Most research grant applications require departmental and HSS faculty approvals before they are submitted to the funding sponsor/agency. Approvals are (almost always) facilitated through Memorial's ROMEO Researcher Portal (RP) and involve HSS's Grants Facilitation Officers (GFO) who can help if you hit a snafu along the way, and who also perform a review for the HSS Dean's Office before coordinating the HSS approval. The RP file must be submitted by HSS's internal deadline with a complete application package uploaded to it.

For some programs, you have the option to request a GFO perform an Advanced Draft Feedback review; this would be completed before you need to begin the below steps.

The Memorial HSS Principal Investigator (PI) should:

1. Login to your RP account to begin a new file: hit "Apply New" and then choose the first option for St. John's campus, the "General Use Application."
2. Complete these tabs in the new file:
   1. "Project Info" - add the project title  and the estimated start and end dates.
   2. "Project Team Info" tab - click "Add New" and then "Search Profiles" to add the following people as team members by searching for their profiles:
      • RIS Workflow Coordinator
      • Heather C. O'Brien (Grants Facilitator)
      • Matthew Milner (Grants Facilitator)
      • All Memorial co-applicants
      • and, if deemed necessary by your department, your departmental administrative staff.
   3. "Project Sponsor" tab - click "Add New" and search for the Agency by name:
      • Select the appropriate agency
      • Once the screen returns to the Sponsor tab subscreen, select the appropriate program from the drop-down menu
      • If the Agency and/or the Program are missing, you (or the GFO) should submit a ticket using the Sponsor/Program Request Form. 
   4. "General Use Application" tab -  answer all of the questions in the sub-tabs. Those marked with an asterisk are mandatory.
   5. "Attachments" tab - upload all documentation pertaining to the application, which may include:
      • a copy of the complete application/proposal;
      • budget and budget justification documents (if separate);
      • supporting documents for cash and in-kind commitments, letters of support, clearances approvals, certifications and permits, evidence of Indigenous community engagement, etc.
      • the funding agency’s Terms and Conditions/Guidelines (if not readily available online).
3. When you have completed all tabs, press "Submit" by the HSS internal deadline. The file will be routed automatically to your Department Head for approval.

The GFO will then:

1. Once departmental approval has been provided, email you to let you know which GFO has been assigned to your file. 
2. Review the RP file answers and the attached documents (called an "administrative review"); the GFO may email with revision requests or questions. Once the review is complete, the GFO will obtain Dean's Office approval. 
   • If revisions are needed, the RP file will be returned to you, thus unlocking it, so you can upload the revised application. You should then resubmit the RP file.
3. Once the Dean's Office has provided approval, the RP file then routes to Research Initiatives & Services (RIS) and a Grants and/or Contracts Officers is assigned to your file: Jon Price for grants, or Jon Canning or Charlene Simmonds for contracts. RIS perform the institutional review; the Officer will coordinate with the GFO and the PI if there are questions or revision requests. 
4. RIS will either provide an approval document for the applicant to submit to the agency, or RIS forwards the proposal to the agency (depending on what the agency wants).

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Note: all HSS co-applicants/co-investigators listed as team members on grants led by another institution must also submit Researcher Portal files as per the above process and in time for the HSS internal deadline.

If the PI is a Memorial researcher from another faculty/school/campus, the HSS co-applicant as well as the HSS GFOs must be added to the PI's RP file so HSS can perform the administrative review and provide an approval signatory page to the PI's faculty. 

All new Researcher Portal (RP) files that you create must have a minimum of three Team Members added: Heather C. O'Brien and Matthew Milner (Grants Facilitation Officers [GFOs] for HSS), and someone called the "RIS Workflow Coordinator." These admin ensure your RP file gets routed smoothly through the internal approvals and submission processes. Here is how you add them:

