NHMRC recognises that the COVID-19 outbreak is affecting many in Australia’s health and medical research community including NHMRC grant applicants and recipients and members of NHMRC Peer Review Panels.
These FAQs are intended to address frequently asked questions from NHMRC stakeholders about the effect of the COVID-19 outbreak on applications for NHMRC funding, peer review, grant management and other NHMRC processes.
Note: As the COVID-19 outbreak and associated impacts continue to evolve, grant applicants and recipients are strongly encouraged to monitor this website for updates. NHMRC will review frequently and advice may change if there is a significant change in circumstances or additional clarifications are required.
- Will NHMRC accept late grant applications from applicants affected by the COVID-19 outbreak?
- If I receive an extension to an existing grant, will this affect my eligibility to apply for grants in current rounds?
- What is NHMRC doing to support researchers who request extensions to application deadlines due to extenuating circumstances?
Answers (updated 13 May 2020):
In response to the COVID-19 outbreak, NHMRC has announced some changes to the application deadlines for a number of its grant schemes. Further information is available here: Update – Changes to NHMRC 2020 Funding Schemes
For currently open rounds, there is a section in all NHMRC scheme guidelines on application extensions (e.g. Section 7.2 in the 2020 Ideas Grant Guidelines).
RAOs must submit all requests for application extentions via email to email@example.com before the scheme close date and time. Any requests for extension must detail how the applicant is impacted, and why they are unable to submit their application by the specified due date. Noting that there have already been significant changes to deadlines for the Ideas Grant and Clinical Trials and Cohort Studies (CTCS) Grant schemes, aadditional extension requests will only be considered for:
- unforeseen circumstances beyond the current COVID-19 pandemic, e.g. natural calamities such as bushfires, floods or cyclones, or
- exceptional circumstances that affect multiple researchers, e.g. power and/or internet network outages, or
- where an applicant, or a member of their immediate family, is incapacitated due to a sudden or an unforeseen medical emergency, such as life-threatening illness, accident or death.
Extensions, if granted, will be for a maximum of seven calendar days. This is to ensure that subsequent peer review processes and approval of funding recommendations are not delayed, especially as eligibility decisions for some NHMRC schemes depend on an applicant's success with other schemes.
Requests for extension submitted after the scheme close date and time will not be considered.
Normally, extensions to existing grants only impact eligibility to apply for future grants if the extension pushes the grant end date beyond the final year and into the next calendar year. The final year of a research activity is considered to be the calendar year (i.e. between 1 January and 31 December) within which the research activity is completed.
The effect on eligibility of extensions that do push the grant end date beyond the final year is currently being considered and advice will be provided here and in the relevant scheme guidelines when it is finalised.
Information on amended eligibility requirements for 2020 Ideas Grant applicants due to COVID-19, can be found here.
- As a consequence of travel restrictions I am unable to travel to a Peer Review Panel at NHMRC. What should I do?
- Will the COVID-19 outbreak affect NHMRC’s peer review processes?
Answers (updated 13 May 2020):
NHMRC is seeking to avoid the need for any travel wherever possible, given the importance of social isolation, the quarantine provisions in place in various jurisdictions, and the relative ease of conducting most business by video.
All panel meetings scheduled between now and 31 May 2020 will be undertaken by video or teleconference or are in the process of being cancelled. Meetings after May are also being reviewed.
Any questions about travel, video or teleconferencing should be directed to the relevant panel secretariat.
NHMRC is reviewing its peer review processes for the 2020 round because of the special circumstances. Key considerations are outlined here: Message from the CEO to the health and medical research sector. Further information on the changes to peer review processes for the 2020 Ideas Grants round is available here.
- My NHMRC-funded research has been and/or will be disrupted by the COVID-19 outbreak. What is NHMRC’s policy on variations as a result?
- Will NHMRC allow project extensions due to delays related to the COVID-19 outbreak?
- What if my project needs to be postponed or delayed because of the COVID-19 outbreak? How long a delay is acceptable before we have to relinquish the grant?
