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Research Team Support

So you've been invited to
participate in a SHRF Grant Application

What does that mean?

Your Role

Involving individuals and groups that have an interest in the applications of research knowledge and that have personal experience with the topic of research reduces the gap between the research and practice.


SHRF Grant team members can fill many roles. While overlap may occur, each individual may fulfill only one role on the application.

These roles are broken down as follows:

Scientist using microscope

These individuals are added to the grant as co-applicants. They have formal training and hold a position which supports them to pursue research and whose expertise supports the proposed research project.


These individuals are added to the grant as co-applicants. They are interested in the applications of the knowledge generated from the proposed research, and play an active role in mobilizing knowledge to ensure research results have an impact. 

Person with
Lived Experience

These individuals are added to the grant as co-applicants. They contribute to the proposed research through their personal experience with a health issue or experience as an informal caregiver.


These individuals are added to the grant as supporters. This role is for individuals and organizations who have an interest in the outcomes of the proposed research or are providing a limited and defined role in the project. 

When project roles and responsibilities for an individual can fit more than one role, their role on a given application should be determined by the scope of involvement in the project. The Principal Investigator should work with team members to choose the role that fits best.

For example, an individual who is attending project team meetings or providing input on aspects of the project design would be added as a co-applicant (whether researcher, knowledge-user or person with lived experience) rather than as a supporter.

If an individual is added as a co-applicant and their affiliated organization wishes to provide a letter of support, a separate individual should be added as a supporter.

Your Responsibilities

All team members added to an application are required to accept the invitation, indicating that they agree that all provided information is accurate and that they agree to the terms and conditions of funding. The Principal Applicant is responsible for adhering to all SHRF Policies and Procedures. If you have any questions about the terms and conditions of funding, you may contact either the Principal Applicant or SHRF.

Team members are also required to complete Contributions Forms for most SHRF Grants, which detail their roles and responsibilities in the proposed research project.

Contribution Forms consist of four questions:

1) Choose your project role descriptor (Researcher, Knowledge User or Person with Lived Experience) and organization affiliation.

2) Enter the number of hours per week you expect to contribute to the project

3) Provide a description of your role in the project in 100 words or less

4) Upload a CV/resume or testimonial. These are detailed further in the step-by-step instructions below.

The scope of roles and responsibilities vary depending on the individual and the project. It is important to communicate with the Principal Applicant about the expectations of one's involvement, and to be realistic in your contribution form. Even if you are contributing one hour a week to the project, your time and expertise are valuable and will be taken in consideration by the reviewers.

The Knowledge-User handbook provides more information to assist you in navigating your role as a knowledge user on research teams applying for SHRF funding

Instructions for completing your information in the online system are found in the next section.

Or join us October 25 where a SHRF staff member will walk through the steps of completing contribution forms in the online system (the RMS). Follow along and ask questions as you complete yours!

Getting Started

Asian woman having an online meeting on laptop

Step 1:
Get Invited to the Application

The Principal Applicant is responsible for adding individuals to the SHRF Grant Application in the appropriate role (as described above).


Team members are added to the application by email.

Once added, you will receive an email from SHRF's Research Management System (RMS) with a link to follow and complete the following steps.


Need access to your application without internet? Contact us to get started. 

Woman at work

Step 3:
Register for the SHRF RMS

When registering, there will be four options presented:


  1. SHRF MOU Research Organization

  2. Canadian Non-profit Organization

  3. Other Organization

  4. Individual

You should select the option that best reflects your affiliation as it relates to your involvement in the project. If you are are working on the research project as a part of your employment with a healthcare organization or non-profit, select the option that describes your employer.

If you are working on the research project representing your own personal experience, select the option for individuals.

Your remaining contact information can be completed accordingly.


If your organization is a non-profit that does not have a CRA EIN number, please choose 'Other Organization'. If your organization is not listed, please contact us to add it.

Smiling woman

Step 5:
Complete your Contribution Form

While every individual who has accepted the invitation to an application is required to complete a contribution form, the required information will depend on the role.

Your contribution form is found on the SHRF RMS homepage


Elderly woman working on laptop

Step 7:
Submit your Contribution Form

If you are still working on your contribution form, use the 'Save Draft' button.

Once you are happy with your completed contribution form, click 'Submit'.  Please be aware that after clicking 'Submit' you will be unable to make further changes without contacting SHRF for assistance. 


Knowledge users that indicate they will be using employment time to participate in the research proposal will be asked to also provide a letter of support from their employer.

Socializing Online

Step 2:
Accept the Application

Upon clicking the email link, you will be prompted to either accept or decline the invitation to the application. 

Once you have the accepted the invitation, you will be prompted to register for the SHRF RMS if you do not already have a SHRF account.

If you already have a SHRF account, you do not need to register and can proceed to Step 5 - Completing Your Contribution Form.

If you already have a SHRF account, but are being prompted to register, confirm that the invitation was sent to the same email you've set-up your SHRF account with in the past. If the emails are different, let the Principal Applicant know to re-send the invitation to the correct email, or contact SHRF for help.


Smiling Man

Step 4:
Complete your RMS Account

After accepting the invitation and registering with your appropriate organization, you will receive an email to create a password for your SHRF RMS account.

The next steps will depend on the timeline of the grant.

If the Principal Applicant has already submitted their eligibility and been approved, you can move immediately to Step 5 - Completing Your Contribution Form.

If the Principal Applicant has not yet been approved in the eligibility stage, you will receive another email when Step 5 is available.


You can add multiple organizations to your existing account if you are representing a different role or organization on different applications. Just be sure to choose the correct organization in your contribution form.

To add other organizations to your profile, click 'Associations' in the left-hand navigation bar.

Woman on Her Computer

Step 6:
Complete your CV or Testimonial

SHRF requires different documents depending on your role. They are as follows:

Researcher - SHRF Researcher CV
Knowledge User - SHRF Knowledge User CV
Person with Lived Experience - Testimonial
Supporter - Letter of Support
Personnel - no additional documents required

Templates and Instructions for the CVs and testimonial are provided.

For the CVs, the headings used must match the headings in the template document and the formatting must follow SHRF formatting policies. The exact formatting and content is up to the individual.


Testimonials do not have to be written. Audio files may also be uploaded.

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