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ROMEO Researcher Portal

Basic User Guide

1Office of Research Services, Basic User Guide - Sept. 2018

Welcome

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Welcome to the Dalhousie ROMEO Researcher Portal, a web interface for an electronic workflow

designed to streamline the ‘submission to approval’ process for our research community.

This Basic User Guide has been developed by the Office of Research Services to help guide you in

navigating the Researcher Portal.

In addition to this guide, ORS will conduct training and provide ongoing support for Portal users. Should

you require assistance with the Researcher Portal, self-help resources and Support Services are

available on the ORS ROMEO Researcher Portal website. Please share with your colleagues the

benefits of using the Portal, as widespread adoption is fundamental to the ongoing development of

research management at Dalhousie University.

ORS Researcher Portal Team

Table of Contents

1. About the Researcher Portal

2. Browser compatibility

3. Avoiding Data Loss and System Errors

4. Accessing the Researcher Portal

5. The Home Page – Layout

6. The Home Page - Top Navigation Menu

7. The Home Page - Middle Navigation Menu

8. The Home Page - Search Function

9. The Home Page - Role Blocks

10. Logging Out

11. Support & Resources

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Return here by clicking the word ‘INDEX’ from any page.

1. About the Researcher Portal

• Access anywhere online.

• Online completion and submission of research funding and certification forms.

• Greater control over process times.

• Inherent control logic to prevent incomplete submissions.

• Template correspondence.

• Data clone options to reduce data entry.

• Online access to one’s individual application and event histories.

• Online collaboration within project teams.

• Online reviews and electronic signatures.

• Electronic tracking throughout key processes.

• Electronic milestone creation and automatic reminders.

• Homepage links to highlight items requiring action.

• Real-time information on review decisions and information requests.

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The Researcher Portal offers researchers the following key benefits:

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1. About the Researcher Portal

• Access anywhere online.

• Automated notification when an application requires review.

• Online access to applications and all supporting documentation.

• Electronic signature of reviewed items.

• Immediate communication of comments and decisions to applicant.

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The Researcher Portal offers signing authorities and reviewers:

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1. About the Researcher Portal

• Process efficiencies that translate to the reduction of administrative burden on researchers.

• Inherent control logic to prevent incomplete submissions.

• Systemized compliance with policies and procedures.

• Linking of funding and compliance records.

• Monitoring of processing times.

• Reporting for statistical and quality assurance purposes.

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The Researcher Portal provides the university:

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2. Browser Compatibility

• As a web-based tool, the Researcher Portal does not require high-end computer system

specifications.

• Either Windows or Mac operating systems may be used.

• Compatible browsers are:

1. Google Chrome (Mac and Windows)

2. Mozilla Firefox (Windows)

3. Internet Explorer/Microsoft Edge (Windows)

4. Safari.

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3. Avoiding Data Loss & System Errors

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To avoid data loss and system errors, the following should be noted:

1. The current version of the ROMEO Researcher Portal does NOT have an autosave

feature! To avoid data loss, you should save your work at regular intervals, and

certainly before progressing to the next tab.

2. Do NOT use your browser’s ‘back’ button during Portal use. Errors may occur and

data may not be saved.

3. To avoid system errors, do NOT use the symbols < or > in your data entries. As

these symbols are unsupported, their use may result in lost work and/or error

messages.

4. At the end of every portal session, you must LOG OUT. Failure to log out before

closing the browser may result in the file being locked and inaccessible to other

team members, reviewers and signatories.

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4. Accessing the Researcher Portal

• Registered Users are able to access the Researcher Portal from the Quick Links section of the myDal

page. Simply log in using your NetID and Dalhousie password.

• If you are not registered as a ROMEO User but have a Dalhousie NetID, please complete the

Registration Request form available through the Research Portal website.

• Should you not have a Dal NetID and wish to collaborate on an application, you may also complete the

Registration Request form. Office of Research Services staff will verify your details, create a User Profile

and then send you a link from which you can log into the Researcher Portal.

• If you have previously collaborated with a Dalhousie researcher and think that you may already have a

profile in our ROMEO database, please contact us at Researcher.Portal@dal.ca. We will search the

Investigator Master Record and if we find your details, send you the required information to enable a log

in. Where no record is found, we will ask that you submit a Registration Request form.

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5. The Home Page - Layout

When successfully logged in, you will see the Home page for the Portal.

Here you will find the Top Navigation menu, the Middle Navigation menu and the Role Blocks.

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Role Blocks Top Navigation

Middle Navigation

6. The Home Page - Top Navigation menu

• Click Home to return to the Portal home page at

any time.

• Click My Profile to view your Researcher Portal

profile.

• Click Contact Us for system administrator contact

details.

• Click Logout to exit the Researcher Portal.

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PLEASE NOTE

1. Do NOT use your browser’s ‘back’ button during Portal use. Errors may occur and data may not

be saved.

2. Do NOT use ‘My Profile’ to change out of date or incorrect email or affiliations.

To ensure system security and data integrity, please contact the Portal system administrator to

request changes to this information.

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7. The Home Page - Middle Navigation menu

Click Apply New to see all available application forms and start a new application.

Click Back to Home to return to the home page at any time.

Click News to view the latest research news posted by the ORS.

Click Useful Links to view resources commonly used when completing

applications. FAQs and Portal User Guides may also be found here.

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8. The Home Page - Search function

To search, simply choose from the drop down menu what type of record you would like to search for and

insert the number into the adjacent box. Click the Search icon.

The Portal search function allows for the rapid location of specific applications or events.

Sample search result.

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9. The Home Page – Role Blocks

The number of Role Blocks a user sees on the Home page is determined by their assigned role in the

application and approval process. Only the roles that are relevant to your work will appear on your

Researcher Portal Home Page. Clicking on a specific Role will expand the menu for that role.

These ‘quick links’ are

described in the specific

User Guides for each Role

available on the Research

Services website.

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9. The Home Page – Role: Principal Investigator

The PI Role Block contains links to application forms where you are the Principal Investigator. Here you

can edit, clone and delete any application form on which you are listed as the PI.

Note: Only the PI can submit an application.

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9. The Home Page – Role: Project Team Member

The Project Team Member Role Block contains links to application forms where you are a Project Team

Member. All project team members can contribute to an application form prior to submission, but they

cannot submit an application.

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9. The Home Page – Role: Signing Authorities

The Signing Authority Role Blocks contain links to application forms where you are the designated

signing authority (Faculty or Department). Here you can review and sign off on applications assigned to

you.

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9. The Home Page – Role: Reviewer

The Reviewer Role Block contains links to application forms where you have been designated as a

reviewer. Here you can review and submit feedback for applications and event forms assigned to you.

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10. Logging Out

As noted earlier, it is essential that you LOG OUT at the end of every Portal session. Failure to log out

before closing the browser may result in the file being locked and inaccessible to other team members,

reviewers and signatories.

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11. Support and Resources

The Office of Research Services will maintain regularly updated FAQs, User Guides and

system news at the Researcher Portal website. The Support Request system is also

accessible from the website.

We are committed to making the Researcher Portal as useful and simple to navigate as

possible. If you have any suggestions as to how this User Guide can be improved, please

get in touch via the above email address. Your input will be most welcome.

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