Apply for Research Funding

It's strongly recommended to start your application early and read the guidelines very carefully. Different funders have different guidelines and stipulations on who can lead the research – as such, there is no “one-size fits all” situation. Guidelines can even differ within the same funder, depending on the program. For example, some programs are geared towards early career researchers. 

Check to see how the application is submitted to the funder (through a portal, email, etc.) and consult with ORS staff if necessary.

Generally, Principal Investigators (PIs) must be employees of Dalhousie and have an academic appointment spanning the period of the grant to apply for research funding and hold a research account. Some funders require at least three years of continual employment or an appointment that spans the duration of the grant.

At Dalhousie University, individuals who do not meet these criteria but wish to apply for research funding may be regarded as exceptions. For further details, see the PI Eligibility Guidelines [PDF 138 kB] and Request Form [Word].

Although the differences between contracts and grants are becoming less defined, the following criteria may help you determine what kind of agreement is required.

You likely have a grant if:

• there is no funding for faculty or co-applicants’ time
• the funding is not tied to specific outcomes. Payments are given in advance.
• there is no transfer of results to the sponsor. Reporting may still be required.
• any intellectual property would follow Dalhousie’s practices
• there is no detailed budget required by the sponsor

You likely require a contract if:

• there is a clear statement of work with expected outcomes and deliverables
• there is a set timeframe for the work
• there are discussions on confidentiality, intellectual property ownership, and/or liability
• there are terms for acceptance or termination of the project
• there is a set budget and payment schedule based on deliverables

Still not sure? Contact your facilitator or the ORS legal advisor for help.

Before writing your grant, consider the fit with the funder and opportunity. Start as early as possible, and be sure to solicit advice and reviews from others (colleagues, etc.) Different perspectives and more eyes on an application can help improve its chances.

The first paragraph should capture the reader’s attention and “pitch” your work, regardless of what that section is called (Introduction, Background, Significance..) While writing, keep in mind the general reviewer – a broad, educated audience, unless the program specifies otherwise.

When writing about Equity, Diversity, Inclusion and Accessibility (EDIA) in a funding application, the text should demonstrate reflection and recognition of the existing or perceived barriers experienced by underrepresented groups. Click here to view the EDIA resources page.

Does your research impact Indigenous people, lands or cultures, or Indigenous community? Here at Dalhousie, we believe organizational partnerships and collaboration is essential to help ensure research is not only safe but also beneficial. Click here to view the Indigenous Research Resources page.

Common Pitfalls Include:

• Neglecting formatting guidelines
• Asking for budget items that are not eligible
• Inappropriate fit with funder or opportunity
• Using jargon/inaccessible language
• Non-specific goals and objectives
• “Doing too much”/feasibility

For more tips, see the following resources: 

• Grants & Contracts Presentation [Panopto - Login Required]
• Institutional & International Presentation [Panopto - Login Required]
• Grant Writing 101 Presentation [Panopto - Login Required]
• Art of Grantsmanship [PDF]
• Indigenous Research Presentation [Panopto - Login Required]
• EDIA Presentation [Panopto - Login Required]

Read the Guidelines for the Parameters

• How much can the researcher ask for?
• How long does the funding last?
• Is there a maximum per year? Is there a minimum per year?
• What expenses are eligible and ineligible?

Associated Costs of Research

What are Associated Costs of Research?

While direct costs are project-specific costs for the needs of a research project, associated costs of research, which are sometimes referred to as indirect costs, administrative costs, or overhead, are costs that the university incurs to support research. These are the hidden costs of research; real dollars incurred by the University, or affiliated institutions, to support research activities.

Examples of Direct Costs:

• Salaries and benefits of research personnel (graduate students, post-doctoral fellows and research assistants)
• Materials and supplies
• Travel costs
• Equipment

Examples of Associated Costs of Research:

• Infrastructure: building upkeep, power, communications network
• Common equipment depreciation, life cycle costs
• Environmental and safety monitoring, security, hazardous waste disposal
• Ongoing regulatory and certification requirements (i.e. ethical review, biohazard or radiation safety, environmental assessments), oversight and compliance
• Financial management and university support staff
• Insurance

Associated Costs of Research: What Is Their Purpose and Why Must I Include Them in My Budget?

What is their purpose? The purpose of associated costs of research is to reimburse the university for the indirect costs of a research project that cannot otherwise be specifically traced to it. Examples of such costs include libraries, building use and depreciation, equipment depreciation, physical plant and maintenance (including utilities, hazardous waste disposal, and security), insurance and financial administration (including purchasing and accounting costs).

When do I include them? After reviewing the Funder’s program guidelines, the researcher should consult with Dalhousie University’s Associated Costs of Research Funds Policy [PDF] and use the appropriate rate specified therein.

If the Funder has an indirect cost policy or published rate that is higher than Dalhousie’s rate, the Funder’s rate should be used. If the Funder’s indirect cost policy or published rate is lower than Dalhousie’s rate, or indirect costs are not an eligible expense, the researcher should contact the appropriate Facilitator to discuss the need for a one-time rate exception request for submission to the Vice President Research and Innovation.

