Get information on and access the ROMEO portal.

ROMEO Research Portal is now live

ROMEO is an online research administration portal that will help streamline the research approvals and application processes. We believe that this is a step forward towards better integration of our services, resulting in a better research experience for all.

If you have not yet registered, or are accessing the system outside of the Fraser Health network, access the portal here.

User guides for the ROMEO Research Portal

  1. How to submit an initial application for ethical review

  2. How to submit event forms

  3. How to obtain a letter of authorization to conduct research

  4. ROMEO Awards guidance

FAQs

  • What is the ROMEO Research Portal?

    The ROMEO Research Portal is a one-stop submission portal for Fraser Health’s Research Ethics Board (FHREB), Research Privacy Review, Awards and Finance. This web-based system is accessible from anywhere with an internet connection.

  • Why are we transitioning to ROMEO?

    The ROMEO Research Portal is an established online research administrative software that will provide at least two important benefits. First, efficiency – it will allow us to facilitate the administration of research grants, contracts, research ethics board submissions, and other research approvals in a streamlined manner. Second, greater transparency – the portal offers a centralized hub for all research records, so that research teams can keep track of where submissions are in the approval process.

  • What will happen to my previous studies?

    All studies previously submitted to the FHREB up to August 14 will be automatically migrated into the ROMEO Research Portal. However, study documents (e.g. protocols, consent forms, etc.) and records of previous post-approval activities (e.g. amendments, etc.) will not be migrated. Grant submissions submitted for approval prior to September 1 will be managed off ROMEO as per the previous process.

  • How do I register for ROMEO?

    If you have previously conducted research at Fraser Health, it is likely you will already have a ROMEO account.

    1. Proceed to the ROMEO login page;

    2. Enter the email address you have previously used for communications with the FHREB as your user name;

    3. Select “Reset Password” to create a new password;

    4. A link to reset your password will be sent to your email address. Once the password is reset, you will be able to log in with your email address as user name and your new password.

    For new registrations, select “Register” from the main log in page and complete the information requested. Once the registration form is submitted, the system administrator will review and validate your registration within 2-3 business days.

  • Which browsers is ROMEO compatible with?

    The ROMEO Research Portal is compatible with Google Chrome, Firefox, and Safari.

  • What are the password requirements?

    The ROMEO Researcher Portal employs strict password rules. Passwords must meet the minimum requirements:

    1. 8-16 characters in length

    2. One uppercase letter

    3. One lowercase letter

    4. One numerical base (0-9)

    We recommend changing your password on a regular basis, and you should never give out your password to anyone. Your password and corresponding ROMEO profile is unique to you and the files you are associated with, sharing your credentials is not recommended.

  • I forgot my password. What do I do?

    Go to the ROMEO Researcher Portal website and click Reset Password. Follow the instructions provided. If you have any issues, please email romeo@fraserhealth.ca for help.

  • How do I update my Profile information in the Researcher Portal?

    There are two options for researchers to update their information.

    1. Portal home page – changes made here will be applied to all future applications unless amended. Select “My Profile” in the top right corner and update fields as appropriate.

    2. Email the System Administrator – for data integrity purposes, the departmental affiliation and email address of each user must be set and maintained by the Portal’s System Administrator. If you need to change these aspects of your profile, please email romeo@fraserhealth.ca.

  • What is the timeout period for inactivity?

    The ROMEO Researcher Portal has a time-out setting of 2 hours. Please ensure that you save all information entered once completed. If you are experiencing what appears to be a system time-out in a shorter window, first verify that you are not experiencing intermittent or weak internet connectivity, and you are not allowing your PC, laptop or tablet to enter sleep mode while logged into the portal.

  • My file is locked - what do I do?

    Multiple users can view one file simultaneously, however only one user can edit the file at a time. If the file is being edited, ROMEO locks other users from the file. Once the user saves and exits the file, another user is able to edit it. However, if a file is not saved or closed properly, it can remain locked and has to be manually released by either the user who locked the file or the Portal’s System Administrator. Please contact your team member and ask them to log in again, access the file and save/close it properly. If you are unable to contact the team member, and you have an urgent need to access the file, please send an email to romeo@fraserhealth.ca for help.

  • Does the Portal auto-save my work?

    The program does not auto-save and will time out after two hours if you have not pressed save. Please press the save button as frequently as possible. If you are timed-out and have not pressed save, there is no way for our team to recover your lost work, so please save your work often.

  • What is my FHREB Number?

    The FHREB Number is the file number assigned to the application after it is submitted for initial review. The FHREB Number convention of “year” followed by “order received” will be maintained in ROMEO. This is a different number than the pre-submission application reference number. However, ROMEO will assign sequential file numbers to submissions, meaning an additional file number will be assigned for applications for the Letter of Authorization to Conduct Research, as well as any funding applications.