Tools for Research Administration at Queen's


What is TRAQ?

TRAQ (TOOLS for RESEARCH at Queen’s) is an e-submission system implemented by University Research Services and designed to streamline research-related administrative processes.

TRAQ General Questions

What can I do with it?

TRAQ lets you submit internal research documents electronically (grant and contracts submission forms, compliance applications (GREB, HSREB, Biohazards) etc.).

If you are a reviewer/committee member or signing authority, you can also access, review, and approve applications electronically through the system.

Forms completed through TRAQ will be routed electronically for signature – no wet signatures required.

Which forms are available in TRAQ?

Available forms include: the TRAQ DSS award form for internal grants and contracts, the HSREB Human Ethics forms, GREB (Social Sciences) Human Ethics form and the Biohazard Form. 

Why did my TRAQ file used to have a 5 digit file number, but it's now been replaced by a 7 digit number and I can no longer find my file?

When you create a TRAQ file – whether it be a Human Ethics (HSREB/GREB) file, a Biohazard file, or an Awards (grants/contracts) file – it is automatically assigned a temporary 5-digit number (Ref No). Once the file has been submitted and has gone through all levels of approval (e.g. Unit REB, Hospital Operational Directors, Department Head, and/or Faculty Signing Authority, depending on the type of file submitted) and is received by the appropriate administrative unit (e.g. HSREB/GREB Committees, Biohazard Committee, University Research Services) it is automatically re-assigned a permanent 7-digit file number.

Why should I use it?

TRAQ is designed to save two valuable resources: namely, time and paper. This system captures all of your research activity over time, providing you with a comprehensive record of all your research initiatives. Even documents (full grant applications, consent forms, etc.) can be housed in the system for quick and easy future reference.

Post-approval activities, such as compliance (renewals, amendments, Serious Adverse Events reports), annual report submissions and extension requests for internal awards, will also be submitted online.

What internet browsers are compatible with the TRAQ system?

PC users: Mozilla Firefox 40+, Internet Explorer 10+, Google Chrome 45+, Edge. Internet Explorer 10 users should remember to turn on Compatibility View. For Mac users the Researcher Portal is compatible with Chrome 45+, Mozilla Firefox 40+ and Safari.

Can I use 2 or more sessions or Browsers at the same time?
The TRAQ system has built in multi-session deterrents. For example, users can no longer open new tabs or windows from the session itself. However, we do not prevent multi-sessions from happening, should a user opt to login to two or more difference devices, or two or more different browsers. And while we've built rigor in there too, with mechanisms to logout of inactive sessions where more than 1 applies, the right missteps by a user can have the researcher open two sessions, navigate between them, and prompt the overwrite when the user hits submit or resubmit for applications or events.
Is there legacy data in the TRAQ DSS system?

Queen’s Investigators currently have access to information regarding their own active certifications (human ethics, biohazards) held since 1998 and can apply electronically for various certifications through the TRAQ Research Portal. Since March 2014 and the implementation of the awards module, researchers are able to access their DSS approved applications since 2004 and declined applications since 2009.

Can I access TRAQ off-campus?

TRAQ access is available off-campus and on different mobile devices (Phone, IPad and other tablets).

Researcher Portal

What does ROMEO stand for?

Research Office | Ethics Office.

How do I find it?

Log in to Researcher Portal login - this link will bring you directly to your personal Researcher Portal homepage.

I am a Project Team Member not the Principal Investigator. What happens if I inadvertently submit  an event form which only PI's are permitted to submit?

Event forms, unlike the original application form cannot be sent back to the researcher for correction. If the incorrect person submits the event it will be discarded and you will be contacted to create a new event for submission by the PI.

How can I confirm that my application has been submitted?

You will receive a confirmation email.

How can I confirm that my event form has been submitted?

Sign in to your researcher portal. Click on that particular file and select the tab 'events'. Your event form will move from 'my saved events' to 'my events' with status submitted by researcher. Watch  Submitting and Tracking Event Forms  for more information.

Why do files lock, and how do I unlock them?

Although multiple users can view one file simultaneously, only one user can edit a file at any given time. While the file is being edited, ROMEO locks the file to other users. Once the user saves and exits the file, the file unlocks and is accessible to other users for additional edits. If, however, the file is not saved and closed properly, the file has to be manually unlocked by TRAQ support.

What is the difference between Event Ref Number and Event Number?

Event Ref Number (No) is a 5-digit number associated with event forms in the pre-submission stage. Event Number is a 6-digit number (starts with 85) assigned to an event when it arrives in the research administration portal for review.

