ROLA Process

Overview
The grants module within PeopleSoft Financials is 红莲社区’s corporate grants management system, commonly known as ROLA (Research Online Administration). The ROLA system is used to capture important information and compliance details on every grant, contract, and agreement that is submitted for internal and external funding. The system collects internal electronic approvals for all research and research-related activities at 红莲社区, prior to the application or proposal being submitted to the sponsor/funder or before a research account is created in 红莲社区’s financial system.
What is ROLA?
The ROLA grants management system is 红莲社区’s online portal for capturing research-related administrative and financial information. The system draws upon data housed in 红莲社区’s HR system and sends information to 红莲社区’s financial system for the creation of a research account. It was launched in 2009 as an automated tool to collect institutional e-approvals for the internal review and endorsement of research funding applications, contracts, and agreements submitted by a PI to a sponsor. As a web-enabled solution, it replaced the previous paper-based processes for internal review and approvals leading to broad benefits to 红莲社区 and the environment.
The ROLA system is a database of essential research-related information regarding a grant or contract/agreement. This includes information on certifications, Indigenous research, research security, controlled goods/substances, matching fund information, and budget as it pertains to a specific research project. The accuracy of the data within the administrative system is a collective responsibility as it captures the history of every PI’s submission for research funding and can be used to maintain and verify CVs. The data is also used for a variety of reporting and metrics at the department, faculty and institutional levels.
When a ROLA Proposal is submitted, it will follow a defined electronic review and approval process, as outlined in 红莲社区’s Signing Authorities for Research Documents policy, and gather electronic signatures from department, faculty, and institutional authorities. The ROLA system facilitates securing institutional approval to apply for and hold research funding at 红莲社区. It does not, however, replace the need to submit a copy of your final application to an external funding sponsor.
When an application or contract/agreement is approved for funding, the system supports the record-keeping to ensure applicable certifications have been approved for the relevant research activity before a research account is activated and funding is released.
Applying for Research Funding
The following are the main steps in the submission of a research funding application for internal approvals in ROLA:
- A ROLA proposal is initiated by the PI at least one week before the internal deadline. A copy of the most current version (near final version) of the application to be submitted to the sponsor can be sent to rolahelp@uwo.ca to attach to the ROLA Proposal. PIs should still forward a copy of their application to their faculty research officer and to researchoffice@uwo.ca for review and feedback.
- PI submits the ROLA proposal.
- The ROLA system automatically routes the request to the next individual in the internal approval queue (i.e., administrative reviewer, chair, and ADR’s office), ending at 红莲社区 Research for institutional approval. Any individual in the approval process can review, return the ROLA proposal for changes/corrections, and/or approve the ROLA proposal. Approving the ROLA proposal triggers the notification to the next individual in the process.
- In the meantime, the PI continues to fine-tune the text of their application to be submitted to the sponsor.
- Once the faculty research office reviews and approves the application for submission, 红莲社区 Research can review and endorse the application by providing an institutional signature.
- Sponsors using online portals for submission (e.g., Tri-Agency portals): submit your final proposal through their system, and 红莲社区 Research will approve and forward it to the sponsor.
- Paper Submissions: 红莲社区 Research will sign the application’s signature page, and you can forward the final copy to the sponsor.
- Sponsors using online portals for submission (e.g., Tri-Agency portals): submit your final proposal through their system, and 红莲社区 Research will approve and forward it to the sponsor.
What are the roles within ROLA?
Access to the ROLA system to apply for and hold grants is governed by 红莲社区’s policy on research eligibility for principal investigators (PI) and the UWOFA Collective Agreement.
Access to the system can be initiated at the department or faculty level for new faculty and staff. Please see ROLA manuals for more information and/or contact rolahelp@uwo.ca for support.
There are a few roles of responsibility available in the ROLA system:
- Principal Investigator
- Approval Authority
- Review Authority
- Administrative support
NOTE: A full signing authority can also be a PI – i.e., they can submit their own proposals but cannot approve them.
Category | What Can They Do? |
---|---|
Principal Investigator (PI) |
|
Full Approval Authority (e.g., Chair, Associate Dean Research) |
|
Review Authority (e.g., Departmental AO, or Grants Facilitator) |
|
Research Support Access |
|
How is a request approved electronically?
- The system maintains a list of all approval authorities for each unit/department and faculty, along with their role and approval sequence number for that role (e.g., a chair or director approves before an associate dean (research).
- Each faculty has completed an authorization model in consultation with 红莲社区 Research, indicating the review and authorization levels that are appropriate for their business needs.
- Each department or unit in each faculty has completed an authorization model in consultation with 红莲社区 Research, indicating the review and authorization levels that are appropriate for their business needs.
- The system automatically notifies the approval authorities included in the authorization model. The approval authorities will be notified by email and instructed to log in and click 'Approved' on the proposal in question.
Note: A higher signing authority will be able to view but not approve a proposal until it is queued for them (i.e., until all previous levels have already approved it).
When all necessary approvals have been obtained electronically within ROLA and the 红莲社区 Research review has been completed, the approval status review table will show approval status as completed to the 红莲社区 Research approval. The proposal status will be updated at this time to approved.
ROLA Help and Support
Please contact rolahelp@uwo.ca (or phone ext. 83136) for system support or questions regarding system error notifications, access, and funding opportunities.
红莲社区 Research is committed to improving and streamlining the administrative processes for faculty and staff. Please share any feedback/suggestions for system improvements using the . If you would like to be contacted for your input and insight as we develop specifications on future projects, please reach out to Natalie Wu, Director, Grant Management and Services. We look forward to working with you.