1. Log in to the RP, navigate to the file you want to work with, then hit "Edit."
2. Navigate to the "Project Team Info" tab and scroll to the bottom and click “Add New.” A window called "Project Team Member Edit" will pop up with many text fields.
   • Do NOT type any information into these fields. Instead, you need to populate these fields by pulling the information from the Researcher Portal database. 
3. Click “Search Profiles”, type “O’Brien” in the Last Name search box, and type “Heather” in the First Name search box.
4. Click “Search.” Within the “Options” column, hit “Select” for “Heather C. O’Brien (Grants Facilitator)”.
5. You will be taken back to the window called “Project Team Member Edit.” In the drop-down menu beside "Role in Project", choose "Grant Facilitator."
6. Hit “Save” at the top or bottom of the window.
7. Press "Save" again - the yellow button at the top, left side of the screen.
8. Repeat steps 2-6 for "Matthew Milner (Grants Facilitator)", and to add any other necessary team members (e.g. Memorial co-applicants or, for students, your supervisor). 
9. To add the "RIS Workflow Coordinator," simply search for "Workflow" in the Last Name text field. This person's Role in Project is "RIS Workflow Coordinator."
10. Save often - the RP does not save automatically. 
11. To exit, you must press the yellow “Close” button at the top, left side of the screen. Do not "X" out of your browser window to exit - this locks the file so team members cannot edit.
12. Email the GFOs to let them know that they have been added to your RP file; they can now view and edit the file and will continue to work with you on finalizing your application.

The GFOs and the Workflow Coordinator may add other team members to your file, depending on the type of grant or agreement and who is on your project's team.

The Sensitive Technology Research and Affiliations of Concern (STRAC) Policy "applies to all federal funding opportunities administered by Canada’s federal granting agencies that fund grants to universities and affiliated research institutions — the Canadian Institutes of Health Research, the Natural Sciences and Engineering Research Council of Canada and the Social Sciences and Humanities Research Council of Canada — and the Canada Foundation for Innovation."

When preparing a research grant application for a funding opportunity that is applying the STRAC Policy, two new modules will appear in the grant management systems/portals; both modules are only accessible to the primary applicant. There is a two-step process you need to follow to comply with the policy:

Module 1: Sensitive Technology Research Area module (mandatory)

• The primary applicant will be asked whether their proposed research will aim to advance a Sensitive Technology Research Area (STRA). They must answer the question with a Yes / No response, on behalf of the research team. Note that research that will use, but not advance, an existing technology is not within the scope of the STRAC policy.

Module 2: Attestation Form module (mandatory if applicant responded “Yes” to the STRA module)

• Module includes a URL pointing toward the attestation form template.
• Researchers with named roles must each complete an attestation form.
• The primary applicant will collect all individual attestation forms, save them as a single PDF file, and upload it to the grant management system.

In addition, "all researchers involved in activities funded by a research grant that advance a STRA must review the list of Named Research Organizations. This list is composed of research organizations and institutions that pose the highest risk to Canada’s national security due to their direct, or indirect connections with military, national defence, and state security entities." At all times, researchers are encouraged to apply due diligence practices to mitigate risks that may be associated with any collaboration or partnership in a sensitive technology research area – even if an institution is not included in the current list.

For more information, Memorial's Office of the Vice-President (Research) has a website dedicated to the implementation of the STRAC policy at Memorial and provides further information and links.

If an external agency, organization or institution has requested that you sign an agreement or contract to either work with them, or to transfer funds to Memorial for research work, the agreement must be reviewed and signed by Research, Initiatives and Services (RIS). Faculty may not sign agreements without institutional review first. Feel free to contact an HSS GFO if you are unsure if you need institutional approval or not on a document you have received from external colleagues. 

Alternatively, you may be working with a group who would like to have an agreement signed, but who do not have a template agreement to work from. RIS can also assist in providing templates and working with you and the group to come to a consensus on the agreement language, and in facilitating signatures.

To place your request for signature on an agreement into RIS's workflow, you should: 

1. Contact the GFOs and let them know the details of the agreement so they can work with you and RIS throughout the process.
2. Login to your Researcher Portal account, click Apply New and then choose a new General Use Application.
3. In the new file, once you've added a working title, do the following:
   1. In the "Project Team Info" tab, hit "Add New" and then "Search Profiles" and add the following people as team members by searching for their profiles (do NOT type the information in manually!):
      • RIS Workflow Coordinator
      • Heather C. O'Brien (Grants Facilitator)
      • Matthew Milner (Grants Facilitator)
      • All Memorial co-investigators or co-parties
      • and, if deemed necessary by your department, your departmental administrative staff.
   2. Complete all sub-tabs in the General Use Application Tab - only those marked with an asterisk are mandatory
      • NOTE: In the deadlines tab, note that you require the support of a Contracts Officer for an agreement.
   3. Upload all documentation pertaining to the agreement to the "Attachments" tab including:
      • a copy of the draft agreement (if you have one - it is not required!);
      • budget and budget justification documents (if separate);
      • if applicable, all supporting documents for cash and in-kind commitments, letters of support, certifications and permits, agreement in principle; etc.
4. When you have completed all tabs, DO NOT press "Submit" - instead, notify the GFO that you have uploaded the documents.
5. In coordination with the GFO, the assigned RIS Contracts Officer, Jon Canning or Charlene Simmonds, will assist you and the external party in negotiating and drafting the agreement text.
6. Once a draft is finalized, the GFO will seek informal endorsement of the text from your Head and the HSS Dean's Office prior to formal submission for approval and signature.
7. Once directed by the GFO or RIS Officer, you may submit the RP file, which will contain the final draft version of the agreement and associated documents.
8. The RP file will be routed to your Department Head for formal approval.
9. Then, the RP file will be routed to the HSS Dean's Office, where the GFO will perform a final administrative review and request Associate Dean (Research) formal approval.
10. The RP file then routes to RIS and the Contracts Officer performs the final institutional review and obtains institutional signature on your behalf, usually from the Director of RIS.

