FAQ

1. Which browser(s) are compatible with the Memorial Researcher Portal?

While the Memorial Researcher Portal is compatible with up-to-date versions of Internet Explorer, Edge, and Mozilla Firefox, the preferred browser is Google Chrome. You can download Google Chrome hereNOTE: The Researcher Portal is not compatible with Safari.

2. I entered my Login ID and Password and now I cannot access the Memorial Researcher Portal home page. What should I do?

Generally this is experienced when a Login ID and/or Password is entered incorrectly. Please follow the instructions to try and solve your issue.
1. In order to reset the login screen it is recommended that you close the browser. When you reopen the browser, press the login button on the Memorial Researcher Resources and Tools home page.
2. If you are unable to access the login screen we recommend that you clear your internet browsing history before trying to login again. To do this, close all open internet browsers (Chrome, Internet Explorer or Firefox) and then press the CTRL – SHIFT – DELETE keys at the same time.
3. If necessary, you may use an alternative browser.
4. If your problem is not resolved after completing 1-3 please submit a help desk ticket under the Help link of Memorial Research Tools and Resources website https://rpresources.mun.ca/help/.

3. I tried to login to the Memorial Researcher Portal but was unable to get to the Login page. What should I do?

Generally this is experienced when there has been an unsuccessful login has occurred. Please follow the instructions to try and solve your issue.
1. In order to reset the login screen it is recommended that you close the browser. When you reopen the browser, press the login button on the Memorial Researcher Resources and Tools home page.
2. If you are unable to access the login screen we recommend that you clear your internet browsing history before trying to login again. To do this, close all open internet browsers (Chrome, Internet Explorer or Firefox) and then press the CTRL – SHIFT – DELETE keys at the same time.
3. If necessary, you may use an alternative browser.
4. If your problem is not resolved after completing 1-3 please submit a help desk ticket under the Help link of Memorial Research Tools and Resources website https://rpresources.mun.ca/help/.

4. What is the timeout period for inactivity in the Memorial Researcher Portal?

The Memorial Researcher Portal has a time-out setting of 2 hours. Please ensure that you save all information entered once completed.  If you’re experiencing what appears to be a system time-out in a shorter window, first verify that you’re not experiencing intermittent or weak internet connectivity, and you’re not allowing your PC, laptop or tablet to enter sleep mode while logged into the Memorial Researcher Portal. If neither scenario apply, please submit a Help Desk Ticket at RPsupport@mun.ca.

5. I clicked on the "Save" button while completing my Application form, but there appears to be some data missing. Why?

Data loss and/or error messages can be the result of using unsupported navigation or symbols while completing a form. To avoid data loss, do NOT use the following:
– Multiple sessions of the Researcher Portal
– Your browser’s back and forward navigation buttons
– The symbols < or > when entering information into the Researcher Portal.
These actions can cause loss of work and/or error messages. For instance, having multiple sessions can cause issues as actions in one session can undo actions in another session.
Note that saving errors may occur, even if you do not receive an error message. Also, data loss may occur if your session in the Researcher Portal has timed out or if you have lost your Internet connection. Please make sure to save often to reduce the chances of losing data.

6. I have started and saved an event form, but I don’t think my work was saved in the Researcher Portal. Why is this happening?

This issue may arise when the researcher initiates an event form repeatedly instead of accessing the saved draft event form. Two common ways this can happen are when a researcher uses the Reminders link more than once to initate an event form and when a researcher clicks on a Create New Event link for an event form instead of returning to a previously saved draft form.
If you encounter this issue, first ensure that you are following the steps under “Retrieving a Saved Event Form” in the Post-Review Application Management manual (Human Ethics, Animal Care). If a researcher has initiated the form multiple times, they will see multiple draft versions of the form (and may need to scroll to see all drafts). From here, a researcher may select the draft they wish to complete and submit. It is recommended to delete any unneeded drafts after submitting the completed version to declutter the Events: Drafts section for the Application.
If this approach does not remedy the issue you are encountering, please submit a Help Desk Ticket at RPsupport@mun.ca or call 709.864.3771 for further assistance.

7. I just submitted my event form. Where can I find the event form after submission?

1 – Click on Applications: Post-Review from the Researcher Portal home page. A list of post-review applications will appear. (Images may be clicked to be enlarged.)

