ROMEO Researcher Portal



Powered by Process Pathways, ROMEO is a research management database that keeps track of sponsored projects, certifications and other types of awards and agreements. The ROMEO Researcher Portal is used to submit applications for internal review. Researchers, reviewers and signing authorities can use the portal to perform their tasks in the application process from anywhere with an internet connection.

Accessing the Researcher Portal

Researcher Portal Guides

Animal Care

Animal Care - Protocol Forms [PDF 380 kB]
Animal Care - Amendments and Renewals [PDF 157 kB]
Animal Care - Updating Animal Use Numbers (ACUC) [PDF 136 kB]

Sponsored Research

Investigator Checklist - Grants and Contracts [PDF 401 kB]
Investigator Checklist - Internal Awards [PDF 441 kB]

Post-Award Activities

Transfer of Funds - Outgoing [PDF 190 kB]

No-Money Agreements (administered by ORS Legal)

Material Transfer Agreement [PDF 384 kB]
Data Transfer Agreement [PDF 374 kB]

Signing Authorities and Reviewers

Signing Authorities - Department and Faculty [PDF 128 kB]
Signing Authorities - Other [PDF 105 kB]
Committee Reviewers [PDF 147 kB]

Frequently Asked Questions

Can I use any Operating System and Browser?

As a web-based tool, the Researcher Portal does not require high-end computer system specifications. Either Windows or Mac operating systems may be used.

Compatible browsers are:
    1. Google Chrome (Mac and Windows)
    2. Mozilla Firefox (Windows)
    3. Internet Explorer/Microsoft Edge (Windows)
    4. Safari (Mac)

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

Users can update most aspects of their profile from either of two locations.

  1. Within an application: Users can alter aspects such as their "Role" for project purposes, their primary address or their contact number if that differs for the project period. Note however, that changes made from within an application remain specific to that application and so will not be applied to subsequent applications.
  2. Portal home page: Changes made from this location will be applied to all future applications unless subsequently amended. Select "My Profile" in the top right corner of the portal home page and update fields as appropriate.

Note: For security and data integrity purposes, the department affiliation and email address of each user must be set and stored by the portal’s system administrator. (You will notice that these fields are greyed out in the "My Profile" window). In order to change these aspects of your profile, please email

Why am I listed as the Principal Investigator, although I'm applying for a transfer of funds?

Dalhousie researchers applying for incoming transfers must remain listed as the Principal Investigator in the ROMEO system as they will be the account holder and are seeking Department/Faculty approval.

Under the Project Sponsor Info tab, why is Canadian (CAD) the only currency option?

The Office of Research Services generates funding reports from the ROMEO database. For consistency and accuracy, the dollar amounts must be Canadian.

If the funder is international, you can use the XE Currency Converter to retrieve the Canadian amount. The foreign currency can be typed in the Comments box above the disbursement table.

The file I wish to work with has been locked. What should I do?

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.

However, when the file is not saved and closed properly, the file remains locked and has to be manually unlocked by the either the user who locked the file or the portal’s system administrator.

In the first instance, it is advised that you contact your team member and ask that they log in again, access the file, then save and close properly. 

Should it not be possible to contact that team member and you have an urgent need to access the file, please send an e-mail to

I need to upload an attachment that is bigger than 10MB. How do I do that?

The maximum size per file is 10MB. If your file is larger than that, try saving it as a compressed or "reduced size" PDF document. If this is not sufficient to meet the file size restriction, check if your PDF reader has a "Split Document" feature. This feature will enable you to break the file into pieces equal to or less than the maximum size accepted by the portal. Clearly label each piece (e.g. "Application - Part 1 of 3") and upload.

To ensure successful uploads, please note the following:

  • Do not attach files that include the following characters in the file name: “ , # % & * : < > ? / { } | ~
  • File names should not exceed 128 characters and best practice is to follow the file naming schema outlined here: (Last Name First Initial Agency Program Date FileType). Example: Larder J_NSERC_DG_Nov 2023_Full App

When I export my application to a Word or PDF document, is everything exported?

Only the information from the Project Info tab, Project Team Info tab, Project Sponsor Info tab, and the application’s custom questions (e.g. Investigator Checklist tab) will be included in the exported file.

Any documents uploaded under the Attachments tab need to be individually downloaded, although the names of the files will be included in the export.

Can I withdraw my application once it has been submitted?

After submission, the application can be withdrawn by clicking Applications: Under Review. Locate the file and click the View button. Then click Withdraw.

Applications cannot be withdrawn after they are approved by the faculty. At this point, the application will reach the Office of Research Services and the Withdraw button will be automatically disabled. The PI must contact either the research facilitator or the researcher portal team to close the file.

Can I create a copy of an existing application?

If you are starting a new application that is very similar to a previous application, you can create a copy so that you don't need to start from scratch.

Locate the previous application under Applications: Under Review or Applications: Post Review. Click the Clone button on the left side of the application. A pop-up box will appear. Check-mark the information/tabs that you wish to copy over and click Clone. The new copy will appear under your Applications: Drafts folder.

How are Signing Authorities added to the portal?

Signing Authority configurations are managed by portal staff on request.

Notifications of a new application are typically sent to the individual Dalhousie email addresses of the Department Head and the Dean/ADR. Multiple emails can be listed at the department and faculty levels. All emails will receive a notification, but only one approval is required to move it to the next level.

It is up to the discretion of the faculty and department on how they wish to structure the signing authority process. Options include individual emails, or email handles that are shared by signing authorities.


System Administrator Contact