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Note: some grants may require an agreement post-award. In this case, the agreement is  typcially managed using an RIS Agreement Event, not a separate General Use Application file. Contact a GFO if you are unclear which scenario applies to you.

Contributions (often referred to as commitments) towards research grant applications or agreements require clear documentation from a person with signing authority over those contributions and which describe in detail the contribution. This typically is required in cases where a research team member does not control or have the authority over that resource, or would otherwise have to pay for it. For more detailed information on how to obtain and secure contributions and the documentation required for each type, see HSS's Cash & In-Kind Commitments guide.

As a researcher you do not normally need to document your own time, resources, or space that you have been allocated to do your job; there are exceptions to this, of course, depending on the sponsor. Some sponsors may require it, if, for example, they wish to know the value or percentage of your research time being used for the project.

Your Own Resources

If you wish to list your own resources as a confirmed contribution in your grant or agreement, and the funder allows you to list and valuate them, you need to secure documentation (usually in the form of emails from you, your departmental admin, and/or your department head) that:

1. indicates that the resource (cash, time, space, student) exists;
2. indicates the timeframe in which the resource will be available for the project;
3. breaks down the valuation;
4. states the total value. 

Someone Else's Resources

If you wish to list someone else's resources (either within Memorial or external to it) as a confirmed contribution in your grant or agreement, you need to secure documentation from the person with signing authority over the contribution, that:

1. indicates the resources (cash, time, space, staffing, equipment, etc.) exist and can be used for the research in the allotted time frame (state the time frame);
2. permission from the person in authority (i.e. head, director, administrator) over those resources, or who can allocate the associated funding;
3. outlines any restrictions or specific criteria for use of the contribution;
4. States the total value of the contribution (usually in Canadian dollars).

 

All questions pertaining to research with human participants should be directed here.

All questions pertaining to research involving animals should be directed here.  

HSS Research Support Services is not involved in the submission, review, or approval of ethics, clearances, or permits. Contact the relevant Research Ethics Board.

Congratulations! You are the Principal Applicant (PI) or co-applicant (CI) on a research grant, agreement, or award and it has been offered funding! You're now wondering how to open a MUN account to access the funds. You will find detailed information in the .pdf entitled "I Got the Grant! Now What?" outlining the steps and considerations in opening an account, spending the funds, and on reporting responsibilities. Below is a brief synopsis of first steps.

The very first step is informing Memorial (via Research Initiatives and Services [RIS]) that you have been awarded; step two is formally accepting the award. These are both accomplished through Memorial's ROMEO Researcher Portal (RP) by launching an "Agreement Event" against the original RP file. If there is no RP file associated with your award, please contact a GFO who can assist; an RP file must exist in order for a research account to be opened. All research funding ends up in a dedicated research account, sometimes called a 'fund' or a FOAPAL.

Informing MUN of the award, formally accepting it, and getting an account opened typically involves the following steps.

The PI should:

1. Contact a GFO who will request that RIS update your RP file's status to indicate it has been awarded. RIS will update the status from "pending" to "active," which triggers an "Event" button to appear.
2. The PI for Memorial will then open an "Agreement Event" in the RP, answer the questions, and attach the Notice of Award or agreement. The Event should be launched against the original RP file used for the grant submission.
   • If clearances are attached to the project, you may also submit a partial budget which specifies which funds are not tied to ethics, and which funds are. RIS can then request a partial release of funds until full ethics has been obtained.

