Application Guidelines

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

Applications open: Tuesday 28th April 2026

Applications close: Tuesday 9th June 2026 at midnight – late applications will not be considered.

Announcement Date: 7th July 2026

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.

The Annual Grant Round is intended to support new or expanded initiatives that cannot reasonably be funded through routine operational or departmental budgets.

3. GRANT CATEGORIES

The 2026 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 employed POWH.

4.2 The project must directly and clearly benefit POWH patients and/or staff.

4.3 Applications are for projects to commence from 7 July 2026. 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 or operational budget available to support the project.

4.5 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 (where relevant)

5. PRIORITY CONSIDERATION

5.1 Priority will be given to projects with:

i. the greatest “exponential” benefit – meaning the potential to ultimately benefit the greatest number of patients and/or staff
ii. “Seed funding” potential – where early support may lead to subsequent investment from other funding bodies
iii. Research where scientific outcomes can be applied to patient care (“translational” research)
iv. Projects that reduce cost, clinical burden, or improve operational efficiency.

6. APPLICATION PROCESS

6.1 Applications can only be submitted online via powhf.org.au/grants.

6.2 Grant applications under $5,000 will require completion of the Part 1 application form only.

6.3 Grant applications over $5,000 will require 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 Where quotes support the proposed budget, current quotes should be uploaded with the application.

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 funding conditions are outlined in section 9.2.

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. Examples may include pilot programs, new care pathways, workflow redesign or evaluation of emerging technologies.

7.4 Wellbeing

i. Initiatives focused on positive physical and emotional outcomes for staff and patients to improve the patient’s in-hospital experience. Wellbeing initiatives should include clear measures of engagement, uptake, or impact where feasible.

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 Assessment will consider factors including:

i. Anticipated impact on patients and/or staff
ii. Strategic alignment with POWHF mission
iii. Clarity and feasibility of the proposal
iv. Sustainability beyond grant funding

8.4 The Foundation reserves the right to offer partial funding to successful applicants.

8.5 Applicants will be notified in writing of the outcome of their application on 7th July 2026.

8.6 Successful grants will be listed on www.powhf.org.au.

8.7 Decisions are deemed final and there is no process for appeal.

9. CONDITIONS OF SUCCESSFUL GRANT AWARDS

9.1 For applications that include quotes, it is the grant recipient’s responsibility to ensure all quotes are current. The applicant should make provisions for any supplier price increases should the quote be outdated at the time that funds are requested.

9.2 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.

9.3 Progress reports are mandatory from all successful grant recipients at 6-month and 12-month intervals without exception. The 12-month outcome report at the conclusion of the project must outline achievements against objectives and use of funds. Failure to provide a progress report may result in any remaining funds being withheld. Non-compliance may also be considered in assessment of future grant applications.

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.

9.8 Allocated grant funding is required to be accessed and spent by 31 August 2027.

10. UNSUCCESSFUL GRANT APPLICATIONS

10.1 Unsuccessful applicants will be notified in writing following the announcement.

10.2 Unsuccessful applicants may request additional feedback by contacting the Grants and Administration Lead.

10.3 Unsuccessful applications may be revised and resubmitted in future rounds.

11. FUNDS DISBURSEMENT CONDITIONS

11.1 The Foundation will disburse grant funding on the following conditions:

i. The grant recipient MUST submit a signed grant funds request form together with an itemised tax invoice from:

o An external supplier; or
o The POWH (for salary costs)

v. ALL tax invoices must be made out to the Prince of Wales Hospital Foundation.

vi. 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.

vii. For reimbursement of costs, the grant funds request form must be accompanied by a detailed tax invoice/receipt.