How to apply for and manage a grant

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.

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 here to create an account. 

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).

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. 

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.

For general portal related questions you can email: [email protected].

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

For help with a specific grant round, email: [email protected]

For Research Grants/Fellowships information, email: [email protected]

For Local Government Partnership information, email: [email protected]

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

This will depend on your internet speed and specifications.

There is a limit of 2GB per file upload in the Stakeholder Portal. We recommend you leave enough time to upload a large tender submission or do it outside of business hours which may slow your internet speed.

Your contract will be sent by email to the Authorised Representative mentioned in your notification email. The email will have a subject line similar to: Signature requested on {The document name} and this email will contain a secure link to sign your contract.

Open your contract by clicking the Review and sign button.

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

In your Adobe Sign email, there is a link to delegate the signature to someone else.

In your Adobe Sign email, click the delegate link and enter the details of the person who should sign on the Delegate this document page. Don’t forget to double check the email address before entering it into the delegate field.

You also have the option of entering a message directly to your delegate. 

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

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.

Download 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. 

If you received over $10k in funding, see the template here for a preview of your Final Report questions.

If you received under $10k in funding, see the template here for a preview of your Final Report questions.

The steps for submitting a final report are as follows: 

• Final Reports are submitted via the Portal.
• In the Portal, click the More dropdown button on the top right and select ‘My Reports’
• In the My Reports section, click the dropdown in the middle of the page to select ‘Draft Reports’ and view all draft reports.
• Once you can see the Final Report click on the dropdown on the right and click ‘Edit’
• You can now complete the Final Report. Once you have finished and get to the end click ‘Submit’. This will send the report to VicHealth and send you an email to confirm your submission.
• 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.
• For grants over $10k, VicHealth will process your associated payment within 7 days

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.

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

• For grants between $10,001-$50,000, find the session here.
• For grants below $10,000, find the session here.

• 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.

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.