SHREC

1. Login to ROMEO.
   • To create a new account, Check the ROMEO user guide for further instructions.
2. Complete the SHREC application in ROMEO and submit.
   • Use the Attachment Tab to upload consent forms, ethics training certificate and other materials associated with your application.
   • You will not be receiving a confirmation number after submitting the application.
3. Your application will be sent to your Department's signing authority (e.g., Dean) for approval.
4. Once your application is signed, it will be sent to the Compliance Officer. An acknowledgement email will be sent to you stating that the application has been received and is undergoing initial screening.
   • The initial screening process will take approximately 3-10 days depending on the volume of received applications.
   • If the received application is incomplete, you will receive an email from the Compliance Officer asking for clarification (e.g., please send a consent form with your application).
5. Once the screening process is complete and the Compliance Officer's concerns have been addressed, the Compliance Officer will send the application out for review to one or two people.
   • The default is a blind review process, but it is possible that reviewers will identify themselves.

Complete a Progress Report

1. Log in to ROMEO.
2. Under the Role: Principal Investigator tab, click Applications: Post-Review.
3. A list of all your reviewed projects will show up on the screen. Select the file you want to renew and click Events. NOTE: Course-based studies can be renewed for a maximum of 3 years.
4. Under Create New Event,
   • Click Ethics Progress Report
5. Fill out all required information. Notes to remember:
   
   
   • Attachments tab: Upload the ‘Declaration of Continuance with Research Form’ and any additional documents (PDF versions) that needs to accompany your progress report
   • Logs tab: Use this to follow the application through the approval process. No information is needed on this tab. Dates will be completed automatically through the modification process
   • Errors tab: Lists all the fields that need to be completed before the progress can be successfully submitted
6. When all required information have been filled, click Submit.
   • A pop-up Comment box will appear. You must type something in the box to proceed
7. You will receive an email confirmation stating your application has been successfully submitted. Your application will be forwarded to the Compliance Officer for further processing. You can keep track of your approval process through the Logs tab with your application.
8. If clarifications are required, your application may be returned back to you again. If no further clarifications are required,
   • For progress reports: You will receive your one-year extension notification clearance through a ROMEO notification on the Logs tab granting extension approved for your study or through email.

Complete a Completion Report

1. Log in to ROMEO.
2. Under the Role: Principal Investigator tab, click Applications: Post-Review.
3. A list of all your reviewed projects will show up on the screen. Select the file you want to close and click Events.
4. Under Create New Event,
   • Click Completion Report
5. Fill out all required information. Notes to remember:
   
   
   • Attachments tab: Upload any additional documents (PDF versions) that needs to accompany your progress report
   • Logs tab: Use this to follow the application through the approval process. No information is needed on this tab. Dates will be completed automatically through the modification process
   • Errors tab: Lists all the fields that need to be completed before the progress can be successfully submitted
6. When all required information have been filled, click Submit.
   • A pop-up Comment box will appear. You must type something in the box to proceed
7. You will receive an email confirmation stating your application has been successfully submitted. Your application will be forwarded to the Compliance Officer for further processing. You can keep track of your approval process through the Logs tab with your application. If clarifications are required, your application may be returned back to you again. If no further clarifications are required your file will be closed and you will receive an email confirmation.

New instructors added to course-based studies after ethics application approval must complete the ‘multiple course instructors attestation form' and submit their ethics training certificates (TCPS2, 2022) before they can be added to the course-based approval. This addition can be made through a modification request.

Complete a Modification Report

1. Log in to ROMEO.
2. Under the Role: Principal Investigator tab, click Applications: Post-Review.
3. A list of all your reviewed projects will show up on the screen. Select the file you want to modify and click Events.
4. Under Create New Event, click on Ethics Modification.
5. Fill out required information for all the tabs. Notes to remember:
   
   
   • Attachments tab
     
     
     • Upload all revised documents (PDF versions) here. This includes submission of the revised *application form* with version date.
     • Use 'track changes' or 'colour highlights' to identify what you are removing/replacing in the *approved application form* (use the 'export to word' tab to access the word version of the approved application form.
     • Attach all supporting documents (e.g., survey questions, recruitment script, consent forms, etc.)
     • In addition to attaching tracked copies of your application form and other documents, attach their corresponding clean/final (no mark-up/highlighting showing) versions where the proposed changes have been implemented
   • Logs tab
     
     
     • This can be used to follow the application through the approval process
     • No information is needed on this tab
     • Dates will be completed automatically throughout the modification process
6. When all required information have been filled, click Submit.
   • A pop-up Comment box will appear. You must type something in the box to proceed.
7. You will receive an email confirmation stating your application has been successfully submitted. Your application will be forwarded to the Compliance Officer for further processing. You can keep track of your approval process through the Logs tab within your application.
8. If clarifications on your modifications are required, your application may be returned to you again. If no further clarification are required, you will receive a ROMEO notification on the Logs tab granting approval of the requested modification and an email with your clearance letter enclosed.