Management of awarded grants and fellowships

Management of awarded grants and fellowships

Notification of successful grants and fellowships

University Research Services are usually notified directly of successful grant outcomes by Funding Organisations, in which case they will immediately pass the good news on to you, the Chief Investigator. The Research Services Post-Award team will then contact you about the information that they need so that the University can accept the grant; however, if you find out directly that an application for research funding has been successful, please notify the Post-Award team ( and the FMHS Research Support team ( as soon as possible.

It is important to note that Chief Investigators do not have the authority to accept a grant or sign funding agreements on behalf of the University. As your Administering Organisation, Macquarie University enters into an agreement with the relevant funding body to administer your research grant and comply with the conditions of the agreement. The Post-Award team will arrange for the appropriate authority (Deputy Vice Chancellor of Research, DVC(R), or an authorised delegate) to sign the grant acceptance and funding agreement on behalf of Macquarie University.

Please also advise the University Research Services Post-Award team ( and the FMHS Research Support team ( any unsuccessful application outcome notifications or results.

Accepting and managing your new grant or award

The Post-Award team from the University Research Services will help you to set up the necessary management of your newly awarded grants and fellowships.

Award management for peer-reviewed grant funding is largely managed through the Pure Research Management System (Pure).

The Post-Award team will assist you with:

  • the formal acceptance of the grant
  • arranging for any funding agreements or contracts to be put in place
  • gathering, from you, any documentation (eg ethics approvals) necessary to meet the funding organisation's requirements
  • advising the Macquarie University Office of Financial Services and Human Resources of the new funding so that they can assist with the set-up of financial accounts and planning for staff recruitment respectively

Further information about what is involved is detailed in the Faculty of Medicine and Health Sciences (FMHS) guidance document 'Accepting and managing your new grant or award' and the University Research Services Grants and Funding 'Accept' webpage.

The Post-Award team will update your Pure funding 'application record' to indicate that it has become an 'award record' for a successful grant.  They will then request that you complete specific details within the award record.  Detailed instructions and guidance about how to add these grant details can be found within the Pure Quick Reference Guide titled Edit and accept an award.

Where do I source assistance and information about Ethics and Integrity, Biosafety and the Defence Trade Controls and Autonomous Sanctions Acts related to research?

Information and assistance regarding all aspects of research ethics (human and animal, biosafety or biohazard, Defence Trade Controls and Autonomous Sanctions Acts) and integrity is available from the University Research Services Ethics, integrity and policies webpage.

Low-risk human ethics

The University has established faculty ethics sub-committees to review low-risk ethics applications for research involving human participants. These sub-committees review ethics applications deemed no more than low-risk, which is defined by the National Statement as "research in which the foreseeable risk is one of discomfort [only]". For further information, please see the University Research Services Human ethics webpage and/or contact the Faculty’s Health Sciences Centre Ethics Support team (

Changes to the research activity - variations, transfers, relinquishments

Please contact the FMHS Research Support team (fmhs.researchsupport and the University Research Services Post-Award team ( as soon as practicable if changes to the research activity are necessary during the funding period. Post-Award will review the matter and determine if a variation should be submitted for approval by the Funding Body.

Changes that may require the approval of the funding body include:

  • an extension to the grant period
  • a period of leave for a Chief Investigator or other key personnel; e.g. parental leave, sabbatical, an extended period of sick or personal leave
  • changes in employment status of named personnel; e.g. a change from full-time to part-time status or resignation from Macquarie University
  • changes to supervision arrangements, departmental delegation or other changes that may have a bearing on the progress of a fellowship or other salary-based funding arrangement
  • substantive changes to the budget as detailed in the application or otherwise agreed with the funding organisation; e.g. changes across budget categories
  • transfer of the funding as a whole, or a share, to another institution
  • relinquishment of funding or early completion of a funded project for any reason

Further information about managing changes to grants is available from the Project Management - Variations and Transfers webpage.

For NHMRC- and ARC-funded grants and fellowships, variation requests are to be initiated by the Chief Investigator and then certified and submitted by the University Research Services via the online research management systems RGMS and RMS, respectively. For further information, please go to the NHMRC Grantee Variations webpage or the ARC Post-Award Management - Variations webpage.

Reporting obligations

Chief Investigators can contact the University Post-Award team ( or the FMHS Research Support team ( for information about reporting requirements for their grant-funded research if they are unsure about what is required.

  • Reminder emails from Post-Award about Progress Reports and other researcher obligations will be sent to the Chief Investigator at least one month in advance of the due date. Please contact Post-Award if reminders should also be sent to an additional or alternative person or email address.
  • If you are unable to deliver a scheduled report for a grant on time, please notify Post-Award ( so that they can negotiate an alternative course of action with the Funding Organisation as early as possible.
  • Please provide sufficient notice if administrative sign-off on reports is required. Please ensure that a copy of the completed report is provided to the University Research Services (

Information and instructions for NHMRC and ARC Reporting are available from the NHMRC website and the ARC Post-Award Management respectively. Other funding organisations will have different requirements around reporting on funded grants which will usually be outlined in the letter of offer or funding agreement provided at the start of the grant.

Further information regarding reporting obligations is available from the Post-Award Project Management - Reporting and Milestones webpage.

NHMRC grants and fellowships

NHMRC expects that all named Chief Investigators for a grant will update their CV in RGMS by 30th June annually, in place of annual progress reports. It is especially important to link all outputs and outcomes, not just publications and patents, to the relevant NHMRC grant ID as this information will be used by NHMRC to assess grant outcomes.

Annual financial reports and acquittals

The University Research Services Post-Award team will provide Chief Investigators with an annual finance report as needed for reporting purposes and submit acquittals prepared by the Office of Financial Services to funding organisations.

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