Which form do I use?
Application Level
Original applications or agreements with a defined work plan and their own regulatory, space, or financial requirements. Submitting at this level creates a new ROMEO file.
Submit anoriginalapplication or agreementthat may result innew fundingbeing awarded to the Principal Investigator.
Examples include:
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- Clinical trials
- Incoming sub-awards
- Co-applicant grants (funds may or may not flow to Dalhousie)
- Stand-alone internal awards (e.g., sabbaticals, start-up funds)
- Re-submissions not previously funded
- Tri-Agency renewals
- Canada Research Chair renewals
Need help?
Contact your faculty facilitator.
For technical assistance, contact researcher.portal@dal.ca.
Non-funding agreements are typically inter-institutional arrangements that support collaboration, resource sharing, and other research activities. While the agreements could involve money in some capacity (e.g. using funds from an existing account to cover the costs of an equipment transfer) - they do not involve the receipt of new funds.
Use this form to submit standalone agreements that support general research activities and/or multiple projects.
Examples include:
- Material Transfer or Sharing Agreement
- Data Transfer or Sharing Agreement
- Confidential or Non-Disclosure Agreement
- Software License Agreement
- Equipment Agreement (e.g. leasing)
- Research & Collaboration Agreements (no funds).
Need help?
DzԳٲresearchlegal@dal.ca
For technical assistance, contact researcher.portal@dal.ca.
Event Level
Changes, supplements, or agreements related to an existingApplication-levelfile.
Use this form when submitting an application or agreement that mayresult in new funds awardedto the Dal researcher, but contain their own set of regulatory, space, and financial requirements. New terms and conditions often require review by pre-award staff, regardless of the funding status of the overall project.
Examples include:
- Adding a new funder to support the project, with terms that differ from the original checklist
- Payment installments that require a renewed funding application
Need help?
Contact your faculty facilitator.
For technical assistance, contact researcher.portal@dal.ca.
Funding agreements that are covered by previously approved terms and conditions (e.g. terms under theoriginal checklist that was submitted through ROMEO).
Examples include:
- Letter of award received for a project that was submitted through ROMEO during the pre-award stage
- Inbound transfer of funds letter
Need help?
Contact orspost@dal.ca.
For technical assistance, contact researcher.portal@dal.ca.
General amendments for funded grants and contracts.These amendments affect the award terms, budget, timeline, or personnel.
Examples include:
- No-cost extension
- Budget changes
- Change to primary administering institution
- Changes to PI or project team
- Terminations and deferrals
- Other miscellaneous changes.
Need help?
Contact orspost@dal.ca.
For technical assistance, contact researcher.portal@dal.ca.
Non-funding agreements are typically inter-institutional arrangements that support collaboration, resource sharing, and other research activities. While the agreements could involve money in some capacity (e.g. using funds from an existing account to cover the costs of an equipment transfer) - they do not involve the receipt of new funds.
Use this event to submit a new or amended non-funding agreement that supports a specific research project (for example, through a shared project title, account number, or REB protocol).
Examples include:
- Material Transfer or Sharing Agreement
- Data Transfer or Sharing Agreement
- Confidential or Non-Disclosure Agreement
- Software License Agreement
- Equipment Agreement (e.g. leasing)
- Research & Collaboration Agreement (no funds).
- Amendments and other changes to the above (end date extensions, terminations, PI change, etc.)
If you're seeking to change the terms of a funded grant or contract, please submit a Funding Agreement: Amendment Request instead.
Need help?
DzԳٲresearchlegal@dal.ca
For technical assistance, contact researcher.portal@dal.ca.
Send funds to a co-applicant or collaborator outside of Dalhousie.
Examples include:
- Outbound Transfers of Funds
- Outbound Sub-Awards
- Amendments to the above (e.g. no cost extension, budget changes)
Need help?
Contact orspost@dal.ca.
For technical assistance, contact researcher.portal@dal.ca.
Indigenous community consent to participate in a research project and/or request a partial release of funds.The partial release of funds can support early engagement with Indigenous communities and/or aspects of the project that do not involve Indigenous communities.
Examples include:
- Documents indicating Indigenous community consent
- Partial release of funds form.
Need help?
Contact indres@dal.ca.
For technical assistance, contact researcher.portal@dal.ca.
Having trouble submitting in ROMEO?
If youencounterproblems whilesubmittinga form, try the steps below before contacting support.
- Paste formatting issues–Ifyou’recopying and pasting text from other documents into the ROMEO form, invisible formatting from other documents can cause errors. Paste as plain text (Ctrl/Cmd+ Shift + V or “Paste without formatting”).
- Large file uploads-Fileslarger than 10 MB may disrupt your session. Reduce file size before uploading (see on Adobe Acrobat's website).
- Draft corruption-In rare cases, draftapplicationsmay become corrupted. Use theClonebutton(the yellow button on the left side of the file)to create a fresh draft and submit that instead.
- Special characters-Avoid unsupported characters (e.g., < >{ }| \ ^ ~) in form fields, as they may trigger validation errors.
What happens after submission?
Review process
- Your file is routed for institutional review
- You may receiveemailrequests for clarification
- See the , which displays the file's journey through the system [SharePoint - login required]
Need to make changes after submission?
Submitted files are read-only by default
Once yousubmita ROMEO file, it becomes view-only.
Editing can be re-enabled by yourORS faculty facilitatorordepartment/faculty signing authorityif changes arerequired.
See instructions below.
How to find your submitted file?
You canlocateyour file from the ROMEO homepage by:
- Searching theApplication Reference Number(5 digits) orFile Number(7 digits), or
- Navigating toApplications: Under RevieworApplications: Post-Reviewandlocatingthe filenumber from those sections
Once you've located the file number, theWorkflow Status(far-right column) displays the administrative unit where your application currently resides.
Other Signing Authorities cannot directly return ROMEO files to the researcher for editing. DzԳٲresearcher.portal@dal.caor yourfaculty facilitator from ORSfor assistance.
One option you can pursue independently is to withdraw your application, clone it, make the changes and re-submit the copy. The steps on how to do this are outlined below:
- Go to Applications: Under Review and locate the relevant file number.
- Click the orange View button on the left side to open the file.
- Click the orange Withdraw button at the top.
- A pop-up box will appear. Leave any comment in the box, then click Submit.
- Clicking Submit will automatically close the file and take you back to the homepage.
- Go to the Applications: Withdrawn folder.
- Click the orange Clone button on the left side of the relevant file number.
- Checkmark the information/tabs you wish to copy over and click Clone. This will create a new copy in your Applications: Drafts folder.
The Signing Authority can return the application. The signatory is usually a Department Chair, Dean or Associate Dean Research.
ORS facilitators can return a ROMEO file for editing, by the researcher’s request.
Pre-Award can assist with:
- Applications and budgets
- Letters of Support
Post-Award can assist with:
- Notices of Award
- Financial Services Research Account Applications / Journal Entries
- Human Ethics, Animal Ethics, Biosafety protocols, etc. for account opening
Contact Details
Grants & Contracts
Facilitator for your faculty, on thestaff contact page.
Institutional & Industry
Listed on thestaff contact page.
Post-Award
Email:orspost@dal.ca
