Hints and Tips.

To get your project over the line, follow our success criteria tips for each funding impact area and general application hints.

We support research that is transformational and translational. Your project must relate to an aspect of clinical research in newborns, children and/or adolescents. 

We consider projects from any paediatric health specialty area and at any stage of the research continuum, ranging from seeding/pilot studies through to clinical trials and implementation projects.  

 Tip 1 

Align with what we fund. Your application will have a greater chance of success if it matches research the Foundation is able to fund, including research that:  

  • Aims to transform the future of child health,  
  • Pioneers new ways to prevent, treat, manage and cure life-threatening and life-limiting diseases for children and adolescents,  
  • Will have an expected translational impact on future clinical practice and models of care within the Child and Adolescent Health Service (CAHS), 
  • Will be led by CAHS employees – it’s accepted that research may be done in collaboration with CAHS approved tertiary education institutions and specialist research institutions across Australia and globally.  

 Note: You don’t need to have Ethics Committee approval for your project prior to submission, however ethics approval must be in place before any funds are released.  

 Tip 2 

Consider the healthcare need. We fund projects that address a child healthcare need or gap. To determine this, ask yourself the following questions: 

  • What critical paediatric health need or gap will your project address and does it focus on a specialist area of paediatric health? 
  • What supporting evidence do you have that demonstrates the urgency and importance of addressing this health need or gap and that it’s possible to fix (e.g. anecdotal evidence, clinical data, research findings, clinical trials, consumer feedback or stakeholder consultations that indicate need)? 
  • Will your project pioneer new ways to prevent, treat, manage and/or cure life threatening and life limiting disease? 
  • How is the project relevant and significant to current WA health priorities? 

 Tip 3 

Be clear about project design and feasibility. Make sure you clearly state:  

  • The overall aims of the research project, 
  • Specific well-defined objectives of the program using the SMART (Specific, Measurable, Achievable, Relevant, Time-bound) format, 
  • Specific research questions and hypotheses you are testing, 
  • Specific criteria you have identified that will measure your progress and accomplishment of your research objectives and goals. 

 Also consider the following: 

  • Is the project design, proposed methods and impact reporting framework feasible within the time, financial and personnel constraints of this project? How do you know? 
  • Does your Department/Directorate have the capacity to support your project in terms of allocated research time, statistical and administrative support? If not, what can you do to gain access to these relevant skill sets/resources?  
  • Approvals – which ethics and governance approvals are required, and can all be approved (if a multiphase project) prior to commencement of the project? Have these been factored into your project timeline? 

 Tip 4 

Highlight project impact. We support impactful research that will advance children’s healthcare in WA. Consider whether your project will have a direct impact on future clinical practice or policy within CAHS and include in your application: 

  •  Those who will benefit from this research. Will these benefits or impacts be similar across all demographics / cohorts / disease groups?  
  • How you plan to implement research findings into healthcare/service delivery, guidelines or policy, 
  • How many children / families/ medical staff will benefit directly and indirectly from this research. How did you calculate that number? 
  • What impact measures will you use, and the scientific basis for them, to know whether your project has made a difference towards solving or better managing the critical paediatric health issue. Once again use the SMART format, 
  • Whether you have received support from CAHS in sustaining the change/outcomes beyond the funded term, if your research findings are supported, 
  • Whether your project will represent a significant advance in its field that will lead to transformative change. How do you know? 

Tip 5 

Include how you will share research findings. Incorporate into your application your plans for disseminating the project’s outcomes and learnings. 

We fund the most advanced equipment and technology that improves the standard of paediatric care in Western Australia. 

 Tip 1 

Match our eligibility criteria. To be successful, your application will need to be for equipment and technology that will: 

  • Be used clinically to improve the prevention and/or control of disease in children, 
  • Be used as part of a research project where the focus of the research is on the prevention of paediatric physical and/or mental diseases.  

 Note: the Foundation cannot fund the routine replacement of equipment within the Child and Adolescent Health Service (CAHS), Child and Adolescent Community Health Services (CACHS) or Child and Adolescent Mental Health Services (CAMHS).  

Tip 2 

Check the location of equipment. Foundation funded equipment must be used within CAHS, CAMHS or CACHS approved sites. If in doubt, please contact the grants team. 