The GFO and RIS will: 

1. Coordinate regarding the award review. This may include:  
   • Noting clearances (e.g. ethics or Indigenous impacts); RIS may email you with questions about this.
   • Noting grant start and end dates and if there are extensions allowed or automatic extension end dates (also called Authority to Use Funds date).
   • Facilitating account opening for Memorial internal cash contributions that may have been committed to the project. These funds will be held in separate accounts and may be coordinated by a different RIS Grants Officer.
2. RIS then prepares an Account Opening Memo and emails it to Financial and Administrative Services (FAS), Research Accounting; RIS will copy you, your department and faculty, and the GFOs.
3. FAS Research Accounting review the funded research proposal, including budget and other materials, note any financial reporting requirements and obligations, disbursement schedules, and any restrictions. They then send the information to another unit within FAS for account opening and keying into Banner Finance.
4. FAS contact the administering department or faculty to finalize signatures (who can access the funds) and will send the FOAPAL (the actual account number) when the account is established. FAS also contact RIS so the RP file can be updated with the new FOAPAL.

Note: To monitor your finances, you can always ask your departmental administrative staffperson to provide you a Banner Print out of the deposits/disbursements, withdrawals, totals, etc. for your account(s). Alternatively, you can ask the departmental administrative staffperson to submit a request on your behalf for access to FAST so you can view financial reports for your Banner accounts on your own. In order to access FAST, you'll also need a Banner user account.

If you are a Principal Applicant (PI) on a SSHRC, NSERC, CIHR, or NFRF grant and would like to amend your grant, for example: timeframe extensions; deferrals; changes to the research team; team member changes to roles or affiliations;  etc., you will typically follow the below steps. Because the Tri-Agencies require that amendment requests be submitted by the PI's institution, MUN's Research Initiatives and Services (RIS) is the coordinating unit for submission of amendment requests and uses Memorial's ROMEO Researcher Portal (RP) for all amendment requests. Also, because RIS require unit approvals prior to forwarding the request to an Agency, amendments are coordinated through HSS's Grants Facilitation Officers (GFO).

The PI should:

1. Complete the latest version of the Tri-Agency Grant Amendment Form (GAF). 
   • The GFO will let you know if additional forms are required, such as the Addition, Removal and/or Revision of Individuals on the Grant
   • Note when completing the GAF, the Memorial institutional representative is David Miller, (709) 864-2409, Director, Research Initiatives and Services, ris@mun.ca
   • Do not sign or seek signature for the forms at this point. 
2. Email the drafted form(s) to the HSS GFO assisting you.
   • In your email, let them know if there are changes to the clearances (e.g. ethics or Indigenous impacts) since you first submitted the proposal; you can also state whether you give permission for the GFO to submit the Amendment Event in the RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Space commitment renewals;
   • Cash or in-kind commitments (new or updates to original ones);
   • Account balances;
   • Any other materials required for review by the Agency.
2. Review the forms and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals via email and make a pdf of these approvals.
4. Submit an RP "Amendment Event" on your behalf, with necessary documents uploaded and then coordinate with the RIS Officer, as applicable, until, upon approval by the RIS Director, the RIS officer forwards your request to the Agency on your behalf; you and the GFO will be cc'd. 
   • Note that the Agency may request further documentation or have questions that may need to be addressed. 
5. The Agency will confirm the amendment request has been approved via email. RIS will update your RP file and then submit a memo to FAS requesting that your account be updated (and your department will be cc'd). 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Note: If you'd like to formally add a Partner to your Tri-Agency grant, see those instructions here.

Last Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the amendment request to the agency through their own institution. When it has been approved, the PI should email you approval, and then you can submit an amendment event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP event for you.

If you are Principal Applicant (PI) on a non-Tri-Agency research grant or amendment  (whether internal or external to Memorial) and you would like to amend the end date, budget, team members and/or their affiliation, scope of the project, etc., please first contact an HSS GFO who can confirm the process for your specific situation. Amendments usually require the involvement of Research Initiatives and Services (RIS) via Memorial's ROMEO Researcher Portal. The GFO is the person who coordinates approvals for the PI in order to submit the amendment. Typically, the process is as follows: 

The PI should:

1. Contact the sponsor/agency's program officer with the request you wish to have them review. They will consider, and then return an answer.
   • Note that if your grant involved an agreement which was negotiated and signed by RIS, it may need to be RIS who initially reaches out to the sponsor with the amendment request. If you're unsure, contact a GFO.
2. Email the documentation to the GFO assisting you. Documentation could be:
   • An email from an authorized representative;
   • A letter from the sponsor;
   • A signed form or other document from the agency;
   • An Agreement Amendment; etc

