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Beginning a research project is a complex task, involving the review and documentation of information to identify study-specific requirements, and follow-up to ensure that these requirements are met. 

Support is available

The Contract and Grant Facilitation Team is committed to serving the intricate needs of the research community through all administrative levels of a research study. At the preliminary stages of a research project, the team ensures that all legal, financial and infrastructure requirements are met, and during the project, the team provides ongoing management support including contract and budget amendments.

How our team helps

The Contract and Grant Facilitation Team is here to help with preparing, reviewing, and approving all research agreements and budgets for industry-sponsored and investigator-initiated research studies being conducted at Nova Scotia Health. Examples include Non-Disclosure/Confidentiality Agreements, Clinical Trial Contracts, Site Agreements, Funder Agreements, Collaborative Research Agreements, and Data and Material Transfer Agreements. 

The team helps research teams with funding applications and budgets, and evaluating the applicable funding status and hospital service impact of a proposed research study. The team also facilitates the opening of all research related accounts and acts as a liaison between the research community, various hospital service departments, and research department heads within Nova Scotia Health.

The team provides resources to Nova Scotia Health Researchers by way of templates, forms, presentations, guidelines, information, and direction to ensure that researchers are well informed, supported and provided with the best possible chance of research success.

All activity is managed online

All research activity in the Contract and Grant Office is managed through the ROMEO electronic database, linked to the REB Research Portal and shared with Nova Scotia Health and IWK Health. This allows for reporting accuracy, collaboration, and transparency.

All research projects involving patients, staff, resources, or data within Nova Scotia Health need to be reviewed by the Nova Scotia Research Ethics Board (REB) before your research begins. Research Services receives copies of all submissions to review for potential hospital impact and funding. If there are costs associated with your project and/or funding being received, hospital service agreements will be initiated, as well as a research account set up.

Learn more about Investigator-Initiated Research projects (grant or industry funded).

Learn more about Industry-Sponsored Research projects (contracts).

Learn more about Institutional Awards projects.

Hospital Service Agreements and applicable institutional approvals

When you express interest in beginning a study, you'll receive an email from Research Services with a study-initiation package. Please complete the information required and return it to Research Services, who will then send all required Hospital Service Agreement forms and study protocols/lab manuals to the hospital service departments for review, assignment of a departmental cost, and signature. Forms are returned to Research Services to send to the research team to review and obtain the principal investigator’s signature. It’s then returned to Research Services to sign. If your study takes place in the Perioperative Portfolio, Heart Health, Eye Care Centre, or ICU, your study may require review by the applicable hospital departments/finance committees for potential impact—research Services will help facilitate this process.

Next, upon receipt of full REB approval and a signed contract/letter of award (see Contract and/or Grant Facilitation), Research Services will generate account-opening documentation. This includes the study checklist, signing authorization, and accountability statement. This documentation is forwarded to the research team to complete, sign, and return to Research Services. Research Services will obtain the remaining signatures required on the study checklist, and then all required account opening documentation is sent to Financial Services. Financial Services will request and receive an SAP number for the study and directly communicate this number to the research team.