 Tip 3 

Include details on the following considerations: 

  • Product Evaluation and Standardisation Committee (PESC) approval: please note your PESC enquiry number to facilitate follow ups, 
  • Medical Technology Management Unit (MTMU) approval: check with MTMU how long they need to check equipment before it’s ready to install, 
  • A detailed quote – include all equipment specs. Check validity and currency fluctuation risks. Aim to obtain a quote with the longest validity possible to reduce the risk of price increase while awaiting funding for equipment purchase. Check if software cost is included, requirements and cost of software updates if needed. Do you need to consider cost of training? 
  • Consider if a contingency is necessary, to ensure currency fluctuations if the equipment is being shipped from oversees, and to cater for fluctuations resulting from unforeseen circumstances related to COVID-19 and/or supply chain issues, 
  • Cost of resources/materials required to use equipment – are these considered in your department’s budget? 
  • Staff training requirements – cost of training, timeline for training and staff availability, 
  • Realistic timeline for delivery, installation and use, 
  • Realistic predicted beneficiaries and how often this equip will be used.

The Foundation funds education and training for Child and Adolescent Health Service (CAHS) employees which develops innovative models of care and goes beyond core skill and knowledge requirements. We look for projects that will have a direct impact on future clinical practice at CAHS.  

Note: Funding cannot be used to further personal academic studies – i.e. diplomas, undergraduate and/or higher degrees.  

Tip 1 
Specify how the training/education will be delivered (externally/remote learning/on site at PCH). 

Tip 2  
Include whether the recipients of the training/education will be able to pass on the knowledge to new staff members or if any new staff members will have to access the training directly from the provider. 

Tip 3 
Consider the longevity of this training/education component. How soon and how often will staff need to upskill to keep knowledge current? 

Tip 4 
Document how you will implement learnings from the training/education. 

Tip 5 
Identify how the education/training will lead to new or innovative models of care. 

Tip 6 
Include how the outcomes of the funded education and training program will go beyond basic skills and knowledge. 

We fund fellowships which nurture the next generation of health professionals to help WA’s sick kids today and into the future. Fellowships help advance state-of-the-art care available to children and youth at PCH.  

 Tip 1 
Specify which gap(s) this fellowship will address. and if possible, link these gaps to the activities the fellow will undertake. 

Tip 2 
Consider how you plan to attract and retain suitable fellow(s) in this role. 

Tip 3 
Include the percentage of fellowship costs (for example, 0.5 FTE) you’re seeking funding for. 

Tip 4 
Identify in your application which activities the fellow will undertake. 

Tip 5 
Consider and include the feasibility and timelines for recruiting suitable fellow(s). 

Tip 6 
Specify how you will assess impact. 

Tip 7 
Include plans for the fellow (s) following conclusion of the fellowship. 

We provide funding to attract top researchers and clinicians from around Australia and the world, ensuring WA children and young people have access to the best medical minds at Perth Children’s Hospital.   

To be successful in securing funding, consider the following tips.  

Tip 1 
Specify what critical paediatric health “need” or “gap” the funded position will help address in a way that will ‘shift the dial’ on the issue and establish PCH/CAHS as a world-leader in this space. 

 Tip 2
Include whether the position will help develop and deliver clinical services, teach medical staff and lead translational research projects in parallel. 

 Tip 3 
Document what outcome measures will be used to evaluate the impact the position will make to child health, that would not be otherwise possible such as: 

  • Interventions / procedures carried out in WA that would otherwise have to be performed interstate, 
  • teaching engagements,  
  • research projects – do you have a research plan/program ready?  
  • publication in prestigious journals. 

 Tip 4 
Include the credentials of the clinical/research expert and what will they bring to PCH/CAHS to transform child health, that others are not able to do now. 

We fund a range of services designed to make the hospital less daunting and stressful for patients and their families. 

 We look for projects that make a child or parent’s stay in hospital more comfortable, provide moments of fun and distraction, and offer relief and assistance to children and families.  

Tip 1 
Include in your application if your project is focused on tangible health outcomes for children at PCH. 

 Tip 2
Specify if predicated outcomes are clear and measurable. 

