Accepting and managing internal grants and fellowships

The processes, resources and expectations around accepting and managing internal grants and fellowships at the University of Melbourne

  • Accepting your grant

    Each individual internal grant scheme has its own processes for advice of award. In some cases applicants will be advised directly by Research, Innovation and Commercialisation (RIC), however depending on faculty and department involvement, for some schemes (e.g. Melbourne Research Grant Support Scheme) applicants are advised of outcomes directly by the faculty.

    As the process required to accept an internal grant may vary, the exact requirements and any documentation necessary will be advised to individual awardees.

  • Variations of the project agreement

    Variations occur when a successful grant needs modification from the original project agreement.

    For instance, personnel may withdraw, you may experience delays which prevent timely completion of project milestones or the expenditure of funds within the award period. To discuss a variance to the conditions of an internal award please contact the grants officer responsible for that award.

    Extensions to a project end date will only be considered in exceptional circumstances, with a maximum extension of six months unless otherwise specified in the funding guidelines. Requests must be approved by the chief investigator’s head of department and submitted to the Research, Innovation and Commercialisation (RIC) at least one month prior to the project end date.

    Please use the following form for Carlton Connect Initiatives Fund extension requests:

    Download the University of Melbourne Carlton Connect Initiatives fund request for extension form

    Please use the following form for Innovation Seed Fund for Horticulture Development extension requests:

    Download the University of Melbourne/DEDJTR Innovation Seed Fund for Horticulture Development extension form

    For all other internal grants please use the following generic grant extension request form:

    Download the University of Melbourne Internal grant scheme request for extension form

  • Transferring and leaving the University

    University of Melbourne internal grants cannot be transferred. When you leave the University, the award must be relinquished and any unspent funds returned. Contact the Grants Officer who co-ordinates the scheme under which your award is held. Your Departmental Administrator, in conjunction with Financial Operations, will arrange for unspent funds to be returned.

    The transfer of an internal grant between departments (for instance, in the event of the Chief Investigator moving departments) will require the completion of a Themis TR1D form. Project codes are affected and sign off is required by Department Managers and Heads of Department (departing and new).

  • Reporting

    Progress, mid-term and final reports

    All researchers who are awarded an internal grant are required to submit a report in accordance with the conditions under which the award was made. The completed report should be signed off by the appropriate head of department, and a copy made available to collaborators (if appropriate).

    Please submit an electronic copy only (single pdf file) to Research, Innovation and Commercialisation (RIC) via the email address specified on the form. Hardcopies will not be accepted.

    For all other internal grants and fellowships