Research Portal Training Module for Researchers

Transcription

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 Faculty and Graduate Students 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. If you are a researcher who has submitted research in the past year or so, the Super User has already created your profile. 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 where you ll find all your research needs. In this module, we will focus on the Research Proposal Approval Form. You won t find any active files at this point.

3 Please note the Settings button on the right side of your screen (as shown below). For researchers who would like to see their Portal in French, just go to Settings to make the changes. This box will appear, and from there choose your preferences. You can select the little box to receive notifications on your Home Page under My Reminders. These notifications will serve as reminders for any upcoming reports due, or expired certifications, etc. Then choose your language, click Save et voilà, your home page is now en français!

4 Let s continue with the application process, which by the way, is the same process for all applications. Simply click Apply New as demonstrated in the image below and choose the application form you wish to complete. The form we will go through is the RPAF because it is the first step of the research approval process for almost all applications. The list of application forms will appear. Click the one you require to begin the application.

5 Clicking on the RPAF quick link will bring you to the application form itself. Please note that all the fields marked with a red asterisk (*) are required fields and must be completed, otherwise the database will prevent the application from being submitted. The first tab is Project Info which is where you need to identify the title, start and end dates and make notes should you need to. At this point, you MUST add any certifications if one is required for your project. If you need to an ethics certification, but one is pending, you can add one here. By clicking Add New (as demonstrated above), another box will appear where you will complete the certification details. Choose the proper Certification category and

6 in the comments box, indicate that it is pending. Make sure to click Save before closing. After closing this page, you will go back to the Project Info page. If you have an ethics certificate, click Search and find the one that is applicable. If you linked a certification, now the system knows. If you need to make edits, simply click the Edit box and make the change. On this demo there is no certificate, so there s nothing to link. The next tab is Project Team Info. where researchers will provide their information. Because your profile is registered with Romeo, your information will automatically transfer into your application form. If you happen to notice an error, please let Stephanie know, so changes can be made.

7 Under the Project Team Info tab, you will see a box at the bottom of the page Other Project Members Info (see below); this is where you would include other coresearchers or team members. Simply click Add New.

8 A box will appear (see below), just complete the details and click Save and Close. If you are a student and have a supervisor, this is where you add him or her. Remember to change Role in Project to supervisor/superviseur with your supervisor s name. By including your supervisor as a team member, they will be able to access your project to review it, assist with any changes and ultimately approve it. Your supervisor should review it PRIOR to you submitting your application. Important to note : if your project team members would like access to your form for reviewing purposes or to add details, or to simply view its progress, they MUST register in Romeo. Click the Search Profiles button to run a search for a Romeo registered researcher and select their name(s). Be sure to Search Profiles to search for all Team Members before adding them manually. If they are in the database, they should be included through the process just described. The next tab is the Project Sponsor Info tab. It is here where award details are added, if any. Simply click Add New. If you don t have an award, leave blank and continue to next tab.

9 After clicking Add new (as shown above), this box will appear where you can complete the fields by adding pertinent details starting with Agency. While not mandatory, please fill in as many details if you have them; this will facilitate the process later on. If you have the information, and can add the funding disbursements, as shown below, click on Add New in the blue box at the bottom of the page. Another box will appear, and you can fill out the fields as required (see below).

10 Once this section is completed, be sure to click Save and then Close. Completing this form will assist the finance department in setting up your awards account as well as assist us in running financial reports yearly. The more detail, the better. The next tab is the RPAF. The questions are identical to the paper format; all you need to do is complete the fields. Please remember that the questions with a red asterisk (*) are mandatory. Next is the Attachments tab. Here, you are able to attach any document related to your project. Please ensure to include all documents that are required with your application.

11 To add an attachment, simply click the Add Attachment box (see above), and another box will appear (see below). To find your documents, click Browse and click the appropriate file. Please ensure to add the version date and the document type. This facilitates the process in tracking documents. When you are done attaching your documents, simply click Add Attachment. You will see the links to your documents on the front page of the Attachments tab (see below you would see them where the red box is).

12 The next tab is the Approvals tab, which is set up for researchers to see the workflow for their applications. The RPAF is the only application that requires department, Faculty and VP of Research (Office of Research Services) signatures. The other applications, such as the Animal Care and Ethics, are sent directly to the Office of Research Services. The Super User sets the workflow for each application. Next is the Logs tab. This tab tracks all data entry and workflow activities. At any time, researchers 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.

13 And finally the Errors tab. Remember that if any mandatory fields were left unanswered, the application would not submit. This is where a researcher will find which questions require attention. If you are unable to complete your application, you can save it and return to it later, simply click Save and then Close. You can also Export to Word (or PDF) to see it in it s entirety. By saving your document, this will allow you to return and complete it later when it is more convenient. The incomplete application will save under the Applications (Saved Not Submitted) quick link on the researcher s home page. When you have completed the application and are ready to submit, simple click on the Submit button (see below).

14 Once the researcher submits the application, it will be under the Application (Submitted Under Review) or Application (Submitted Post Review) quick links depending on the workflow. The application can be viewed at any time throughout the process, but can t be altered once submitted. Researchers need to ensure all the information is in the application prior to submitting it. It should be mentioned here that project team members (once added by the PI) can contribute to the application before it is submitted by the PI. Any follow up document however, can be completed and submitted by either. And for a quick review of the Home Page: At any time a researcher wants to return to the home page, simply click Home. To view and make edits to a researchers profile simply click My Profile. To view news items posted by the ORS, click News and click Useful Links to view a listing of useful links.

15 Finally, click Settings to turn off or on automatic reminders. If on, the researcher will be sent a 30-day reminder of any action required on the file. The researcher will also get a reminder in the My Reminders quick link. It is also under Settings where language preferences can be made.