- What should I do if travel to a research site is hindered due to travel restrictions that are in place because of the COVID-19 outbreak?
- My institution is unable to complete and submit financial, research activity and other NHMRC reports by the scheduled due date, because of the COVID-19 outbreak. What is NHMRC’s position regarding such deadlines and what extensions/concessions are available?
If you have received a grant and circumstances have changed – for example, there has been a delay in your Research Activity because of your involvement in the clinical or public health response to COVID-19 – you can apply to vary your grant. NHMRC’s Grantee Variation Policy provides information on grant variation types and their duration and is available at: Vary your grant
Variations that may be relevant due to the impact of the COVID-19 outbreak include: Deferral of commencement date; Deferral of an in-progress grant and extended leave requests; Extended end date; Change to a research plan; and Change in Full-Time Equivalent (People Support Schemes only).
Please work with your Administering Institution’s Research Administration Officers (RAOs) as your first point of contact for all grant administration matters.
Noting the exceptional circumstances of the COVID-19 outbreak, NHMRC will seek to accommodate all reasonable requests for variation with an emphasis on keeping research teams intact and supporting the NHMRC-funded research workforce where possible. This will help research to move ahead as quickly as possible after the outbreak.
If your institution is having problems submitting reports by the due dates due to the COVID-19 outbreak, the RAO can contact NHMRC to resolve any issues.
NHMRC will take the exceptional circumstances associated with the COVID-19 outbreak into account when considering compliance with grant variation and other reporting requirements.
As the COVID-19 outbreak is likely to lead to an increased volume of variation requests, NHMRC recognises that it may not always be possible to submit one month prior to the proposed date of effect. Variations with retrospective effect will take into account exceptional circumstances.
NHMRC will work with Administering Institutions case by case to resolve any issues arising from the COVID-19 outbreak.
NHMRC will work with RAOs to provide more flexibility in processing grant variations, such as considering longer extension durations if required, receiving bulk requests for variations and considering retrospective requests for variations as a result of the COVID-19 outbreak.
If RAOs have any questions about grant variations after reviewing the Grantee Variation Policy, please contact: Postaward.firstname.lastname@example.org
To assist researchers and research administrators with managing reporting obligations during the COVID-19 outbreak, NHMRC will allow a 2-month extension on Medical Research Endowment Account (MREA) Financial Statements and MREA Financial Acquittals. The dates will not be updated in RGMS as this will create problems for background processes for the following year.
|Reporting type||Current due date||Extended due date|
|MREA Financial Statements||End of April 2020||End of June 2020|
|MREA Financial Acquittals||End of June 2020||End of August 2020|
Extensions to Medical Research Future Fund (MRFF) reporting requirements will be determined based upon policy advice from the Department of Health. When that is available, it will be provided here.
Transfer Acquittal Statements will remain due 28 days after the approved date of Transfer variation, or for retrospective Transfer variation requests, 28 days from the date of approval of the variation by NHMRC to avoid problems with annual financial statements reporting.
NHMRC will provide a 3-month extension to due dates for Final Reports where the milestone is impacted by the COVID-19 outbreak and an extension to the grant has not been provided as a result:
- For research activities that receive an extension under a variation, this automatically extends the Final Report due date (Final Reports are due six months after the end date).
- The COVID-19 outbreak has the potential to impact on travel, meetings and/or exchange of personnel associated with my research project. What should I do?
Official Australian Government advice is updated daily and can be accessed at: Department of Health
Travel advice that can be used to inform travel decisions is available here: SmartTraveller
Official Australian Government health advice relevant to holding meetings is available here: Department of Health
NHMRC recognises that some of the circumstances arising from the COVID-19 outbreak could warrant a grant variation under NHMRC’s Grantee Variation Policy. More details are available at: Vary your grant
Applicants should contact RAOs in the first instance if they have any queries about the policy or to submit a grant variation. If RAOs have any questions about grant variations please contact: Postaward.email@example.com
- For grant-related travel that has been cancelled due to the COVID-19 outbreak, can associated non-refundable costs (e.g. airline tickets, conference registration, hotel costs) be charged to the grant?
