Post Review 0 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My Reminders 0 Project Team Info Tab e Project Team Info tab is automatically filled out with applicant s info To change the role of P I over to another researcher click on Change PI Important DO NOT change P I s Last Name and First Name manually always use Change PI feature gt Project Info Project Team Info GREB APPLICATION FORM for ETHICS CLEARANCE Attachments Logs Errors Principal Investigator Info a Prefix Last Name at Queen s l First Name Researcher Affiliation Faculty of Arts and Science Psychology Unit Psychology x Rank Assistant Professor Gender Male X Institution Queens University m Phone 1 77433 Phone 2 Email ors queensu ca l Fax Primary Address Fleming H all Jemmett Wi ng Alternate Address Preferred perae Primary Address Alternate Address Country Canada Comments Transferring P I Role to Another Researche e Once you click Change PI you can search the Investigator List for the name of
4. the person to be assigned as P I 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 EqualTo or Contains Investigator List Close Start Last Name First Name Search Reset Researcher No records to display Contains S DoesNotContain Starts With Ends With Equallo MNotEquallo Greater han LessThan GreaterDThanOrEqualTo Less ThanQrEqualTo Between Notbetween IsEmpty NotiEmpty IsNull MotisNull a Transferring P I Role to Another Researcher e Once you ve identified your P I click on select Poncipat lavestigator into reed regener ish Shiga hi Ls iy get bho atl sb ohn Naina ga ae ee Paper AETH a x Diet hee rata tiiters tie Pras fase Eine on a ot PUA HE Holts Manik First Hame Department Researcher Y Researmer Investigator Lisi Pirie of rage Sanne Ie you are unable to identify the person you are looking for from the investigators list please email the TRAQ Helpdesk trag gueensu ca Your email should include the person s full name title business address and email address You will be notified as soon as the person has been added to the investigators list and will then be able to transfer the P I role over to them e Project Team Info will automatically be updated with P L s informa
5. APPLY NEW News Useful Links Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 Applications Saved Not Submitted 0 Applications Submitted Under Review 0 Applications Submitted Under Review 1 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 Applications Submitted Post Review 0 Applications Submitted Post Review 0 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My Reminders 0 Click on Applications Submitted Under Review to see the work flow state of your applications Work Flow State of Applications Under Review e Check the status of your application s under review under the Work Flow State column Project Title Principal Investigator File No Changes made as requested Action Re Submit HSREB Application Form for View Clone Testing Tom and Ingrid Ingrid Gagnon 6005482 Ethics Clearance new Certification Human Ethics GREB Applicants Only If you are an applicant from one of these departments School of Business Cultural Studies Education Gender Studies Geography Global Development Studies Kinesiology and Health Studies Music Policy Studies Political Studies Psychology Sociology Urban and Regional Planning your application will initially be reviewed by the Unit REB All other appl
6. E for each participant is required The Errors tab keeps a log of any required questions that were left unanswered If all required questions were answered the Errors tab disappears 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 Applications Saved Not Submitted Important Do not close that application by clicking the X at the top of your browser doing so will result in the application being locked preventing other team members from accessing it APPLY NEW News Useful Links Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 Applications Saved Not Submitted 1 Applications Submitted Under Review 0 Applications Submitted Under Review 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 Applications Submitted Post Review 0 Applications Submitted Post Review 0 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My Reminders 0 TRAQ 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 measur
7. Reminders 0 Ethics Clearance Tab GREB applicants only HSREB applicants choose HSREB form The Ethics Form tab has several sub tabs all of which contain required questions If you are unsure how to answer a question try clicking on additional information may be available as seen in the A E below Save Close Print __Submit_ Project Info Project Team Info GREB APPLICATION FORM for ETHICS CLEARANCE Attachments Logs Errors CORE Completion project details Recruitment Risk Assessment Benefits Privacy and Confidentiality Informed Consent Checklist om 4 4 Applicant TCPS 2 CORE Completion i TRAQ Tip ROMEO does not have an automatic save feature Users are encouraged to hit the Save button after completing each tab YES NO N A 12 co Applicant TCPS 2 CORE Completion No N A 4 3 Co Applicant Il TCPS 2 CORE completion O YES NO N A Attachments Tab e Applicant should attach any document s identified on the Checklist sub tab of the Ethics Form Users may upload multiple attachments provided that each is no larger than 5MB Attachments may be word files spreadsheets jpeg files pdfs etc Application Ref Met 1606 Soplcation Forma GREE APPLICA THON FROMM fer E THE s Upload Attachment Select date by clicking on 7 calendar icon next to Version Date field The date sho
