ROMEO

ROMEO is an online management system being used by Vancouver Island University’s Office of Scholarship, Research, and Creative Activity to manage research grants, contracts and certifications (Animal Care, Human Ethics, and Biosafety).

ROMEO First-Time Login Instructions

1. Go to the ROMEO Login
2. Complete the following sections of the self-registration:

a. First & Last name as listed in your employee or student records

b. VIU email address. For non-VIU-affiliated individuals, you use your email address associated with your home institution/ organization.

c. Institution and Position. If you hold multiple roles select your primary institution and position. Indicate additional affiliations (VIU and non-VIU) and positions in the comments section. If your institution and/or position is not included in the drop-down menu, indicate these details in the comments section. 

d. Address and phone numbers. List work/school-related contact information only (i.e. VIU affiliated individuals should list the VIU’s address). DO NOT ENTER YOUR PERSONAL DETAILS.

e. Affiliations:

1. 1. 1. 1. VIU faculty, employees, & students:  Indicate your affiliations to VIU departments and faculties as listed in your employee or student records
         2. VIU affiliates: Indicate the VIU department and faculty of your sponsor. In the comments section, you must indicate your sponsor’s name.
         3. Non-VIU affiliated individuals please select Level: Faculty & Unit: External (Non-VIU).

3. Click the “Register” button

4. Follow the instructions in the email that is sent to you. This will allow you to set a password

5. Login to ROMEO

Please note it is the responsibility of the users to ensure their information remains accurate and current in ROMEO. Individuals have the capacity to edit all profile items except their email address. If you need to change your email address in ROMEO please contact us at ROMEO@viu.ca. Please do not create more than one profile in ROMEO.

If you require assistance with this process, please check the resources below or contact us at ROMEO@viu.ca.

O ROMEO, ROMEO! Wherefore art thou ROMEO Registration Email?

 If you are registering in the ROMEO Researcher Portal for the first time, or if you need to reset your password, ROMEO will automatically send you a registration email with information on how to set your password. 

•  Many email programs, however, will automatically file system-generated emails to your “junk” or “spam” email folder (how rude!).
•  If you don’t receive a ROMEO registration email in your email “inbox”, please check your “junk” or “spam” email folder.  
•  If you are still unable to locate the ROMEO registration email, please contact ROMEO@viu.ca.
•  To avoid this problem in the future, please add ROMEO@viu.ca as a “safe” sender in your email program.

ROMEO Login (for registered users)

ROMEO Guides

• Guide for Applying for Release of Funds in ROMEO
• ROMEO faculty training document for users self registering
• ROMEO faculty training document for users with existing account
• Student guide for conference and travel funding
• Student guide for submitting a REACH award application
• Awards Guide for Submitting a New External Grant and Contract Form
• Awards Guide for Submitting a Contract Renewal Form
• See REB website for guides related to ethical review

ROMEO Frequently Asked Questions

Q. Where can I access ROMEO?

Access ROMEO

Q. How can I log in to ROMEO?

• Access ROMEO through the link listed above
• In the Username box, enter your email address
• In the Password box, use the password assigned to your ROMEO account. If you do not know what this is, click the "Reset Password" button to have instructions sent to your email account. Follow the instructions in the email that you receive
• If this is your first time logging in to ROMEO:
• Enter your full email address as your username
• Click the “Register” button
• Follow the instructions in the email that is sent to you. This will allow you to set a password
• Login to ROMEO
• Click the "Login" button and the ROMEO dashboard will appear

Q. I forget my password or I do not have one - how do I obtain a password?

You can obtain your (new) password by clicking on the link above and clicking the "Reset Password" button. Follow the instructions in the email you receive.

Q: I am a VIU faculty member, VIU student or external researcher.  How do I register for the ROMEO Researcher Portal as an investigator?

ROMEO access for researchers and reviewers

Q: Where can I get more info on the Student Travel and Conference funding?

Learn more about Student Travel and Conference funding

Q: Can a student/staff member/co-investigator start a form in ROMEO, and change the role of Principal Investigator to someone else?

Yes. Anyone can start a submission in ROMEO, but the role of Principal Investigator needs to be changed to an individual with a regular Faculty appointment or Adjunct status before submission. The steps for doing this are:

• Edit the file
• Click on Change PI on the second tab of the form
• Search for the name of the person who will be the PI and Select them into the file
• For the team members sections, click on Add New
• Next, click on Search Profiles and search for yourself. Select yourself in the file (Note: Do not type in your information, as this does not link your account to the form and your work will not save)
• Save the changes
• You can determine if the changes are saved by closing the form and going back to the home screen – the file should now appear under the heading: Role Project Team Member

Q: How do I receive training?

Training sessions will be held throughout the year and these will be listed on the right-hand column of this page. You can also book a one-on-one session if you contact ROMEO@viu.ca to book an appointment. Training sessions typically take about 15 minutes. We will provide a series of educational videos and user manuals to assist you as well.

Q. I'm supervising a student who is completing a protocol for their research project. How should I fill out the form in ROMEO?

With ROMEO, both the PI and any member of the project team can work on the protocol before it is submitted. You have two choices here for starting the protocol. You can either login to ROMEO and create a basic shell for ROMEO, or your student can work on the protocol and at the very end put you as the PI for the protocol. As the PI, you would then need to review the protocol and submit through ROMEO.

Q. Where do I put my surveys and letters of information?

ROMEO allows you to attach instruments (documents) to the protocol through the attachments tab. You can add as many instruments as needed.

Q. My confirmation code does not work, how can I activate my account?

If you receive an email from ROMEO that contains a confirmation code that does not work, please contact us as soon as possible so we can make a slight adjustment to your account.

Q. Do you have any tips for ROMEO attachments?

• Ensure your attachment filename does not include these characters:" # % & * : < > ? \ / { | } ~ 
• The filename must be shorter than 128 characters
• Do not use the period character consecutively in the middle of a file name
• Do not use the period character at the end of a file name
• Do not start a file name with the period character
• Max File Size 5MB (suggested size is 5MB to ensure seamless file transmission)

Q: How do I add co-investigators from other institutions?

Co-investigator information must be added to the application by completing the Investigator tab. Once a person is registered, they can then access the file.

Q: When will application forms for internal grants be available on the ROMEO Researcher Portal?

Application forms for internal grants will be available 30 days prior to the call date and will coincide with an announcement in the SRCA enews and from the Associate Vice-President, Research & Graduate Studies informing the VIU community of upcoming deadlines.

If you have a question or need help with ROMEO, please contact us ROMEO@viu.ca.