- If air travel is cancelled by an airline, what should a grant recipient do if the airline provides a one-year voucher in lieu of a refund?
- Who do I contact regarding the impact to my NHMRC award when my NHMRC-funded travel has been cancelled?
Please review the particular NHMRC scheme Grant Guidelines and the Direct Research Cost Guidelines to see whether travel and/or conference expenditure incurred is allowed within an NHMRC grant budget.
Applicants should contact RAOs in the first instance if they have any queries about matters such as travel vouchers, or grant variations required due to cancelled/changed travel arrangements.
RAOs please note: Administering Institutions should keep travel credits and not charge them against the NHMRC budget unless it is clear that the voucher will be able to be used for the project.
RAOs who have questions about travel-related costs should contact: Postaward.firstname.lastname@example.org
- Can NHMRC provide permission to re-focus existing grants on COVID-19, where this is possible?
NHMRC recognises that the exceptional circumstances arising from the COVID-19 outbreak could warrant a grant variation, including changes to a research plan, under NHMRC’s Grantee Variation Policy. NHMRC supports researchers’ involvement in the response to COVID-19 and notes that in some cases this might result in changes to the direction of NHMRC-funded research.
More details on grant variations are available at: Vary your grant
- Has the Australian Government issued any advice about clinical trials during the COVID-19 outbreak?
- What should I do if delays due to the COVID-19 outbreak have caused low subject-enrolment that could affect the progress of my research? How do I notify NHMRC?
- My institution conducts clinical trials/ cohort studies/human subject studies and has experienced delays due to the COVID-19 outbreak. What should we do?
- My institution conducts clinical trials and/or cohort studies and has arranged alternative strategies to conduct participant study visits. Will NHMRC support unanticipated costs associated with alternative study visit strategies necessary to maintain the health and safety of study participants and the continuity of the trial/ cohort study?
The Australian Government has released a statement: COVID-19: Guidance on clinical trials for institutions, HRECs, researchers and sponsors:
NHMRC recognises that some of the circumstances arising from the COVID-19 outbreak could present risks to patients and the success of the trials/cohort studies themselves. This may include delays to recruitment of subjects, changes to treatments, additional care provided to subjects, availability of staff to deliver services, and/or availability of those who are being actively followed up in the studies.
These changes should be documented through a grant variation under NHMRC’s Grantee Variation Policy. More details are available at: Vary your grant
Unanticipated costs arising within Research Activities funded by Clinical Trials and Cohort Studies grants can be attributed to the grant in accordance with the Direct Research Costs Guidelines.
Researchers should contact their RAO in the first instance to discuss options if there has been an impact on their NHMRC-funded research. If RAOs have any questions about grant variations please contact: Postaward.email@example.com.
- What if I am a researcher involved in the clinical and public health response to the COVID-19 outbreak who is unable to proceed with my usual research activities and/or work on grant applications or assist with peer review?
- What if I have caring responsibilities and my research work will be affected by school closures and/or illness in vulnerable family members?
- What if I am a teaching and research academic who is now undertaking extra work to transform my teaching activities into online formats?
- Will NHMRC consider disruptions (such as closing down recruitment of clinical cohorts, restricted collaborator and services access) caused by the COVID-19 outbreak as career disruptions and ‘relative to opportunity’ impacts?
COVID-19 outbreak impacts would be considered as career disruptions or other relative to opportunity considerations under the provisions of NHMRC’s Relative to Opportunity Policy: NHMRC Relative to Opportunity policy
NHMRC recognises the differing individual circumstances of its current grant holders. Changes to full-time equivalent arrangements are allowed in various NHMRC scheme Grant Guidelines. NHMRC’s Grantee Variation Policy is available at: Vary your grant