The Recipient will agree to use the Grant and undertake the Project in accordance with the following conditions:
1. Undertaking the Project
a. The Recipient will undertake the Project as described within the 2026 Eastern Health Foundation Research and Innovation Grant application form
b. The Recipient must commence the Project within two months of either receiving the Grant or 1 January 2026 (whichever is sooner). If the Recipient does not commence the Project as per the conditions, the Recipient must notify the Foundation immediately
c. The Recipient acknowledges and agrees that if they breach the Grant Conditions and fail to rectify the breach within 14 days of being notified by the Foundation, the Foundation will only be liable to pay for the reasonable expenses unavoidably incurred by the Recipient prior to the date of the breach
d. If the Recipient were successful in the 2025 Eastern Health Foundation Research and Innovation Grant the Recipient should demonstrate that Grant funding has been spent in accordance with the original application
2. Contribute to Donor Relationships and Promote Research at Eastern Health
a. Research Forum - Attendance at the Eastern Health Research Forum, scheduled for November 2026, is compulsory for all Recipients. The Forum will be hosted by the Office of Research and Ethics and will include participation from Foundation donors and prospective supporters. In addition, applicants to the 2025 round are strongly encouraged to attend the 2025 Eastern Health Research Forum
b. Other Communication - The Recipient may be requested to participate in interviews or stories for external media and Eastern Health internal communication channels
c. Meeting Donors - The Recipient may be requested to accompany a representative of the Foundation to meet with a donor or prospective donors
e. Acknowledgement - The Recipient agrees to acknowledge the relevant donor of the Grant (as notified to them by the Foundation) and Eastern Health in all publications and communications related to the Project funded by the Grant, whether in full or part
3. Financial
a. SPF - The Recipient will provide the Foundation with an Eastern Health Special Purpose Fund (SPF) entity and account code thirty (60) days prior to fund requirement
b. Acquittal - The Recipient will complete and submit an acquittal report to the Foundation via ‘SmartyGrants’ irrespective of whether the Project is completed or not. The acquittal report must be submitted to the Foundation on or before 31 January 2027
c. Record Keeping - The Recipient must retain all financial records relating to the Project for Eastern Health auditing purposes
d. Repayment - If any part of the Grant has been spent other than in accordance with the original project application or any part of the Grant is not required for the purpose of completing the Project, the Recipient agrees to repay that amount to the Foundation (unless the Foundation directs otherwise in writing)
4. Communication with Eastern Health Foundation
a. Project Delays - The Recipient will advise the Foundation immediately if the Project encounters substantial delays, has been amended or will not be completed by 31 December 2026
b. Publications - Copies of all publications related to the Project are to be forwarded to the Foundation
5. Policy
a. Intellectual Property - The Recipient acknowledges and agrees that any Intellectual Property arising from the Project will belong to Eastern Health in accordance with the Eastern Health Intellectual Property Practice Guideline (2123)
b. Equipment/Assets - The Recipient acknowledges and agrees that all equipment and/or assets purchased for the purposes of the Project by the Recipient will be owned by Eastern Health and must be registered with an Eastern Health Asset Number. The Recipient acknowledges and will abide by the Eastern Health Infrastructure and Equipment – Assets Policy (2362)
c. Conflict of Interest – The Recipient warrants to the Foundation that at the time of application they do not have any actual or potential conflict of interest (direct or beneficial). The Recipient acknowledges and will abide by the Eastern Health Conflict of Interest Standard (1967)
d. Privacy – When dealing with Personal Information (as that term is defined in the Privacy and Data Protection Act 2014 (Vic) and Health Information (as that term is defined in the Health Records Act 2001 (Vic) in carrying out the Project, the Recipient agrees not to do anything which, if done by Eastern Health, would be a breach of applicable privacy legislation. The Recipient acknowledges and will abide by the Eastern Health Privacy Standard (2075)
e. Confidentiality – The Foundation and the Recipient agree not to disclose each other’s Confidential Information without prior written consent unless required or authorised by law. The Recipient acknowledges and will abide by the Eastern Health External Dissemination of Identifying Information Guideline (344) and Disposal of Confidential Waste (2013)
f. Ethics Approval – The Recipient agrees to maintain appropriate ethics approval for the Project for the duration of the Project and provide the Foundation with proof when requested. The Recipient acknowledges and will abide by the Research at Eastern Health Policy (2321), Ethical and Responsible Conduct of Research Standard (2959) and Ethical and Governance Review of Research (Guideline) (2961)