What is the difference between Application Ref Number and File Number?

Application Ref Number is a 5-digit number associated with an application when it is in pre-submission or in the signing authority workflow. File number is a 7-digit number (starts with 602) that is assigned to the application when it arrives in the research administration portal for review.

How to distinguish between Awards and Certifications TRAQ file numbers?

TRAQ Awards and TRAQ Certifications files and tab layouts are standard product design. Each file after reaching 'ORS review' workflow stage has a unique 7-digit TRAQ number that starts with 602.....The unique TRAQ number is associated with certain application type. To help researchers (PI's and Project Team members) distinguish between TRAQ numbers and associated applications, filter search system has been implemented. Researcher Portal table can be searched by:  File No, Project Title, Principal Investigator, Application Type and Status Snapshot.

Do I need to add all Project team members to my TRAQ DSS application and what to do if I can't find and select his/her profile in the TRAQ database?

• If a Project team member has a Queen’s appointment (Faculty or Staff), please contact the TRAQ Help Desk and provide information about this researcher so a new profile can be created. The TRAQ Help Desk is available by email (, phone: Queen’s ext. 78426 or you can submit a TRAQ Helpdesk web form.

• Project Team Members that are external to Queen’s and if they don’t need to have access to this particular file, may be added in the Comments box (Project Team Info tab).

• However, any team members who should have access to the TRAQ DSS FORM through the TRAQ Researcher Portal should be added to the Investigator Database and added to the file under “Other Project Team Members”. For an external user, or student, to be added to the Investigator Database, please have them go to this “Self-Registration” link and register in the TRAQ system.

• Do not enter Project Team members manually. Those team members will be receiving unnecessary emails from the system and in addition will not have access to this particular file.

TRAQ DSS Form for Hospital-Based Research

What is considered Hospital-based Research?

If your research meets ANY of the following criteria, check “YES” to Question 1.6 within the TRAQ DSS FORM:

  • Research occurs in a hospital setting;
  • Research utilizes or requires hospital staff, space, services and/or other resources;
  • Research offices for yourself and/or your research staff/students/trainees are located in a hospital setting OR your research lab, unit, centre, space, and/or equipment is located in a hospital setting, even if your research project is occurring off-site;
  • Research involves obtaining or retrieving patient biological samples/specimens from patients seen (or samples stored) at one of the hospitals for lab projects and transported to your research lab located within OR outside of the hospital (i.e. Botterell Hall, CRI);
  • Research involves extracting patient data from hospital medical records;
  • Research involves purchasing supplies or equipment at/through the hospitals;
  • Research involves the use of hospital services and payment to hospital departments;
  • Research funds will be held within one of the hospitals/hospital research institutes.
Who are the appropriate Hospital Operational Directors and Research Directors?

If your answer is “YES” to Question 1.6 in the TRAQ DSS FORM, you MUST select the appropriate Research Director(s) to approve based on which hospital(s) are impacted and selected under Questions 3.1-3.3. Research Directors are as follows: HDH - Vic Sahai, KGH - Veronica Harris-McAllister, PC - Kathleen Fitzpatrick. You MUST also identify ALL hospital departments that will be impacted by your research on the "Other Approvals" under the APPROVALS tab. You must check off the hospital department even if you or your research staff/students/trainees are the ones accessing the space (versus Hospital staff) and carrying out the research activities OR if the study involves usual care/standard of care. The hospital departments need to be made aware of any impact to the flow of patient operations even if hospital staff and resources are not used.

When should I submit a TRAQ DSS FORM?

Only the Principal Investigator (a Faculty Member) can submit a TRAQ DSS FORM. A TRAQ DSS FORM* MUST be completed: (1) if you are applying for any internal or external research funding, (2) there are no funds for the research project (for ethics only) BUT your research is considered Hospital-based Research as HODs & Research Directors’ signoff is required, OR (3) if you require legal review of your agreements/contracts. It is important for researchers to consult early with the various hospital departments (Hospital Operational Directors (HODs)) to get an estimate (e.g. lab, pharmacy, and imaging costs, salary and benefit recovery for hospital staff used, supplies, equipment, and medication costs) to help develop their budgets. The TRAQ DSS FORM MUST be submitted at least 15 business days in advance of the funding agency deadline to ensure all hospital approvals are in place. It is also recommended that PIs consult with HODs well in advance of the deadline (> 1 month) to discuss any issues involving impact on patient flow, budgeting for hospital services and cost recovery, preparing a human ethics review submission, etc.