• In your email, let the GFO know if there are changes to the clearances requirements (e.g. ethics or Indigenous impacts) since you first submitted the proposal; you can also state whether you give permission for the GFO to submit the Amendment Event in the ROMEO RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Space commitment renewals;
   • Cash or in-kind commitments (new or updates to original ones);
   • Account balances; 
   • CVs for new research team members (co-applicants or collaborators);
   • Any other necessary materials.
2. Review the forms and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals, if required, either via email or via the RP.
4. Submit an RP "Amendment Event" on your behalf, with necessary documents uploaded, and then coordinate with the RIS Officer if there are further steps.  
   • The sponsor may request further documentation or have questions that may need to be addressed. 
5. The sponsor will confirm the amendment request has been approved, denied, or if it needs to be adjusted.
6. Once your amendment request has been fully confirmed by the sponsor and agency, RIS will update your RP file and then submit a memo to FAS requesting that your account be updated (and your department will be cc'd). 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Last Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the amendment request to the sponsor through their own institution. When it has been approved, the PI should email you a copy of the approval, and then you can submit an Amendment Event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP Event for you.

If you are a Principal Applicant (PI) on a Tri-Agency grant and would like to extend the end date of your grant, you should follow the below steps. Because the Tri-Agencies require that extension requests be submitted by the PI's institution, MUN's Research Initiatives and Services (RIS) is the coordinating unit for submission of these requests. RIS facilitates these requests through Memorial's ROMEO Researcher Portal (RP). Also, because RIS require unit approvals prior to forwarding the request to an Agency, extensions are coordinated through HSS's Grants Facilitation Officers (GFO).

Note: most Tri-Agency grants receive an automatic 1-year extension at the end of the normal grant period. You can normally only request an extension when you are 3-6 months away from the end date of the automatic extension end date (AEED).

Note: If you are still within the grant period and want to extend the end date, the best option for you may be to defer the next disbursement (if all disbursements haven't already been deposited). Use the amendment process outlined here. To understand the difference between a deferral request and an extension, see the FAQ here.

The PI should:

1. Complete the latest version of the Tri-Agency Grant Amendment Form (GAF). Note when completing the GAF, the Memorial institutional representative is David Miller, (709) 864-2409, Director, Research Initiatives and Services, ris@mun.ca
   • Do not sign or seek signature for the forms at this point. 
2. Email the drafted form to the HSS GFO assisting you.
   • In your email, let them know if there are changes to any clearances (e.g. ethics or Indigenous impacts)  since you first submitted the proposal; you can also state whether you give permission for the GFO to submit the Amendment Event in the RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Space commitment renewals;
   • Cash or in-kind commitment updates;
   • Account balances; etc.
2. Review the forms and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals via email and make a pdf of these approvals.
4. Submit an RP "Amendment Event" on your behalf, with necessary documents uploaded and then coordinate with the RIS Officer, as applicable, until, upon approval by the RIS Director, the RIS officer forwards your extension request to the Agency on your behalf; you and the GFO will be cc'd. 
   • Note that the Agency may request further documentation or have questions that may need to be addressed. 
5. The Agency will confirm the extension has been approved via email. RIS will update your RP file and then submit a memo to FAS requesting that your account be updated (and your department will be cc'd). 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Last Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the extension request to the Agency through their own institution. When it has been approved, the PI should email you approval, and then you can submit an Amendment Event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP Event for you.

 

 

If you are Principal Applicant (PI) on a SSHRC, NSERC, CIHR, or NFRF grant, you are responsible for informing the Agency of any changes to the grant's team. The following scenarios are considered an Amendment to your Tri-Agency grant, and you should therefore follow the below process:

1. Adding or removing a team member from your grant (Project Director, Co-Applicant, collaborator, etc.)
2. Changing the role of a team member (such as changing from Collaborator to Co-Applicant)
3. Changing the Principal Applicant (whether from a different institution or not)
4. If a team member changes their affiliation (e.g. moves to a different university)

If you are unsure, contact a GFO, and they can evaluate your specific scenario and direct you.

Because the Tri-Agencies require that these amendments be submitted by the PI's institution, MUN's Research Initiatives and Services (RIS) is the coordinating unit for submission of these amendments; they coordinate changes in team member notifications via Memorial's ROMEO Researcher Portal (RP). RIS require unit approvals prior to forwarding the team member change to an Agency. Therefore, amendments are coordinated through HSS's Grants Facilitation Officers (GFO).

