Last updated: 03 Jun, 2021

Learn about applying for and managing a VicHealth grant with these useful resources.

All VicHealth funding and partnership applications are made through our VicHealth Stakeholder PortalYou can log in to the Stakeholder Portal here

See our FAQs below for help accessing the portal. 

If you're visiting this page as a successful recipient, congratulations on receiving a VicHealth grant. In the dropdown menu below you’ll find detailed information about accepting your grant, managing and keeping up with your grant requirements including: signing your contract, uploading requirements to the Stakeholder Portal, and more.   

Please read information below and if you need support through this process, please email [email protected]

Definitions of key terms:

  • Authorised Representative: This is the person you nominated in your application who has the authority to sign on behalf of your organisation.

  • Primary Contact: This is the main contact for your project, as nominated in your application.

  • If your primary contact has changed, please advise VicHealth via emailand provide the details of the new contact (salutation, full name, email address, telephone, position title). 

  • Contact who submitted the application: This contact holds access to your Grant in the Stakeholder Portal.

I need help with the VicHealth Stakeholder Portal View more
Common question Solution
I’ve forgotten my password/ my username

Click on Forgot your password? on the Stakeholder Portal login page, and enter your username. Your username is the email address you registered with. 

 

Help tips:

  • If you have a Portal account, we'll send password reset instructions to the email address associated with your account.

  • If you don’t receive an email, be sure to check junk/spam email folders in case the email is caught there.

  • If you don’t have a Portal account, an error message will appear. Click Not a member? Register hereto create an account. 

I’ve created my new account, but I haven’t received a confirmation email yet?

Once you register a new account, we will send you an email with a link to complete your registration. This is called your confirmation email. 

 

Help tips:

  • Be sure to check junk/spam email folders in case the email is caught there. 

  • Check with your IT Department to confirm your email server accepts emails from a VicHealth domain address (@vichealth.vic.gov.au).

  • If you encounter an error message such as Your request cannot be processed at this time. The site administrator has been alerted, try clicking on Forgot your password?  and enter your email address. This will send you an email with a link to reset your password. Be sure to check junk/spam email folders in case the email is caught there.

  • Check your browser. Make sure you are using Google Chrome as this is recommended for the Portal.


 I can’t find my organisation’s application?  You can view your organisation’s existing successful grant application by clicking on ‘My Applications’ button, after you’ve logged into the portal. Submitted or draft applications can be found in the ‘My Applications’ tab of the portal. The ‘My Applications’ tab defaults to the ‘Draft Applications’ view automatically. To view a submitted application, click on the drop down arrow, next to ‘Draft Applications’, select ‘Submitted Applications’. Your Submitted applications will be listed. 
 I submitted my organisation’s grant application, and now another person needs to view it or make changes, how can they do this?  

Our portal only allows the original user who submitted the application to view it and make changes. 

 

Help tips:

  • The original submitter needs to log in using their registered account (linked to the application) and make any changes on the other’s behalf. 

  • If this contact needs to be changed, please get in touch with VicHealth via email ([email protected]) and to advise the full details of the new grant contact (salutation, name, email, telephone, position title).

 How can I contact VicHealth for help?   For general portal related questions you can email: [email protected]  

If you need specific advice on your application, you can email our team.

If you prefer to speak with someone, you can request for someone to call you. 

 I’ve logged in, but I can’t see the report or page that I need to access.   We recommend that you check which internet browser you are using. 

 

Help tips:

  • Our Portal works best with Google Chrome, so try using Google Chrome or Firefox if possible. 

  • We do not recommend using Internet Explorer, Edge or Safari.

  • Check if your browser view is zoomed in. It may be that your browser view is cutting off the screen. E.g. you may need to scroll across or zoom out to see all buttons on the Portal.



Understand your contract View more
Common questions Solutions
 I missed the Grants Getting Started Session - where is the recording?

 For those who were unable to attend, or those who want to watch again, the recording are here:

- Grants $10,001-$50,000 session is here. Find presentations slides here.

- Grants below $10,000 session is here. Find presentation slides here.

What is my contract?

 

  • Grants $10,001 or above are required to sign a Funding Agreement.
  • Grants up to $10,000 are required to sign a Letter of Offer.

 

 

This is the document which outlines your grant requirements. VicHealth also outlined these requirements in the grant guidelines.

 

 

What is Adobe Sign/How do I sign my contract?

 

The person you nominated in your application for signing the agreement (we refer to this contact person as the Authorised Representative) will receive an email from Adobe Sign with a link requesting their signature. 

 

 

  • Open the contract by clicking the Review and sign button. It will open in a new browser window for review.
  • For security and audit purposes, the email link can only be accessed by the Authorised Representative and must not be forwarded by email.

 

 

Help videos for how to sign are available on the Adobe Sign website here.