What documents need to be attached to TRAQ DSS FORM prior to submission?

For Hospital-based Research projects, researchers MUST attach the following documents with their TRAQ DSS FORM prior to submission:

  • Research proposal or study protocol (draft version accepted)
  • Budget or budget justification (if applicable, draft version accepted)
  • Hospital Departmental Impact & Information Form
  • KGH/HDH Laboratory Services Study Request Form if using KGH/HDH lab services for ANY biological samples/specimens used in your research project (standard of care AND/OR above standard of care).
  • KGH/HDH Pharmacy Services Study Request Form if using KGH/HDH pharmacy services for ANY drug monitoring, storage, mixing or blinding in your research project (standard of care AND/OR above standard of care). Other important documents to upload, if applicable:
  • For research projects involving an Informed Consent Form, please upload if available
  • For research projects working with industry or other academic partners outside of Queen’s and/or local hospital(s)/hospital research institute(s) that require legal review of an agreement/contract, please upload the Study Agreement so that the contract review process can commence at Queen’s
  • Future Study Agreement Amendments: Please log into TRAQ and under your Applications (post review), add an event to your TRAQ DSS FORM file. Click on EVENTS tab and select the AMENDMENT FORM link. Complete the Amendment Form and upload an electronic version of the Amendment contract and submit. This will initiate the review of the amendment by Queen’s.
  • Investigator Brochure or Product Monograph, if available (industry-sponsored clinical drug trials)
  • HSREB, CTO and/or OCREB certification approval letter, if already obtained.


I have submitted a HSREB application with all my documents, why do I need to attach them to my TRAQ DSS FORM?

HODs & Research Directors DO NOT have access to the HSREB information and therefore do not have a complete picture of the proposed study and the proposed flow of patients/participants within and outside the hospitals for their visits. You MUST include the documents listed above and attach the files to your TRAQ DSS FORM under the “Attachments” Tab. These documents are required before ANY HOD and/or Research Director can sign-off. The combination of supporting documents and the revised Hospital Department Impact and Information Form attached to a TRAQ DSS FORM will help to expedite the hospital review process. Once signed off, the file will be forwarded to your Queen’s Department Head for approval. The approvals process is as follows:

PI submits TRAQ DSS - Hospital Signing Authority - Departmental Signing Authority (Queen's Dept. Head) - Faculty Signing Authority - URS Receives TRAQ DSS

What do I put in the budget/sponsor information section?

If there are funds to be received for your project, you need to indicate the amount of funding you will be requesting from the agency by completing a “funding disbursement” screen. Start by clicking on “Add New” at the bottom of the Sponsor Info screen. Enter the anticipated start date of your project, the fiscal year data field above will automatically populate. Enter the total amount of requested cash (this amount should include the overhead if applicable), or expected in-kind contribution. You can indicate ‘draft’ in the notes section on this page; if your project receives funding, the final budget will be verified prior to submission to Research Accounting. If your study is a clinical trial, please provide an estimate budget by multiplying the estimated number of subjects by the case cost per subject. If you are applying for an overhead waiver please also note this in the comments section and upload your signed waiver form to your TRAQ DSS FORM.

Why do I have to link my pending human ethics certifications to my application? If I don’t get the funding I’m not doing the project!

Pending certification(s) still need to be linked even if you are not applying to an ethics review system (HSREB, CTO, OCREB) at the time of your submission to a granting agency. You will need to have your certifications in place before you can commence your research or open a research account. Thus, linking your pending certifications in your TRAQ DSS FORM can help to avoid delays in starting your research or opening a research account once your grant or contract is funded. Please remember to check off in the TRAQ DSS FORM the type of ethics review (i.e. HSREB, OCREB or CTO) being used for your project. The TRAQ DSS FORM also captures all of your HODs & Research Directors and Department Head approvals, which are required when submitting to a granting agency or having an agreement reviewed by the Queen’s Industry Partnership Office. Please remember to Click “Add New” under Related Certifications to make note of HSREB/CTO/OCREB certifications submitted OR your intention to submit to these review committees.

There is no funding for my project and I am applying to HSREB for human ethics review only: do I need to complete a TRAQ DSS FORM?

Yes. All researchers conducting Hospital-based Research MUST complete a TRAQ DSS FORM, even if there are no funds administered (for ethics only) for your research project. The TRAQ DSS FORM captures all of your HODs, Research Director(s), Department Head, and Faculty approvals.

FAST Financial Reporting

Questions regarding FAST?                                                                                                                                                                                    Or contact Financial Services directly at 613-533-2050 or by email at