8. and then for helpful tips and hints Select Proper Ethics Form Tools for gt Research at Queen s S ji M Queens APPLY NEW News UsefulLinks Settings Any research project involving human participants whether funded or not must receive ethics New Application Formd approval of one of the Ethics Boards prior to the start of the project e Non Health Sciences Social Sciences submit to the General Research Ethics Board GREB e Health Sciences and affiliated teaching hospitals submit to Health Sciences Research Ethics GREB Board HSREB Application Name Description Status eal acs E T pia sl New updated form November 2012 Open HSREB Application Name Description Status poe Le cease laa dent HSREB form updated November 2012 Open Health Sciences Research Ethics Board Short Form for Critical Enquiry Chart reviews Questionnaires To be used for chart review critical enquiry etc Surveys Project Info Tab Powered by Process Pathways Welcome Researcher at Queen s Application Ref No 1096 Application Form GREB APPLICATION FORM for ETHICS CLEARANCE _ Save Close _ Print Export to Word Submit Project Info Project Team Info GREB APPLICATION FORM for ETHICS CLEARANCE Attachments Logs Errors Project Title Enter project title start and end date as well as any keywords which describe your project Keywords can be selected from th
9. e 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 the TRAQ team for support ext 77433 email traq queensu ca Submitting the Application From the moment you assign another P I and team members to the project they will be able to view and edit the application The PI is the only person who can submit the application this cannot be done on their behalf The team member responsible for completing the application should notify the P I when the application is ready to be reviewed and submitted Once the application has been submitted the P I will receive an email confirming the reception of your application any team member associated with the application will be copied on the correspondence Applications Under Review e Once the P I has submitted the application for review you will receive an email confirming the reception of your application any team member associated with the application will be copied on the correspondence At this stage you will not be allowed to make any changes to the application However it is still available for viewing under Applications Submitted Under Review
10. e In Project e Applicants may add as many team members as required by clicking Add New team member information can be edited or deleted as required Again please contact the TRAQ Helpdesk by email if you are unable to locate the team member in the investigators list Other Project Member Info Last Name First Name Role In Project Edit Delete Coordinator Research Rasearch Coordinator Edit Delete Smith John Co Investigator P I Role versus Project Team Member Role e Once the change has been made on the Project Team Info tab the application will be accessible to the Research Coordinator and to the other team members from the Researcher s Home Page under Role Project Team Member The PI is the only person who can submit the application once it has been completed by the Research Coordinator Tools for I AE od Research at Queen s nus Queens APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 lications Saved Not Submitted 1 Applications Submitted Under Review 0 Applications Submitted Under Review 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 Applications Submitted Post Review 0 Applications Submitted Post Review 0 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My
11. e drop down Start Date 2 menu or typed directly into the text box End Date Hd PENRE z add IMPORTANT Please note that all fields preceded by are required MaA Failing to complete these fields will prevent the user from submitting the form Related Awards If you are a student please ignore this section and continue to the next tab If you are a non student e g faculty staff and have applied for or have been awarded research funding click Search to locate and attach the related research funding If the related research funding is not found please ignore this section and continue to the next tab No records to display lt P I Role versus Project Team Member Role 5 e Atthis point the applicant person completing application on behalf of the P I will automatically be designated as P I on the application The role of the applicant from P I to Project Team Member will need to be modified to ensure the application will follow the proper process This can be done at any point during the completion of the form As long as the applicant remains P I the application will continue to be accessible from the Researcher s home page under Role Principal Investigator Tools for i a By Research at Queen s Ria a Queers APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member ications Saved Not Submitted 1 Applications Saved Not
12. esearch at Queen s as Queens APPLY NEW News UsefulLinks Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 Applications Saved Not Submitted 0 Applications Submitted Under Review 0 Applications Submitted Under Review 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 0 Applications Submitted Post Review 0 Applications Submitted Post Review 1 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My Reminders 0 Logs Tab Workflow Logs The Logs tab is a useful tool that allows the applicant s reviewer s and the Ethics Office to track the history of the application and communicate with one another Text in blue font represents most recent updates The Workflow Logs tracks and time stamps approvals and messages _ Close _ Print _ Export to Word l Export to PD NOTE You are in view only mode and changes cannot be saved 7 a Project Info Project Team Info HSREB Application Form for Ethics Clearance new Attachments Logs Work Flow Logs JO Project Logs p imestamp Work Flow State Role Group Project Work Flow State has been changed 16 01 2013 ies ORS Review gt Se Office of 00 48 He ORS Review to Pending Info by Pending Info by ORS Consent Form still missing Research Ethics Project Work