2 – Click on Events for the application associated with the event you submitted. The Events screen for that application will open.

3 – Scroll to the bottom of the Events screen. Under Events: Under Review, you can see the listing for the submitted event.

8. On the Researcher Portal homepage, when I click “Applications: Under Review“ or “Applications: Post Review” under the Role: Principal Investigator or Role: Project Team Member, I notice there are funding and / or ethics files already there. Why?

Although the Memorial Researcher Portal is new to Memorial University, it is actually an additional module of an existing product, Romeo, that the Research Grant and Contract Services Department (RGCS), Interdisciplinary Committee on Ethics in Human Research (ICEHR), Grenfell College Research Ethics Board (GC-REB) and the Health Research Ethics Board (HREB) have been using for some time. If you have had submitted ethics applications to these ethics bodies or have applied for funded research at Memorial, it is possible that you will see these under the  “Applications: Post Review” or the “Applications: Under Review” links on the Researcher Portal homepage. Depending when these groups adopted the Romeo software, some of your previous ethics or funding applications may be visible to you.
For more information on what is visible in the Researcher Portal for applications submitted to the HIC/HREB please visit their website.
For more information on applications submitted to ICEHR and GC-REB, please visit their respective offices below.
ICEHR – 709-864-2561. Email: icehr@mun.ca
GC-REB – 709-639-7596. Email: gcethics@grenfell.mun.ca
Further, while many of your funded projects may now be complete, they may still appear under “Applications: Under Review.” This issue will be resolved as part of the second Memorial Researcher Portal launch for funding-type applications, planned for 2017. In the interim, we ask researchers not to click the Events button that appears under these funding (award) file types.

9. I am receiving an error message when trying to paste a large amount of text into a text box in an application/event. What is the issue?

An error message may be triggered if the amount of text you are pasting exceeds the space limit of the text box. Most medium and large text boxes can accept up to 7999 characters (approximately 1200-1300 words). If your response exceeds the allowable characters, and a longer response is acceptable to the board reviewing the information, upload a document (in Word or PDF format) to the Attachments tab that contains the entire response and note in the text box that the response has been uploaded.

10. Can a student/staff member/co-investigator start an application in the Memorial Researcher Portal, and change the role of Principal Investigator to someone else?

Yes. You should never share your username and password with another user. If you wish to have someone else edit the application add them to your project team. Anyone can start a submission in the Memorial Researcher Portal, if necessary the role of Principal Investigator can be changed at any time prior to submission. The steps for doing this are:
1. Edit the file
2. Click on the ‘Change PI’ button on the second tab of the form
3. Search for the name of the person who will be the PI and select their name. They will be added into the file as the PI
4. You have to add yourself as a team member before you can close the file.  Go to the team members sections, click on ‘Add New’ button
5. Next, click on ‘Search Profiles’ and search for you name. ‘Select’ your name and it will be inserted into the Team Members area. (Note: Do not type in your information, as this does not link your account to the form and your work will not save)
6. Save the changes
You can determine if the changes saved by closing the form and going back to the home screen – the file should now appear under the heading: Role Project Team Member
For more information on how to change a PI, please see the video Transferring PI Role or refer to the manual Creating a New Application.

11. Can a project team member submit an application on behalf of the Principal Investigator.

No, a project team member does not have the ability to submit the application. When the Principal Investigator submits the application they accept all responsibility for the contents of the application and the research. Please note: Account and password sharing is NOT PERMITTED.  If you have started an application on behalf of a Principal Investigator, please see the video Transferring PI Role or refer to the manual Creating a New Application.

12. Will my application be accepted without a signature?

Unless otherwise stated, you will not be required to provide a signature to submit an application. As the Principal Investigator, completing the application and clicking the “Submit” button verifies that you accept the responsibility denoted in the application and the research. The completion of the Declaration sub-tab on an application is considered a signature by the Principal Investigator. The Principal Investigator is required to complete this page.

