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.
Use this form when submitting an original application or agreement that may result in new funding being awarded to the Principal Investigator.
Examples include:
- Grants
- Contracts
- 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.
Submit this checklist for standalone agreements that support general research activities and do not involve the receipt of new funding or a new account opening.
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?
Contact researchlegal@dal.ca
For technical assistance, contact researcher.portal@dal.ca.
Event Level
Changes, supplements, or agreements related to an existing Application-level file.
Use this form when submitting a supplemental application or agreement that may result in new funds, but contain their own set of regulatory, space, and financial requirements.
Examples include:
- Funding agreements from new sources, with terms and conditions 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 the same terms and conditions in the original checklist that was submitted through ROMEO.
Examples include:
- Letter of award
- Inbound transfer of funds letter
Need help?
Contact orspost@dal.ca.
For technical assistance, contact researcher.portal@dal.ca.
Submit a new or amended non-funding agreement, that does not involve the receipt of new funds. These agreements support a specific research project: for example, they might share a project title, account number, or REB protocol.
Examples include:
- Material Transfer Agreement
- Data Transfer Agreement
- Confidential Disclosure Agreement
- Software License Agreement
- Equipment Agreement (e.g. leasing)
- Research & Collaboration Agreements (no funds).
These agreements are typically inter-institutional agreements that support collaboration, resource sharing, and other types of agreements. For sponsor-managed funding amendments (e.g. no-cost extension, budget changes) please submit the Grant/Contract Amendment Request instead.
Need help?
Contact researchlegal@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.
General amendments for funded research projects. 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.
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 you encounter problems while submitting a form, try the steps below before contacting support.
- Paste formatting issues – If you’re copying 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 - Files larger than 10 MB may disrupt your session. Reduce file size before uploading (see file compression tips on Adobe Acrobat's website).
- Draft corruption - In rare cases, draft applications may become corrupted. Use the Clone button (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 receive email requests for clarification
- See the high level flow diagram, 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 you submit a ROMEO file, it becomes view-only.
Editing can be re-enabled by your ORS faculty facilitator or department/faculty signing authority if changes are required.
See instructions below.
How to find your submitted file?
You can locate your file from the ROMEO homepage by:
- Searching the Application Reference Number (5 digits) or File Number (7 digits), or
- Navigating to Applications: Under Review or Applications: Post-Review and locating the file number from those sections
Once you've located the file number, the Workflow 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. Contact researcher.portal@dal.ca or your faculty facilitator from ORS for 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 the staff contact page.
Institutional & Industry
Listed on the staff contact page.
Post-Award
Email: orspost@dal.ca