The PI should:

1. Complete the latest version of the Tri-Agency Grant Amendment Form (GAF)
2. Complete the Addition, Removal and/or Revision of Individuals on the Grant and obtain the team member's signature.
   • Note when completing these forms, the Memorial institutional representative is David Miller, (709) 864-2409, Director, Research Initiatives and Services, ris@mun.ca
3. Obtain an updated CV for the team member.
   • Do not seek departmental or faculty approvals at this point - the GFO will do this later. 
4. Email the documents to the HSS GFO assisting you.
   • In your email, let them know if there are changes to the clearances (e.g. ethics or Indigenous impacts) since you first submitted the proposal; you can also state whether or not you give permission for the GFO to submit the Amendment Event in the ROMEO RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Space commitment renewals;
   • Cash or in-kind commitments (new or updates to original ones);
   • Account balances; 
   • Any other required materials.
2. Review the forms and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals via email and make a pdf of these approvals.
4. Submit a ROMEO RP "Amendment Event" on your behalf, with necessary documents uploaded and then coordinate with the RIS Officer, as applicable, until, upon approval by the RIS Director, the RIS officer forwards the team member change notification to the Agency on your behalf; you and the GFO will be cc'd. 
   • Note that the Agency may request further documentation or have questions that may need to be addressed. 
5. The Agency will confirm the amendment has been approved via email. RIS will then update your RP file and, if applicable, send a memo to FAS so they can update your account. 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Note: If you'd like to formally add a Partner to your Tri-Agency grant, see those instructions here.

Last Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the amendment request to the agency through their own institution. When it has been approved, the PI should email you approval, and then you can submit the notification via an Amendment Event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP Event for you.

If you are a Principal Applicant (PI) on a SSHRC, NSERC, CIHR, or NFRF partnership-type grant and would like to formally add a new partner institution to your grant, you will typically follow the below steps. For simplicity, the steps below use the SSHRC Partnership Grant as an example; if you are the PI on a different program, please contact an HSS GFO for specific guidance on your scenario. 

Because the Agencies require that these requests be submitted by the PI's institution, MUN's Research Initiatives and Services (RIS) is the coordinating unit for submission of amendment requests. RIS utilize Memorial's ROMEO Researcher Portal (RP) for such requests. Because RIS require unit approvals prior to forwarding the request to an Agency, amendments are coordinated through HSS's Grants Facilitation Officers (GFO).

The PI should: 

1. In coordination with the partner institution, complete the latest version of the Partner Addition Form (for Partnership Grants, Partnership Development Grants and Partnership Engage Grants). 
2. Assist the Partner institution in writing a Letter of Support (LoS). The GFO can, if you wish, advise on eligible in-kind or cash contributions and review the Letter of Support to ensure it meets SSHRC's Guidelines on this. The partner institution should sign the letter.
   • Do not sign or seek Memorial approvals at this time! 
3. Email the form and letter to the HSS GFO assisting you.
   • In your email, let them know if there are changes to the clearances (e.g. ethics or Indigenous impacts) since you first submitted the proposal; you can also state whether you give permission for the GFO to submit the Amendment Event in the RP on your behalf. 

The GFO will:

1. If applicable, collect any other required documentation or information.
2. Review the documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals via email and make a pdf of these approvals.
4. Submit a ROMEO RP "Amendment Event" on your behalf, with necessary documents uploaded, and then coordinate with the RIS Officer, as applicable, until, upon approval by the RIS Director, the RIS officer forwards your request to the Agency on your behalf; you and the GFO will be cc'd. 
   • Note that the Agency may request further documentation or have questions that may need to be addressed. 
5. The Agency will confirm via email that the partner has been added. RIS will then update your RP file. 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the partner addition request to the Agency through their own institution. When it has been approved, the PI should email you the approval, and then you can submit an amendment event in MUN's RP so it can be updted. Alternatively, you can email it to the GFO who can do the RP event for you.

Last Note: If your new partner will be hosting an intern via a Mitacs program, the new partner MUST be added FIRST as a formal partner to your grant before Mitacs can process your application.

A Grant Amendment Form (GAF) or budget amendment request does not need to be submitted for Tri-Agency budget changes. 