13. Can a researcher withdraw a Researcher Portal application once it has been submitted?

– Researchers can only withdraw an application if it appears under their Applications: Drafts or Applications: Requiring Attention links in their Principal Investigator role block.
– Once the application has been submitted, it can no longer be edited and can no longer be withdrawn in the Researcher Portal.
– After submitting an application, the Principal Investigator must contact the relevant ethics or awards office to which they applied to have their application withdrawn.
For ethics applications:
• Health Research Ethics Authority (HREA) – 709-777-6974, info@hrea.ca
• Interdisciplinary Committee on Ethics in Human Research (ICEHR) – 709-864-2561, icehr@mun.ca
• Grenfell Campus Research Ethics Board (GCREB) – 709-639-7596, gcethics@grenfell.mun.ca
• The Institutional Animal Care Committee (IACC) – 709-777-6620, acs@mun.ca
For awards applications:
• RGCS: RGCS Workflow Coordinator, 709-864-3805, RGCSworkflow@mun.ca
• Marine Institute: Kelley Santos, 709-778-0636, Kelley.Santos@mi.mun.ca

14. What is the maximum size of a file that can be attached to my application on the “Attachments” tab?

The maximum file size is 10 MB. While users can attach as many files as necessary, no single file can exceed 10 MB. When attaching a file also consider:
– Ensure your attachment filename does not include these characters: ” , # % & * : < > ? / { | } ~ +
– Filenames must not exceed 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.

15. The file that I want to attach on the “Attachments” tab is greater than 10 MB. What should I do?

The Memorial Researcher Portal “Attachments” tab allows researchers to upload supporting documents to their application. While multiple attachments are permitted, no single attachment can exceed 10 MB.  Having said this, there are ways to reduce a file’s size to under 10 MB so that it can be successfully uploaded into the Researcher Portal. These methods include things such as:
– Zipping the file.
– Saving it as a “compressed” PDF file-type.
– Splitting a large file over multiple files.
Please refer to the Methods for Reducing File Size document for more details.

16. When I export my application to a Word document or PDF, where are my attachments?

When an application is exported to a Word document or PDF, only information from the Project Info Tab, Project Team and the Application’s Custom Question tab will be included. Attachments must be individually downloaded from the Attachments tab in the Memorial Researcher Portal.

17. Why will the Memorial Researcher Portal Login not accept my Login ID and Password?

1. First, ensure that you are using the correct Login ID and password. Your Login ID must not contain capital letters.
2. If you are considered external to Memorial University, please ensure that you are using the email that you provided when you filled out the form “Request a Researcher Portal Account”.
3. If you have forgotten your username or password, select the “Can’t Login” button on the right hand side of the login screen. Here you will be given additional instructions on resetting your password.
4. If your problem is not resolved after completing 1-3 please submit a help desk ticket under the Help link of Memorial Research Tools and Resources website https://rpresources.mun.ca/help/.

18. My profile information in the Memorial Researcher Portal is incorrect. When I change it in the Memorial Researcher Portal the changes disappear, why is this happening.

The Memorial Researcher Portal does not accept changes to profile information by the user. In order to make changes to your Researcher Portal account profile you must complete the form “Update my Account Information” on the Memorial Researcher Tools & Resources website found at the following link: https://rpresources.mun.ca/request-romeo-account/update-research-portal-account/.

19. Do I need to complete an annual certification verification?

Yes. In accordance with Institutional policies (Human Ethics, Animal Care, Biosafety), the TCPS2 and Institutional agreements with the Tri-Agency (including Tri-Council Agreement on the Administration of Agency Grants and Awards by Research Institutions and the Tri-Agency Framework: Responsible Conduct of Research), research certifications must be maintained for the duration of the research for which the certifications apply. Access to funding is contingent upon maintaining valid certifications. Memorial University is required to confirm and monitor human, animal and biosafety clearance certifications prior to the release of all research funding (including at the initial award stage and for annual installments), regardless of the source of funds. RGCS is the designated point of contact for the annual verification process.

20. My research does not, and will not, require human ethics, animal or biosafety certifications. Why do I need to complete an annual certification verification?

Under the Tri-Council Agreement on the Administration of Agency Grants and Awards by Research Institutions, and in accordance with Institutional policies (Human Ethics, Animal Care, Biosafety), Memorial University is required to verify clearance requirements pertaining to animal care and human ethics clearances prior to the release of all research funding (including at the initial award stage and for any subsequent annual installments), regardless of the source of funds. RGCS is the designated point of contact for this process. On behalf of Memorial’s Institutional Biosafety Committee, RGCS also confirms clearance certification requirements pertaining to biosafety/biohazardous clearances to conform to the Tri-Agency Framework: Responsible Conduct of Research.