# Faculty External Funding

**Source**: https://cumming.ucalgary.ca/research/funding-opportunities/faculty-external-funding
**Parent**: https://cumming.ucalgary.ca/

# External Grant Application Requirements

All external grant applications led by CSM researchers **must be approved prior to submission** to the funding agency. This approval process is normally managed through the [UCalgary Research Management System (RMS).](https://my.rms.ucalgary.ca/) This approval process is a necessary institutional one.

[Access RMS](https://my.rms.ucalgary.ca/)

## What You Must Do in RMS

You must complete these steps *before* RSO’s internal deadline:

### RMS

Create an RMS record for your external grant application

[Access RMS Here](https://my.rms.ucalgary.ca/)

### Submit for, and Obtain, Approvals

Ensure it’s been approved by both your Dept Head and ADR

### Attach your final and complete application in RMS.

Please note that you can obtain approvals prior to attaching your finalized application.  Check with your department head on requirements for their approval.

The RMS team has created instructions on how to create an RMS record and submit it for approval.

[View Instructions for Full Applications](https://research.ucalgary.ca/sites/default/files/RMS/QRG_Creating_a_Pre-Award_Application_June2020.pdf)
[View Instructions for LOIs](https://research.ucalgary.ca/sites/default/files/RMS/researcher/QRG_PRE_AWARD_Create_LOI_PI_Co-I_TM.pdf)

## When You Must Do It

To allow your Dept Head and the ADR sufficient time to complete their responsibilities, create an RMS record and **submit it for approval well before RSO’s internal deadline**. How long before RSO’s deadline will vary—consult your Dept Head—but it will be at least 1-3 days before.

While RSO’s internal deadline is typically 3 business days prior to the agency deadline, you must check RSO Funding Calendar to verify this as exceptions apply. If you cannot find the competition in RSO’s Funding Calendar, contact medgrant@ucalgary.ca as soon as possible.

[RSO Funding Opportunities Database](https://research.ucalgary.ca/conduct-research/funding/search-funding-opportunities/database)
[Email MedGrant](mailto:medgrant@ucalgary.ca)

## What You Must Upload in RMS

You must upload a copy of the application to the RMS record. The RMS team has created instructions on [how to add attachments to an RMS record.](https://research.ucalgary.ca/sites/default/files/RMS/researcher/12_QRG_Adding_or_Deleting_Attachments.pdf)

NOTE: **You do not need to do this when you first create an RMS record and submit it for approval. This only needs to be done prior to RSO’s internal deadline**, and you’ll be able to edit the RMS record after it’s been approved by your Dept Head and the ADR. (This means you can create an RMS record, and submit it for approval several business days before the internal deadline while you work on your application, then upload the final draft to the RMS record just before RSO’s internal deadline.)

You must also upload any signature or authorization page(s) the funding agency requires to the RMS record, as RSO provides the authorized institutional signature for the University.

## Exceptions, and Other Requirements

### Requirements for Institutional Signatures

All grant application documents requiring an institutional signature must be reviewed and approved by RSO. If you require an institutional signature (for an external grant led elsewhere or for an institutional letter of support) you will need to **complete the approvals process in RMS**, including attaching the complete application/letter and signature page. **RSO’s standard 3-day internal deadline applies**.

For questions about institutional signatures or letters of support please contact [medgrant@ucalgary.ca](mailto:medgrant@ucalgary.ca).

### Additional Departmental Requirements

Some Departments may have additional requirements regard RMS and the approvals process. **Liaise with your Department Head before starting any grant application** to know what additional requirements they might have.

### Designates in RMS

RMS allows CSM researchers to add Designates—others who can create RMS records and submit them for approval on your behalf.

NOTE: If a Designate submits an RMS record for approval on your behalf, **you must log in to RMS and approve it** ***before* it can go to your Department Head** for approval.

The RMS team has created instructions on [how to add designates in RMS](https://research.ucalgary.ca/sites/default/files/RMS/researcher/7_QRG_Add_Delete_Designate.pdf).

### RFAA Exceptions

While RMS is replacing the RFAA form, a handful of competitions will not utilize the RMS system. CSM researchers applying for these competitions are instead required to complete a [Research Funding Application Approvals (RFAA) form](https://www.ucalgary.ca/research/files/research/rfaa-grant-template-july-2017.pdf). The [RSO Funding Calendar](https://ucalgary.ca/research/researchers/funding-opportunities/deadline-calendar) will indicate if the RFAA form should be used instead of RMS. If unsure, contact [medgrant@ucalgary.ca](mailto:medgrant@ucalgary.ca) as soon as possible.

## Need Help?

The RMS team has created a detailed [pre-award learning guide](https://research.ucalgary.ca/sites/default/files/RMS/General-User-Pre-award-Learning-Guide_v6.pdf), which can walk through various aspects of using RMS and help you troubleshoot any number of issues.

The RMS team is also offering [RMS training sessions](https://research.ucalgary.ca/conduct-research/additional-resources/research-management-system-rms/rms-training#sessions). **You are encourage to undertake RMS training ASAP.**

[Access Pre-Award Learning Guide](https://research.ucalgary.ca/sites/default/files/RMS/General-User-Pre-award-Learning-Guide_v6.pdf)

## If you run into additional issues, including technical issues you can reach out to the RMS Team or UService:

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#### Via Email:

- [rmshelp@ucalgary.ca](mailto:rmshelp@ucalgary.ca)  (RMS Team)
- [rms@ucalgary.ca](mailto:rms@ucalgary.ca) (ISC Team)

#### Via Phone:

- 403.210.9309 (RMS Team)
- 403.210.9300 (ISC Team)

#### UService in Person:

- MAIN CAMPUS (Math Sciences 773)
- FOOTHILLS CAMPUS (Health Science Centre G-351)

#### The CSM Grant Development Office is also here to help.

[Grant Development Office](https://cumming.ucalgary.ca/research-institutes/csm-research-services/grant-development-research-facilitation/Contact-Us)