The Tri-Agency Guide on Financial Administration (TAGFA, 2020) is rooted in principles-based accounting. This means that researchers now have considerable leeway in adjusting and amending their budgets for their funded grants. Generally, a Principal Applicant (PI) can redesign the budget as they see fit, "as long as they use their grant for the broad purpose for which it was originally awarded," and as long as the expenses are still eligible according to the TAGFA. In addition, of course, those expenses must also adhere to Memorial's own institutional policies.

If you have questions on whether an expense is eligible or wish to obtain clarification, you can:

1. Seek assistance through your departmental administrative staff who can connect with Financial Administrative Services (FAS)- Research Accounting
2. Consult with an HSS GFO.
3. If doubts persist, you can email the Agency directly.

Whether or not you can change a budget after securing funding (via a grant or an agreement) depends entirely on the sponsor's regulations. Contact an HSS GFO who can assess, possibly with the involvement of an Officer from MUN's Research Initiatives and Services (RIS) office, and advise you on the appropriate next steps.

Changing a budget, according to some sponsors, is a type of amendment, and usually requires the involvement of Research Initiatives and Services (RIS) who will facilitate it via Memorial's ROMEO Researcher Portal (RP). RIS also requires departmental and faculty approvals before they will submit the request to the sponsor, therefore the GFO coordinates these approvals for the PI. Typically, the process is as follows: 

The PI should:

1. Contact the sponsor/agency's program officer, noting the specific budget change you wish to have them review. They will consider, and then return an answer.
   • Note that if your grant involved an agreement which was negotiated and signed by RIS, it may need to be RIS who initially reaches out to the sponsor with the amendment request. If you're unsure, contact a GFO.
2. Email the documentation to the GFO assisting you. Documentation could be:
   • An email from an authorized representative;
   • A letter from the sponsor;
   • A signed form or other document from the agency;
   • An Agreement Amendment; etc

• In your email, let the GFO know if there are changes to the clearances (e.g. ethics or Indigenous impacst) since you first submitted the proposal; you can also state whether you give permission for the GFO to submit the Amendment Event in the ROMEO RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Cash or in-kind commitments (new or updates to original ones);
   • Account balances; 
   • Any other necessary materials.
2. Review the forms and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals, if required, either via email or via the RP.
4. Submit an RP "Amendment Event" on your behalf, with necessary documents uploaded, and then coordinate with the RIS Officer if there are further steps.  
   • The sponsor may request further documentation or have questions that may need to be addressed. 
5. The sponsor will confirm the budget request has been approved, denied, or if it needs to be adjusted.
6. Once your amendment request has been fully confirmed by the sponsor and agency, RIS will update your RP file and then submit a memo to FAS requesting that your account be updated (and your department will be cc'd). 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Last Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the amendment request to the sponsor through their own institution. When it has been approved, the PI should email you a copy of the approval, and then you can submit an Amendment Event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP Event for you.

If you are a Principal Applicant (PI) on a SSHRC, NSERC, CIHR, or NFRF grant and would like to pause or defer your grant (usually for one year), these are considered amendments, and you will typically follow the below steps. You can only defer your grant if you still have disbursements pending, i.e. there are still funds to be deposited into your account in the year(s) ahead.

Because the Tri-Agencies require that amendment requests be submitted by the PI's institution, MUN's Research Initiatives and Services (RIS) is the coordinating unit for submission of amendment requests and are facilitated using Memorial's ROMEO Researcher Portal (RP). RIS require unit approvals prior to forwarding the request to an Agency. Therefore, amendments are coordinated through HSS's Grants Facilitation Officers (GFO).

The PI should:

1. Complete the latest version of the Tri-Agency Grant Amendment Form (GAF). 
   • Note when completing the GAF, the Memorial institutional representative is David Miller, (709) 864-2409, Director, Research Initiatives and Services, ris@mun.ca
   • Do not sign or seek signature for the form at this point. 
2. Email the drafted form to the HSS GFO assisting you.
   • In your email, let them know if there are changes to the ethics requirements since you first submitted the proposal; you can also state whether or not you give permission for the GFO to submit the Amendment Event in the ROMEO RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Space commitment renewals;
   • Cash or in-kind commitments updates;
   • Account balances; etc.
2. Review the form and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals via email and make a pdf of these approvals.
4. Submit a ROMEO RP "Amendment Event" on your behalf, with necessary documents uploaded and then coordinate with the RIS Officer, as applicable, until, upon approval by the RIS Director, the RIS officer forwards your request to the Agency on your behalf; you and the GFO will be cc'd. 
   • Note that the Agency may request further documentation or have questions that may need to be addressed. 
5. The Agency will confirm the deferral request has been approved via email. RIS will update your RP file, then submit a memo to FAS requesting that your account be updated (and your department will be cc'd). 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

 Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the amendment request to the agency through their own institution. When it has been approved, the PI should email you approval, and then you can submit an Amendment Event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP Event for you.

