Annual Grants 2025

Application Guidelines

Please ensure you have read and understood this information prior to commencing your application.

Applications open: Monday 28th April 2025

Applications close: Tuesday 10th June 2025 at midnight - late applications will not be considered.

Announcement Date: 30th June 2025

1. OUR MISSION
The Prince of Wales Hospital Foundation Ltd (the Foundation) aims to provide the Prince of Wales Hospital (POWH) more opportunities to improve patient care and outcomes, by supporting outstanding projects in the areas of Research, Innovation, Education and Wellbeing.

2. ABOUT THE ANNUAL GRANTS
The Foundation Annual Grant Round (Annual Grant Round) provides funding support to POWH staff towards research, education, innovation and staff and patient wellbeing initiatives. The Foundation has provided over $5 million in grants since 2012.

3. GRANT CATEGORIES
The 2025 Annual Grant categories are:
• Research - Supporting researchers within their field
• Education - Staff education initiatives and conferences
• Innovation - Developments, simple or complex, that lead to improvements in health outcomes and patient experience.
• Wellbeing - Positive physical and emotional outcomes for staff and patients
NB: Equipment is not a stand-alone category, however, will be considered for applications that deliver clear impact as part of a broader project under the existing categories and criteria.

4. ELIGIBILITY and ALL CATEGORY CRITERIA
4.1 Applications are open to all staff of POWH.
4.2 The project must directly and clearly benefit POWH patients and/or staff.
4.3 Applications are for projects to commence from 1 July 2025. Applications for retrospective projects will not be eligible.
4.4 All applications must demonstrate:
i. Project objective
ii. An itemised budget, detailing all expenses
iii. Anticipated outcome or result including impact.
iv. Approval from relevant bodies/staff
o Head of Department
o POWH Executive (where relevant)
o Ethics Committee (where relevant)
v. There is no existing departmental budget available.
4.4 Grant applications over $5,000 must also demonstrate/outline
i. Clear project design and methodology
ii. Details of any other funding obtained or partnerships supporting the project
iii. A comprehensive and detailed timeline
iv. Other supporting documentation (if relevant)

5. PRIORITY CONSIDERATION
5.1 Priority will be given to projects with:
i. the greatest “exponential” benefit – ie. ultimately benefiting the greatest number of patients and/or staff
ii. “Seed funding” potential – early project funding where results could lead to subsequent investment from other funding bodies
iii. Research where scientific outcomes can be applied to patient care (“translational” research)
iv. Projects where outcomes lead to a reduction of cost/burden and/or increased efficiencies.

6. APPLICATION PROCESS
6.1 Applications can only be submitted online at powhf.org.au/grants.
6.2 Grant applications under $5,000 will only require completion of the Part 1 application form.
6.3 Grant applications over $5,000 will require more detail by completion of Part 1 and Part 2 application forms.
6.4 Applicants should upload all supporting documentation and attachments to the application web portal together with the application.
6.5 If there are quotes to support the budget, please attach them to the application portal.
6.6 Applicants may apply for more than one grant, but a separate application must be submitted for each project.

7. ADDITIONAL CATEGORY-SPECIFIC CRITERIA
7.1 Research
i. Research grants are designed to support clinical research and must demonstrate scientific merit.
ii. Research projects must be formally approved in writing by the Department Head and Ethics (where relevant).
iii. Requests for FTEs must not impact on current staffing levels without Head of Department approval.
7.2 Education
i. This category is for initiatives which will support or develop an education initiative for staff, including attendance/presentation at a relevant professional domestic or international conference.
ii. Conference support must relate to one or more staff at a relevant professional conference where there is no alternative source of funding or financial assistance.
iii. Funding towards postgraduate education programs will not be considered.
iv. Group applications for Staff Education Initiatives will be considered if they are not the core business of POWH staff.
v. Applications for Staff Education Initiatives must demonstrate mitigation strategies should staffing be affected. These must be presented to the relevant Program Lead.
vi. Conference Support funding may cover economy flights, accommodation, or conference costs for the applicant only. Awarded funding will not cover all costs associated with attendance. For example hotel/airport transfers, meals whilst travelling/attending should not be included in any application.
7.3 Innovation
i. Projects that aim to create an improved outcome by changing existing models or implementing new practices that benefit staff and/or patients.
7.4 Wellbeing
i. Initiatives focused on positive physical and emotional outcomes for staff and patients to improve the patient’s in-hospital experience.

8. EVALUATION AND AWARDING
8.1 Assessment of all applications will be conducted by the Grants Review Team (GRT) including POWH staff nominated by the Chairman of the POWHF Board Clinical and Research Committee.
8.2 All applications will be evaluated based on their merit and their adherence to these criteria.
8.3 The Foundation reserves the right to offer partial funding to successful applicants.
8.4 Applicants will be notified in writing of the outcome of their application on 30th June 2025.
8.5 Successful grants will be listed on www.powhf.org.au.
8.6 Decisions are deemed final and there is no process for appeal.

9. CONDITIONS OF SUCCESSFUL GRANT AWARDS
9.1 Allocated grant funding is required to be accessed and spent by 31 August 2026.
9.2 If the application includes quotes, it is the grant recipient’s responsibility to ensure all quotes are current.
9.3 Progress reports are mandatory from all successful grant recipients at 6-month and 12-month intervals without exception. Failure to provide a progress report may result in any remaining funds being withheld.
9.4 Grant recipients are required to acknowledge the Foundation’s support by displaying the Foundation logo on relevant materials including social media and publications. Please contact Grants and Administration Lead for the correct logo.
9.5 The Foundation has the right in agreement with the grantee to promote successful grants to the media, including print and digital.
9.6 The Foundation reserves the right to suspend or terminate funding with written notice to the grant recipient if a significant issue arises during the grant period that may cause harm to the Foundation or its brand.
9.7 In the event of POWH staff movements, an awarded grant may be transferred to another POWH staff member provided that the project continues in accordance with the original purpose of the awarded grant.

10. UNSUCCESSFUL GRANT APPLICATIONS
10.1 Unsuccessful applicants will be notified in writing after the award announcement.
10.2 Unsuccessful applicants can request additional feedback on the application by contacting the Grants and Administration Lead.
10.3 Unsuccessful applications are eligible for resubmission the following year.

11. FUNDS DISBURSEMENT CONDITIONS
11.1 The Foundation will disburse grant funding on the following conditions:
i. The grant recipient MUST complete, sign and submit a grant funds request form together with an itemised tax invoice from
o An external supplier; or
o The POWH (for salary costs)
ii. ALL tax invoices to be made out to the Prince of Wales Hospital Foundation.
iii. Salary costs will be paid quarterly in advance and the tax invoice must include dates for that period. Salary payments for current POWH staff must be invoiced to POWHF.
iv. For reimbursement of costs, the grant funds request form must be accompanied by a detailed tax invoice/receipt.