13. ications will go straight to the General Research Ethics Board for review Applications Requiring Revisions If the reviewer s require any revisions the application will be pushed back to the applicant s At this stage you will be able to edit the application by clicking on this link Applications Submitted Requiring my Attention Remember that if you are making the revisions on behalf of the P I you will need to let them know when the revisions are completed so that they may re submit the application Tools for FA Research at Queen s aa gt Queens APPLY NEW News Useful Links Settings Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 Applications Saved Not Submitted 0 Applications Submitted Under Review 0 Applications Submitted Under Review 0 Applications Submitted Requiring My Attention 0 Applications Submitted Requiring My Attention 1 Applications Submitted Post Review 0 Applications Submitted Post Review 0 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My Reminders 0 Approved Applications pe e Once the application has been approved the P I Research Coordinator and Supervisor 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 Tools for F 6 R
14. tic email with instructions on setting up your own password From then on you will access the Researcher s Portal through the Post Registration Login Site For more details regarding access to ROMEO Ethics please visit the ORS website http www queensu ca ors researchethics queensethicsromeo registrationlogin html All users should know how to safeguard their electronics computers smartphones etc and be familiar with the Queen s University Computer User Code of Ethics as well as the Freedom of Information and Protection of Privacy Act FIPPA at Queen s Information regarding managing your Queen s NetID and the strong password is available on the ITS website Researcher s Home Page You are now in the Researcher s Home Page To access the GREB and HSREB application forms click on APPLY NEW Tools for FPA A Research at Queen s plana l Queens News Useful Links Role Principal Investigator Role Project Team Member Applications Saved Not Submitted 0 Applications Saved Not Submitted 0 Applications Submitted Under Review 0 Applications Submitted Under Review 0 Applications Submitted Requiring My Attention 0 Applications Submitted Post Review 0 Applications Submitted Post Review 0 Applications Withdrawn 0 Applications Withdrawn 0 My Reminders 0 My Reminders 0 Researchers should visit the Useful Links section every now
15. tion e At this point you will also notice that the Submit button previously located at the top of the form has disappeared Important the next step is to add yourself to the application as a team member This must be done before you close the application Failing to do so will result in you losing access to the application Application Form HSREB APPLICATION FORM for ETHICS Application Ref No 1152 Project Tithe Cinical Trial test appication Project Work Flow State Pre Submission CLEARANCE Saas tees ei Projectinfo Project Team Info HSREB APPLICATION FORM for ETHICS CLEARANCE Attachments Loos Errors Principal Investigator Info Prefix Cer Last Hame First Name Researcher ATiliaton Faculty of Health Sciences Urolog Rank Assistant Professor i Gender Male institution Queens University lt Fhone 1 Fraga Phone 2 Email researc her atqueens queensu Ca Primary Address Fleming Heall dJenmett Wing Alternate Address Prefened on Primary Address Alternate Address Country Canada a Address Adding Team Members Scroll down to Other Project Member Info on the Project Team Info tab click Add New gt Add Edit and repeat the search process this time assigning yourself to the team and selecting your role in the study from the drop down menu under Role In Project data field Other Project Member Info Rol
16. uld represent the date that the document was attached to the application current date This will allow the reviewer to Toe ai Browse identify the most recent version of any document that may have been sent back for amendments and compare the updated document with the previous one Include a brief description of the document Click on Browse to select the document from your computer Description Version Date Doc Agreement Select ne z Attachments Tab Continued Upload Attachment gt Assent farm Biohazard Permit Form CHRPP CORE Description Certificate Consent Form CW DSS form Instruments description Upload Attachment investigator s Brochure LOI Select the type of document Version Date Methods from the Doc Agreement drop down menu NOL document Doc Agreement Select One Click Add Attachment to complete the process Errors Tab Powered by Process Pathways Welcome Researcher at Queen s Application Ref No 1096 Project Title Test application June 1 2011 Project Work Flow State Pre Submission Application Form GREB APPLICATION FORM for ETHICS CLEARANCE 5 Close Print Project Info Project Team Info GREB APPLICATION FORM for ETHICS CLEARANCE Attachments Logs Errors GREB APPLICATION FORM for ETHICS CLEARANCE gt Checklist 8 1 Copy of the completion certificate for the TCPS 2nd ed Course of Research Ethics COR
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