 

If you are Principal Applicant (PI) on a non-Tri-Agency research grant or amendment (whether internal or external to Memorial) and you would like to defer or pause the project, please first contact an HSS GFO who can confirm the process for your specific situation. These are considered amendments and usually require the involvement of Research Initiatives and Services (RIS) who facilitate the amendment request via Memorial's ROMEO Researcher Portal (RP). The GFO is the person who coordinates approvals for the PI in order to submit the amendment to RIS. Typically, the process is as follows: 

The PI should:

1. Contact the sponsor/agency's program officer, noting that you would like to defer the next disbursement/deposit until a later date. They will consider, and then return an answer.
   • Note that if your grant involved an agreement which was negotiated and signed by RIS, it may need to be RIS who initially reaches out to the sponsor with the deferral request, and it may involve an Agreement Amendment (i.e. a new, legal document). If you're unsure, contact a GFO.
2. Email the documentation to the GFO assisting you. Documentation could be:
   • An email from an authorized representative;
   • A letter from the sponsor;
   • A signed form or other document from the agency;
   • An Agreement Amendment; etc

• In your email, let the GFO know if there are changes to the clearances (e.g. ethics or Indigenous impacts) since you first submitted the proposal; you can also state whether you give permission for the GFO to submit the Amendment Event in the ROMEO RP on your behalf. 

The GFO will then:

1. If applicable, collect any other required documentation, such as:  
   • Space commitment renewals;
   • Cash or in-kind commitments (new or updates to original ones);
   • Account balances; 
   • Any other required materials.
2. Review the forms and documents and obtain corrections or clarification, if required.
3. Request departmental and Dean's Office approvals, if required, either via email or via the RP.
4. Submit an RP "Amendment Event" on your behalf, with necessary documents uploaded, and then coordinate with the RIS Officer if there are further steps.  
   • The sponsor may request further documentation or have questions that may need to be addressed. 
5. The sponsor will confirm the deferral has been approved, denied, or if it needs to be adjusted.
6. Once your deferral has been fully confirmed by the sponsor and agency, RIS will update your RP file and then send a memo to FAS requesting that your account be updated (and your department will be cc'd). 

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Last Note: If you are a Memorial Co-Applicant on a grant with a PI external to Memorial, the PI must submit the deferral request to the sponsor through their own institution. When it has been approved, the PI should email you a copy of the approval, and then you can submit an Amendment Event in MUN's RP. Alternatively, you can email it to the GFO who can do the RP Event for you.

If you are a Principal Applicant (PI) on a grant or agreement and, either the granting agency or a partner institution involved in the project, would like an (additional/other) agreement signed (often called a "sub-agreement"), the below steps apply to you. If you are unsure, contact an HSS GFO before beginning this process. 

Most research sub-agreements are negotiated and signed by MUN's Research Initiatives and Services (RIS) via MUN's ROMEO Researcher Potal (RP). RIS require unit approvals prior to formally signing an agreement or sub-agreement and therefore, these are coordinated through HSS's Grants Facilitation Officers (GFO).

The PI should: 

1. Email the GFO who assisted you with your original grant or agreement, and explain the scenario. If you have received documents from the institution wanting the agreement, attach them to the email.
2. Keep an eye on your email, as either the GFO and/or RIS may email you with questions.
3. Eventually, once the sub-agreement has been finalized, you will hit submit on an RP Agreement Event. The RIS Officer assigned to your file will let you know when to do so.

The GFO will: 

1. Begin an Agreement Event in the RP and upload the documentation. Then contact RIS to request a Contracts Officer be assigned to the file. 
2. Review the sub-agreement against the original grant or agreement and collect additional documentation, if applicable.
3. Coordinate with the RIS Officer and the PI, as applicable, until the sub-agreement has been finalized.
4. Facilitate approvals via email or the RP, as directed by the RIS Officer.

Note: in incidence of a conflict of interest with an approver, or in the case of Acting Heads, alternative procedures apply - contact a GFO in this case.

Note: in some cases, an RIS Contracts Officer may request a separate RP file for your sub-agreement. You will be notified if this is the case and the steps will follow the full Agreement process.