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Wilfrid Laurier University Office of Research Services
July 25, 2016
 
 
Canadian Excellence

ROMEO Quick Reference Guide



ROMEO Online REB Application System: 

https://laurier.researchservicesoffice.com/ROMEO.Researcher/

Note:

The ROMEO system is compatible with Internet Explorer 7.0+, Firefox 3.0, and Safari 4.0+.  If you have questions, contact Paul Barnard, Research Compliance Officer, at reb@wlu.ca or 519-884-0710 extension 3131. 



  1. How do I submit an APPLICATION FOR ETHICS
  2. APPROVAL using the online system?

    1. Log in to the system (see ROMEO Login Instructions)

    2. From your home screen select “Apply New.” youwill find 3 types of REB applications. Select the type of application you needto use by clicking on the name of the application:

  • If youare in Psychology: use “Psychology Applicants – Request for Human Ethics Review”
  • If youare NOT in Psychology: use “Non-Psychology Applicants – Request for Human EthicsReview”
  • If youwish to have a participant database approved (regardless of your academic area): use “Research Data Base – Request for Human Ethics Review.”

3. The online application form you selected willopen up and you will see a series of tabs. Please provide the informationrequested under each tab. BE SURE TO HIT "SAVE" AS YOU WORK ON YOUR APPLICATION.

  • Project Info Tab – captures information onproject start and end dates; project title
  • ProjectTeam Info Tab – 
    • A) Principal Investigator:  use this to identify yourself as the principal investigator on the application; 
    • B) 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 application.  If this search does not find them, they will need to register (use the "register" button found on the main ROMEO login screen).
  • Requestfor Ethics Review Tab – This contains several different sections that deal withspecific aspects of the REB review process.                                                        
  • AttachmentsTab – Use this tab to attach additional documents related to your application(e.g., TCPS2 certificates, consent letters, questionnaires, surveys,recruitment posters etc.)

4. You may save your application and return laterto complete it. When you have completed the application form press “submit” toforward it to the REB. If you have not filled in all of the required fields(marked with a red *), you will not be able to submit the application.

5. You can track the status of the application(s)you have submitted as the Principal Investigator by looking at your home pageunder “Role: Principal Investigator.”

6. Updates and requests for additionalinformation from the REB will be sent to your email account as your applicationmoves through the review process. Please check your email account regularly.

7. For more detailed instructions on how to usethe online system, from your ROMEO home screen go to “Useful Links” anddownload the document “ROMEO Researcher Portal Guide."


  • How do I submit a MODIFICATION REQUEST (to anapproved application) using the online system?
  • 1. Log in to the online system (see ROMEO Login Instructions)

    2. Find the approved REB file that you want tomodify. All approved files are on your ROMEO home screen either under “Role: PrincipalInvestigator” (if you are the PI) 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) [Click here]” for alisting of all your current and approved files. Press the “Events” button nextto the title of the REB file you want to modify.

    3. Under the “New Event Forms” listing, select“Request for Ethics Clearance of a Revision or Modification.” This form willopen up; fill in the Tabs. You can save this form (to work on it later) or hitsubmit to forward it to the REB for review and approval.


  • How do I submit an ANNUAL REPORT (for an approvedapplication) using the online system?
  • 1. Log in to the online system (see ROMEO Login Instructions)

    2. All REB files that require an annual reportcan be found on your home screen under “Role: Principal Investigator.” Go to the link “My Reminders” for a listingof all your files that need an annual report (The "My Reminders" link only appears if you have pending annual reports.) Press the “Events” button next tothe title of the REB file that requires an annual report.

    3. 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. Youcan save this form (to work on it later) or hit submit to forward it to the REBfor review and approval.


  • How do I submit an ADVERSE EVENT REPORT (for an approvedapplication) using the online system?
  • 1. Log in to the online system (see ROMEO Login Instructions)

    2. Find the approved REB file that requires anadverse event report. All approved files are on your ROMEO home screen under“Role: Principal Investigator.” Go to the link “Applications (Submitted – PostReview) [Click here]” for a listing of all your current and approved files. Press the“Events” button next to the title of the REB file that requires an adverseevent report.

    3. Under the “New Event Forms” listing, select“Adverse Event Report.” This form will open up; fill in the Tabs. You can savethis form (to work on it later) or hit submit to forward it to the REB forreview.


  • How do I CLONE one of my approved REBFiles? Why would I use the CLONE function?
  • This function allows you to quickly andeasily create another copy of any protocol (submitted AFTER June 7, 2013) thathas been approved by the REB. For example, when the maximum approval period onan existing protocol is reached (i.e., 2 years) and you still need active REB approval to coverongoing research, use the clone function to create a new copy of the expiredREB protocol. The cloned protocol can then be updated to reflect any changesand submitted to the REB for review.

    1. Login to the online system (see ROMEO Login Instructions)

    2.  On your home screen go to themenu ''Role: Principal Investigator.'' Go to the quick link ''ApplicationsSubmitted - Post Review.''

    3.  Press the "Clone"button next to the protocol that you wish to clone. 

    4.  Follow the instructions toselect which components of the protocol you wish to clone.

    5.  ROMEO will then create a NEWfile that contains all the aspects and components of the old protocol that youselected to be cloned. You can then go into this ''new'' protocol, make changes, and attach new documents (if you wish).

    6.  Indicate in one of thecomments boxes that this is a cloned file.  

    7.  Hit submit to forward the cloned protocol to the REB for review


    1. How do I RESET my password?

    If you have previously accessed your on-line account and have forgotten your password:

    1. Proceed to the ROMEO login 

    2. Enter your username (which will be an email address, most likely your WLU email address)

    3. Click the "Reset Password" button. You will receive an email explaining how to reset your password. Follow the instructions in the email.