Ok, let s get into the How To of the Research Portal! Here is the URL for the Research Portal:

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1 Welcome to the. If, after reading and following the steps outlined in this document you require further assistance or encounter problems in the process, please contact Stephanie at Laurentian University Signing Authorities Currently the only way to access the Research Portal is by manually writing the URL in the URL box at the top of your search engine. The LU Office of Research Services Website is currently being updated, so it won t be long before a direct link will be created to ease this process. The Super User has already created your profile for which you should have received a Registration Notification in which you were given a link and code with instructions on how to proceed. If not, either you aren t registered, or you didn t get the . Try to register and if the system doesn t allow it, stating that your is already in use, Stephanie and she will send you another registration notice. Ok, let s get into the How To of the Research Portal! Please note that ROMEO is compatible with Internet Explorer, Firefox and Google Chrome, but it isn t compatible with Safari yet. If you are experiencing problems with the Portal, begin by checking which browser you are using. Here is the URL for the Research Portal: The link I provided will bring you directly to this page: Please note the language options at the top of the page.

2 You ll enter your user ID (LU address) and password (provided in an which you ll have the chance to create/change once you are signed in). If you aren t registered, simply click register and follow the steps. Once you are signed in, you will see the home page. In this module, we will focus on the steps you need to learn to review and approve the Research Proposal Approval Form. You won t find any active files at this point because none have been assigned to you, but soon you will. You will always receive an notice that a file needs your attention.

3 Please note the Settings button on the right side of your screen (as shown below). For researchers and signing authorities that prefer to see their Portal in French, just go to Settings to make the changes. This box will appear, and from there choose your preferences. Then choose your language et voilà, your home page is now en français!

4 You can select the little box to receive notifications in your Portal/Home Page under My Reminders. These notifications will serve as reminders for any upcoming deadlines etc.. Depending on your role in the application workflow (i.e. Dept. Chair vs Faculty Dean), you will either see Role: Department Signing Authority or Role: Faculty Signing Authority respectively. You see both in the screen above but in most circumstances, only one or the other will appear in your home page. I should add here that all Centres are considered Faculties in Romeo, thus, requiring only Faculty (Centre) approval.

5 When a researcher submits the RPAF, the signing authority will receive an notification such as the one in the image below. This will provide you with the name of the reseasercher, the title of the project and where to find it. After receiving an notification, simply log into your Research Portal and look for the Role: Department Signing Authority or Role: Faculty Signing Authority (depending on which role you have in this process) box. The number in the brackets, i.e. (1) is the number of files that require your review and approval.

6 Click the quick link Application (New for Review) to see the application form. Select Review to open and view the application. Clicking the Review button will bring you directly to the application form where you can click on each tab for the application details. If you prefer to view the application in whole, click Export to Word (or PDF), or Print.

7 The first tab is Project Info where the title, start and end dates and notes (if any) are visible.

8 At the bottom of the page (see screen shot below), you ll see Related Certifications. This is where the researcher links any related ceritifications, if any. In this case, the box is empty as I didn t have one to link. The next tab is the Project Team Info. This is where you will see the researcher s and coresearchers or project members (if any) information.

9 Project members names are found at the bottom of the page in the blue box (see screen shot below). The next tab in the application is Project Sponsor Info. Here, details of awards/funders are shown.

10 The next tab is the Research Proposal Approval Form. The questions in this section reflect the questions in the original paper form. Simply click each tab to view all the questions and the researcher s answers (see screen shot below). Next is the Attachments tab. Documents required as part of the application are found here. The signing authority can click on each one to view.

11 Next is the Approvals tab where signing authorities can view the application workflow. Finally, the Logs tab. This tab tracks all data entry and workflow activities. Signing authorities can view the log to check on the application development or workflow status. Check the Workflow Log to see all workflow history. Check the Project Log to see all entry history.

12 When finished reviewing the application, simply click on the Approval Process box (as shown in the screen shot below). In doing so, a box will appear where approval options and a comment box are provided. Make a decision and click Submit.

13 Approve will send the application to the next signing authority in the workflow. Request Information will send the application to the Researcher to make changes as per requested. Forward to Next Signing Authority will send the application to the next signing authority WITHOUT approving (Not our usual process). Incorrect Department, will return the application to the PI. Click this when the application was incorrectly forwarded to you. Once submitted, the application will move from your quick link Application (New for Review) to Application (Submitted Under Review). At any time the signing authority can click on that quick link to find previously reviewed application. However, once submitted, changes can t be made, unless the researcher returns the file to you. Once the Dept. Chair submits an Approved decision, the application continues in the workflow to the Faculty Dean. The Faculty follows the same steps as defined above.

14 Just a quick view at the Logs tab to see what happens when a decision is made: Now, let s say the Faculty Dean has reviewed the application, and decides that more information is required and submits. The application is moved from Application (New for Review) to Application (Pending Requested Information) where it will remain until the researcher re-submits it.

15 On the researcher s home page in the Research Portal, the application will be routed to Application (Submitted Requiring My Attention). The researchers can then click on the application, view the comments made, make the changes and re-submit. This process can go back on forth as many times as required until the application is Approved by the signing authority. When the researcher re-submits, the application is found in the Application (New for Review) quick link. Simply click on the quick link and Review.

16 Anytime changes are made to the application, the Log tracks them (see below). Simply go to the Logs tab to see these changes rather than reviewing the whole application. All changes are highlighted in blue. In the Workflow Log, the changes reflect the activity, from researcher to signing authority and vice versa. In the Project Log, the changes reflect the changes in the text of the application so you can track them easily. The changes are always highlighted in blue.

17 Once satisfied, the signing authority, in this case it is the Faculty Dean, can click Approval Process, and select Approve and click Submit. The form will continue in the workflow to the ORS.

18 The application will disappear from the signing authority s quick link and can now be found in the Application (Submitted Under Review) quick link. And for a quick review of the Home Page: Simply click Home to return to your home page. Click My Profile to view and make edits to your profile. To view news items posted by the ORS, click News and click Useful Links to view a listing of useful links. Finally, click Settings to turn off or on automatic reminders and change the language of your home page. Thank you for your time!