Associated Costs of Research: How do I calculate them?

1) Percentage of direct costs: The associated costs of research are normally calculated as a percentage of the total direct costs of a project. To determine the amount of these indirect costs to include in your budget, add up all the expenses in your budget and multiply that amount by the appropriate percentage.

For example:

• Sponsor’s indirect rate (%)   x   Total direct cost budget   =   Indirect cost amount
• Total direct cost budget   +   Indirect cost amount   =   Total budget

2) Calculating from total amount: If a sponsor has proposed a maximum amount for a research project you calculate the associated costs of research as follows:  

• Maximum budget   /  (Sponsor’s indirect rate (%)   +   1)   =   Total direct costs
• Maximum budget   -   Total direct costs   =   Total indirect costs

If you have questions about the appropriate rate to include for the associated costs of research, or how to calculate the amount to include in your budget, please contact ORS at grantsandcontracts@dal.ca.

Cash and In-Kind Contributions

Check funder guidelines for cash/in-kind matching requirements and eligibility of contributions. Confirmation and documentation of contributions is required (from a person in a position to make those contributions). For questions and guidance on space valuation, consult your Faculty. Don't duplicate resources – keep track of what promises are made in various applications.

Budgeting for Personnel and Students

For students, use your Department's or Faculty's pay rate. If there is no rate, consult directly with Dalhousie HR for rates (grantpaid@dal.ca).

For non-student grant-paid personnel, consult with HR (grantpaid@dal.ca).

For fringe benefits, the rate and types of benefits will depend on the type of grant-paid employee you hire.

• For Temporary Grant Paid, Casual, or Research Students, the rate is 12% (includes Canada Pension Plan (CPP), Employment Insurance (EI), Accidental Death & Dismemberment Insurance (AD&D), and 4% vacation pay).
• For Regular Grant Paid positions, the rate varies by annual gross salary, and in addition to CPP, EI, and AD&D, includes other benefits as well. See the table in HR's Budgeting for Salary Considerations SharePoint page.

Please reach out to ORS staff early in the application process if you have any questions. For more tips, see the following resources:

• Research Budgets and Financial Management Presentation [Panopto - Login Required]
• Grant-Paid Employees Presentation [Panopto - Login Required]

Applications must be submitted via the ROMEO Researcher Portal and receive Departmental and Faculty approvals. 

Effective October 1, 2024, all research funding applications must be submitted to meet the Office of Research Services (ORS) internal deadlines. Applications that are not received by the internal deadline via the ROMEO Researcher portal will not be able to be processed for submission to funders. The internal deadline for most funding opportunities is 10 business days in advance of the funder’s deadline. The internal deadlines for major competitions are posted online here, and communicated via the ORS Newsletter on a tri-annual basis.

While ORS has always requested researchers submit applications by the internal deadlines to support timely review and the vast majority of our research community have respected this, ORS has, in the past, sought to afford flexibility whenever possible. However, with the introduction of the National Security Guidelines for Research Partnerships and the Sensitive Technology Research and Affiliations of Concern Policy, there are additional required reviews and documentation that must take place prior to submission of all applications. To ensure compliance with these guidelines and policy, the posted internal deadlines must be respected. Applications that have not been submitted in by the ORS internal deadlines will not be submitted to the funder.

Research applications submitted for ORS review are expected to be complete, with relevant attachments uploaded into ROMEO, including the proposal and budget. Any changes to the application prior to final submission to the funder must be communicated in writing to the Facilitator who provided review.

Researchers are advised to consult with their Department and Faculty regarding internal timelines for review and approval of files in ROMEO prior to submission to ORS. This will help ensure that the ROMEO file is received at ORS, following completion of Department and Faculty review and approval, by the ORS internal deadline.

For applications where the lead institution is outside of Dalhousie, we recognize that there could be deadlines that are not in alignment with Dalhousie’s. While Dalhousie will endeavour to work with timelines imposed by the lead institution, researchers are advised that they should seek to meet Dalhousie ORS internal deadlines.

For questions about the National Security Guidelines for Research Partnerships or the Sensitive Technology Research and Affiliations of Concern Policy and their implementation, please contact the Director of Research Security, Michael Sullivan.

We appreciate everyone’s support in meeting our ORS internal deadlines, and should you have any questions, please reach out to your Associate Dean Research.

Frequently Asked Questions regarding internal deadlines are available here.

It's important to monitor the progress of your application in ROMEO. From the moment you click "Submit", the file moves out of your "Drafts" folder and into the "Under Review" folder. It goes through a sequential process, passing through the signing authorities before arriving at the Office. Email notifications will inform you if any revisions need to be made to the application. The status snapshot in ROMEO will also show you which signing authority is currently reviewing the application.

The ROMEO Researcher Portal page includes user guides on how to submit an application in the system.

For more details, refer to the internal policy Completing the Investigator’s Checklist: Instructions, Guidelines and Outline of Responsibilities [PDF 171 kB].