Account Setup

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

The Contract & Grant Facilitation Team is committed to serving the intricate needs of the research community. The Team provides support 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. During the project, the team provides on-going management support including contract and budget amendments.

Specifically, the Team is responsible for assisting with, preparing, reviewing, and approving all research agreements and budgets for Industry Sponsored and Investigator Initiated research studies being conducted at NSHA. Examples include:  Non-Disclosure/Confidentiality Agreements, Clinical Trial Contracts, Site Agreements, Funder Agreements, Collaborative Research Agreements, Data and Material Transfer AgreementsThe Team assists research teams with funding applications and budgets, 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 NSHA.

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

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

If you are interested in developing a research study, there are resources in place to help you. 

If you are conducting investigator-driven research, information can be found here:

If your research is industry-sponsored information can be found here:

If your project is an institutional award, information can be found here:


All research projects involving patients, staff, resources or data within the Nova Scotia Health Authority (NSHA) 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.

Hospital Service Agreements and Applicable Institutional Approvals

  • You will receive an email from Research Services with a study initiation package. Please complete the information required and return it to Research Services.
  • Research Services will 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 is then returned to Research Services to sign.
  • If your study takes place in the following areas, your study may require review by the applicable hospital departments/finance committees for potential impact: Perioperative Portfolio, Heart Health, Eye Care Centre, ICU.  Research Services will help facilitate this process.

Account Opening

  • Upon completion of the steps above, as well as the receipt of full REB approval and a signed contract/letter of award (see Contract and/or Grant Facilitation), Research Services generates account opening documentation, including the study checklist, signing authorization and accountability statement. This 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.

Contact(s): Hospital Service Agreements, Account Setup: Stacey Pyke, 902-473-6682,