ROMEO Researcher Portal




ROMEO is a research management database, powered by Process Pathways, that keeps track of sponsored projects, certifications and other types of awards and agreements. The ROMEO Researcher Portal is used at Dalhousie to submit documents for internal review.

This includes:

- research funding applications
- research contracts and agreements (including contracts and agreements without funding)

Along with submission of documents for review and approval, researchers must complete the Investigator’s Checklist, and confirm review and agreement with the Research Accountability Statement, and the Principal Investigator Agreement.

Once submitted by the Principal Investigator, the file must be approved by the Department/School and Faculty. By providing their approval the Department/School and Faculty are confirming:

  1. The researcher holds an appointment that allows the pursuit of research as a Principal Investigator (refer to Dalhousie’s Guidelines on Principal Investigator Eligibility)
  2. Departmental and Faculty commitments in the application, including time, space, equipment access, basic facilities, etc., are available to undertake the proposed project including in instances where they are not otherwise provided for by a signed letter of commitment.
  3. Awareness of the proposed faculty research activities and acceptance of resource commitments by the applicant (i.e., there is adequate time or release time afforded to the faculty member to undertake the research in line with the regular terms of their appointment). In addition, the Department and/or the Faculty is prepared to ascertain required support for the project, as may be needed from time to time, for successful completion of the project, and to ensure that funder requirements are met.

The ROMEO portal is also used to support other activities related to research, including:

  1. Request for transfer of Tri-Agency funds
  2. Submission of amendments to research contracts
  3. Submission of Animal Ethics applications

Accessing the Researcher Portal

Researcher Portal Guides

Application Level

Applications represent the project or protocol at a high level, and are typically submitted when there’s no existing ROMEO file already in place. There may be some exceptions (e.g. funding renewals, certain types of partner funding) where the researcher will be instructed by the relevant administrator if more than one checklist is needed for the project.

The Investigator Checklist [PDF 401 kB] is used for projects that will or might result in funding / account opening. Examples include sponsored research (grants and contracts), internal awards offered by Dalhousie (e.g. sabbaticals, start up funds, etc.), and inbound transfers of funds. Co-applicant and collaborator grants with no funds currently going to Dalhousie can also be submitted through the checklist, if required by the office.

The Agreement for ORS Legal Review (No Account Opening) [PDF 438 kB] is used for stand-alone agreements that support general research activities, and will not result in a new account opening. Examples include material and data transfer, collaboration or research agreements (no funds), confidential disclosure, equipment, software, and space / facility access agreements.

The Animal Care Protocol Forms [PDF 380 kB] include Form A, Form C, Teaching protocols for the Agriculture Campus, and the Dalhousie Permanent Stock Protocol Form.

Event Level

Events are secondary applications linked to a main level application. Events can be submitted by PIs and project team members. If you require assistance adding a team member so that they can access and work with your file, please contact for awards files, and for animal protocols.

The Transfer of Funds Request form [PDF 190 kB] is used for both original requests and amendments, to transfer a portion of funding to a recipient at another institution.

The Agreement for ORS Legal Review (No Account Opening) [PDF 224 kB] is used for the following agreements and amendments: material and data transfer, collaboration or research agreements (no funds), confidential disclosure, equipment, software, and space / facility access agreements.

The Grant/Contract Amendment Request form [PDF 236 kB] is used for all other amendments that do not fall under the two categories above. The amendment is for a funded grant or contact (e.g. changing the end date, changing the budget, etc.)

The Animal Care Protocol Amendment and/or Renewal form [PDF 157 kB] can be submitted for an existing Form A, Form C, Teaching, or Permanent Stock protocol.

Signing Authorities and Reviewers

The Faculty and Department guide [PDF 153 kB] is available for signatories reviewing Investigator Checklists and the Agreement for ORS Legal Review (No Account Opening).

The Other Signing Authority guide [PDF 105 kB] is available for all signatories other than the faculty and department. Currently, these signatories review projects where work is taking place at Nova Scotia Health, the IWK Health Centre or Dalhousie Medicine New Brunswick.

The Reviewer Committee guide [PDF 147 kB] is available for Animal Care committees who are reviewing protocols.

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

I received an email from "". Is this legitimate?

Yes, all email communications from the ROMEO system are sent from the "do not reply" address. The sender's individual email address is included in the cc line.

When responding, make sure to click “reply-all” and adjust the recipient list as needed. The “do-not-reply” address can be removed, as any response to that address will return a bounce back message.

In the growing research security landscape, this change was implemented by the software vendor to eliminate a spoofing issue that ROMEO clients were experiencing.

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 to save time on manual data entry.

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.

Please ensure that you review and update all the application details of the new checklist to reflect the new project or protocol. For example, if you clone the Attachments tab, please remove irrelevant documents. If you clone the Common Questions, which is the checklist tab, ensure that you review and update the responses accordingly.

Note that for Animal Ethics files, please leave the Animal Use tab unchecked. Cloning this tab will carry over the approved numbers from the previous protocol, which cannot be removed.

Making the appropriate updates will enable a faster and more efficient review by the research facilitators. If the file contains outdated or inaccurate information, the PI might be required to submit a new file, to ensure appropriate review by all the relevant signatories.

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.


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