 

 Someone else should sign the contract – how do I do this?

In the Adobe Sign email, there is a link to delegate the signature to someone else if you need to

  • make sure you use this link and do not forward the email

In the email, click the delegate link and enter the details of the person who should sign on the Delegate this document page. Make sure you enter their email address correctly. You also have the option of entering a message directly to them.

Help videos for how to delegate your signature are available on the Adobe Sign website here.

 I didn’t receive an email with the contract?

Only the Authorised Representative will receive the contract for signature via email.

The timeline for when you can expect this email will be sent to you when we let you know the outcome of your grant. 

Be sure to check junk/spam email folders in case the email is caught there.

Contact VicHealth if it’s not showing in your junk/spam folders1 business day after your grant outcome email, by emailing [email protected].

 I missed the deadline for signing my contract.

VicHealth will consider your offer withdrawn if you do not sign within 14 days of receiving your contract. The due date is in your notification email and in your contract.

VicHealth can discuss an alternative arrangement with you, provided that you contact us in writing, by emailing [email protected] before the 14 day window closes.

 I need a copy of my signed contract

Adobe Sign will automatically send you a PDF version of your contract once it is signed.

Contact VicHealth if you need a copy by emailing [email protected] with your grant code. We will send you a grant code for your successful grant application, when we get in touch with the outcome of your application. If unsure, you can refer to your Project Title and organisation name when contacting VicHealth.

The format of the code is OPP-xxxx.


Understand about grant payment, finance support View more
Common questions Solutions
How will my grant be paid? Payment will be made to the bank details provided at the time of application. Please note, VicHealth may contact you by phone to confirm these bank details.

For grants below $10,000, your grant payment will be processed by VicHealth after you accept your Letter of Offer.  

For grants above $10,001, refer to the payment and milestone schedule outlined in your Funding Agreement.

VicHealth’s finance team will send you a remittance advice once your payment has been processed. This will be sent to the email address you provided for your organisation.

Understand how to promote your grant View more
Common questions Solutions
How can I promote my grant?
The Grants Teamhas developed a Social Media Pack to provide you with an overview of how you can promote your grant through your network and on social media, including how to access the Reimagining Health logo badges.

If you need any information in the meantime, please email your request to [email protected] or if you have a logo specific question you can contact [email protected] and request use of the Reimagining Health Grants asset.
How can VicHealth share my content?

If you are looking to promote an event, or have taken images you can email them through to the [email protected] and they can pass them onto the VicHealth Social Media Lead.

 If you share any great content on your social media, tag the VicHealth team in using @VicHealth and use our hashtag #ReimaginingHealthGrants


Understand how to submit Target Population Form, Insurance details and Progress Report View more
Common questions Solutions
 I missed the Grants Getting Started Session - where is the recording?  For those who were unable to attend, or those who want to watch again, the recording are here:

- Grants $10,001-$50,000 session is here. Find presentations slides here.

- Grants below $10,000 session is here. Find presentation slides here.
How do I submit a Target Population Form? See this updated guide for instructions (PDF file).

All recipients of a Reimagining Health Grant are required to submit this form to VicHealth.

How to complete this form will also be demonstrated at the online Grants – Getting Started Session.
Do I need to submit my insurance information to VicHealth? If your grant is $10,000 or less, you do not need to provide insurance details.

If your grant is $10,001 and above, you will need to provide VicHealth with electronic copies of your insurance certificates. See this updated guide for instructions (PDF file).
 How do I submit a Progress Report?

See the Template here for a preview of the Progress Report questions.  

The steps for submitting a progress report are as follows: 

  1. Progress Reports are submitted via the Portal. 
  2. In the Portal, click the More dropdown button on the top right and select ‘My Reports’ 
  3. In the My Reports section, click the dropdown in the middle of the page to select ‘Draft Reports’ and view all draft reports. 
  4. Once you can see the progress report click on the dropdown on the right and click ‘Edit’ 
  5. You can now complete the progress report. Once you have finished and get to the end click ‘Submit’. This will send the progress report to VicHealth and send you an email to confirm your submission. 
  6. You can view your submission by clicking the dropdown in the middle of the page and selecting ‘Submitted Reports’. Then click on the dropdown of the right of the submitted report and select ‘View’ to view your submission. 
 
 How do I submit an acquittal? For grants below $10,000 – VicHealth will contact you and advise if you are required to participate in an acquittal. In the meantime, keep records of how you are spending your grant funds which you can produce, if requested. 

For grants above $10,001, refer to the Acquittal template for what you are required to include. Instructions will be provided by VicHealth closer to the due date of your Financial Acquittal.
 What is required in the Final report?

 See the template here for a preview of the Final Report questions.

VicHealth will provide you with a reminder and instructions on completing your Final Report closer to your due date.