Faculty External Funding

Requirements for External Grants

1. All grants leaving the University of Calgary to an external funding agency are required to be reviewed and approved by the institution prior to submission.

2. Research Services Office

Research Services Office (RSO) on main campus reviews all grant applications for institutional commitment and risk as well as providing the authorized institutional signature for the University, before submission to the funding agency.  It is important to recognize that this is not a token administrative "exercise" but a necessary institutional process.  For that reason they have a Hard Deadline of two business days (normally at noon) in advance of an agency deadline to receive the grant.  

3A. Research Management System (RMS)

University policy also requires approvals from Department Heads (DH) and Associate Dean (Research Grants) on every external grant application leaving the university (including LOIs). These approvals are normally completed through the Research Management System (RMS). Applicants will need to complete the form in the system (see here for help on using the system) and submit for approvals. After the DH and Associate Dean (Research Grants) have approved the record it will go to RSO for review. Both DH and Associate Dean (Research Grants) approvals must be completed prior to the internal deadline set by RSO.

  • Grants are submitted to RSO via the RMS system.  Check with your DH as to their requirements for obtaining approval.  The Associate Dean (Research Grants) does not require any portion of the application to be uploaded in order to obtain approval. You will need to ultimately upload the finalized application into the system prior to the RSO internal deadline, for RSO to review your application.  It is strongly recommended that applicants submit for approvals in RMS well in advance of the internal deadline.

3B. Research Funding Application Approvals 

A few competitions will not utilize the RMS system for approvals and submission of grants. Instead applicants will be required to complete a  Research Funding Application Approvals (RFAA) form. The RFAA must accompany the application (or LOI) when it is submitted to RSO. The RFAA needs to be filled out and signed by the PI, and then signed by the DH and Associate Dean (Research Grants). After the DH provides a signature it can be sent to the Office of the Associate Dean Research Grant Development Office for signature (medgrant@ucalgary.ca). The Grant Development team will ensure it is sent to RSO. 

  • Grants with RFAA approvals are submitted to RSO via ipd@ucalgary.ca. Grants do not need to be submitted along with the RFAA and submitting the RFAA in advance in strongly recommended.

4. Grant Development Office

To determine what approvals process to follow consult the Funding Calendar or reach out to the Grant Development Office for more information.