Administering Institutions

A list of current NHMRC Administering Institutions is available.

Roles and responsibilities of Administering Institutions

NHMRC's purposes are to fund high-quality health and medical research and build research capability, support the translation of health and medical research into better health outcomes and promote the highest standards of ethics and integrity in health and medical research. The role of Administering Institutions is to support NHMRC by ensuring that each research activity is conducted in accordance with these purposes. Therefore, Administering Institutions are expected to demonstrate significant ability in research for improving health and medical outcomes for Australia.

Administering Institutions must ensure that each research activity is carried out in an ethical, responsible, diligent and competent manner and in accordance with the approved grant application. The responsibilities of Administering Institutions include all necessary arrangements to ensure compliance with:

• the requirements for being an Administering Institution
• the Funding Agreement
• the Funding Policy applicable to each scheme
• any Funding Conditions
• all applicable NHMRC Approved Standards and Guidelines including NHMRC's Open Access Policy, the NHMRC Research Integrity and Misconduct Policy and policies to support gender equity.
• The Australian Code for the Responsible Conduct of Research, 2018
• The Guidelines to Counter Foreign Interference in the Australian University Sector
• The National Redress Scheme for Institutional Child Sexual Abuse (the Redress Scheme)
• The National Principles for Child Safe Organisations

Requirements for Administering Institution status

The criteria for the organisation to be eligible to apply for Administering Institution status are to:

1. Conduct health and medical research in Australia
2. Have a minimum of 2 years proven track record of:
   1. operating under its legal name that is registered with its ABN – in some circumstances the track record under a prior legal name or ABN may be considered.
   2. having the objective to improve health and medical outcomes for Australia by conducting health and medical research in location/s in Australia
   3. operating as one of the entity types listed in the application form
   4. operating a publicly searchable website under the applicant's name
   5. having an independent governing board or council with scientific and administrative experience, skills and qualifications
   6. successfully applying for and administering research grants from any government or non-government entity, for example by operating as a Participating Institution (see below) under the leadership of an NHMRC Administering Institution
   7. being financially viable and of sufficient size to provide assistance, resources, facilities and services to support research activity and cover all other expenses like administration, insurance, rent, taxes, repairs, salaries, communications and utility charges, as demonstrated by annual reports and where relevant financial audit reports.
   8. have the necessary research infrastructure in place, as demonstrated by annual reports and where relevant financial audit reports
3. Have successfully completed a review of its internal procedures and policies to assure compliance with NHMRC's policies and requirements, including NHMRC's Open Access Policy, the NHMRC Research Integrity and Misconduct Policy and policies to support gender equity, ensuring that if Administering Institution status is granted, the organisation is able to enter into and meet all of the requirements of the NHMRC Funding Agreement.
4. Be able to confirm that the Administering Institution can name the required minimum named individuals in each of the positions, with at least 2 Research Administration Officers, 2 Responsible Officers, at least one Financial Officer and one qualified public accountant or a member of one of the following organisations, CPA Australia, Chartered Accountants in Australia and New Zealand, or the Institute of Public Accountants as the Chief Financial Officer.

Once approved, Administering Institutions are required to have a signed Funding Agreement in place.

Administering Institution application process

Organisations can apply for NHMRC Administering Institution status by completing the Administering Institutions application form (see downloads section, below).

The Administering Institution application form collects data about the organisation and requires a declaration from the organisation's CEO/Vice-Chancellor confirming that it meets the specified requirements.

Relevant documents also include:

• NHMRC Funding Agreement and Approved Standards and Guidelines
• NHMRC Policies and Associated Documents

Submit the completed application form to: administering.institutions@nhmrc.gov.au.

Incomplete application forms will not be assessed.

Note

• NHMRC reserves the right to ask the applicant organisation to provide additional information to support its claims of suitability to administer Australian Government funding.
• NHMRC endeavours to complete the application review within 30 to 60 business days, however reviews could take longer in peak periods or where more information is required from applicants.
• The applicant organisation will be notified of the assessment outcome in writing.

Administering Institutions cannot be named as a partner on a Partnership Project application, unless they: (1) are an organisation which primarily delivers health policy and/or health services, and (2) obtain a waiver from NHMRC. Refer to Partnership Projects for further information.

Participating institutions

If the organisation does not meet the requirements for Administering Institution status, it may partner with an existing Administering Institution as a Participating Institution to apply for and, if successful, receive funding. Further information about Participating Institutions is available in the NHMRC Funding Agreement.

Retaining Administering Institution Status

All Administering Institutions must:

• keep contact details up to date and review them every year
• submit an Institutional Annual Compliance Report every year.

An organisation may relinquish Administering Institution status if it:

• does not intend to apply for NHMRC grants in the future
• intends to only apply for Medical Research Future Fund (MRFF) grants. These grants require a separate MRFF Eligible Organisations status.

To relinquish status, send a letter from the Chief Executive Officer or delegate to: administering.institutions@nhmrc.gov.au

Further information

Direct enquiries about Administering Institution status to: administering.institutions@nhmrc.gov.au.