Tip 3
Include who will benefit from this project and how you have estimated this number. 

 Tip 4
Note whether the project is targeted at a specific cohort and, if yes, why and how do you propose to reach this group. 

 Tip 5
Document how you will assess impact. 

 Tip 6
Specify if you have based your project plans on peer-reviewed research which reflect the situation in WA. 

General hints to consider:

We understand that budgets are not your driving passion but getting it right is essential for your grant application.  

Tip 1 
Match the budget to the project activities and timeline – don’t try to use the budget to pay for activities not detailed in the project methods and timeline, and don’t request more or less than you realistically need. 

 Tip 2 
Please list budget items exclusive of GST.  

 Tip 3
All expenditure items should be listed separately under clear, logical headings such as research salaries, biostatistical support, data analyses, lab consumables and storage. 

 Tip 4

  • For research budgets make sure to provide business quotations for non-research salary expense lines over $500 per item and for salaries, please note that: 
  • Research / project salaries should be itemised according to position title, FTE, level, duration of appointment, with a brief description of what they will be doing. For example, CAHS Research Assistant IRA8, 1.0 FTE x 1 year plus 24% on-costs – to assess biochemical coverage of samples, submit ethics and assist with recruitment.  
  • Note: PCHF salary recoup on-costs are capped at 25% for FY23, at 25.5% for FY24 and 26% for FY25. 

 Tip 5
Check you have considered all costs associated with your project and have included them in the budget such as the total cost of the project, amount funded by other sources and the amount requested from the Foundation. 

 Tip 6
We encourage sustainable funding to be able to continue the project beyond the funding term. In the event you are seeking funding from multiple sources, outline budget scenarios of what you will do if you receive full / partial / no funding from each funding source and specify whether or not funding from the Foundation is interdependent on other sources. 

 Tip 7
You can seek support from CAHS Finance in the development of your budget and claim schedule. This can be helpful if you are including salary costs in your budget.  

 Tip 8
Check your claim schedule is broken down into financial year quarters to reflect our preference for quarterly claims in arrears. Are these amounts realistic to progress your project and cater for any heavy upfront expenses? 

 Tip 9
Have you accounted for dissemination costs within the term of your project (workshops, conferences, professional journals etc)?  

 Tip 10 – for equipment and technology applications only 
Please ensure that the currency is in AUD for overseas suppliers. Consider any associated costs such as delivery, software, training etc. 

It’s important to understand that grant funding complements, rather than substitutes the funding provided by government to the hospital and broader Child and Adolescent Health Service (CAHS). Projects that would reasonably be expected to be funded by the government are not eligible for funding. 

 All projects must meet the following eligibility criteria:  

  • The project/program must be led by a PCH, Child and Adolescent Health Services (CAHS), Child and Adolescent Mental Health Services (CAMHS), or Child and Adolescent Community Health Services (CACHS) employee  
  • The project must be delivered within PCH, CAHS, CAMHS, or CACHS sites 
  • The project must not include requests to fund: 
    • replacement, repair, or upgrade of core equipment,  
    • core clinical positions, 
    • personal academic studies,  
    • projects or programs that are considered core to day-to-day operations of PCH, CAHS, CAMHS, or CACHS. 

 Tip 1 
Ensure your project has an eligible lead. In accordance with Perth Children’s Hospital Foundation’s Constitution, the primary grant applicant must be a current PCH, CAHS, CAMHS, or CACHS employee.  

 Projects may include co-applicants outside of the wider CAHS system where required for project delivery, however all funds must be directly connected to driving positive paediatric healthcare outcomes from the work undertaken. 

 Tip 2 
Check your goals align with our purpose. The predominant use of funds raised by the Foundation will be applied to transformational and translational projects that:  

  •  Promote the prevention or control of disease in children through the funding of research and provision of equipment to support that research,
  • Provide relief and assistance to children suffering from a disease, including the provision of relief and assistance to their families and carers,
  • Provide children and young people up to the age of 16 with information and education on health promotion.  
  • Provide information on the prevention or the control of diseases in children. 
  • Promote community awareness of and community participation in issues and activities relating to the prevention or control of diseases in children. 
  • Assist organisations and facilities which care for, treat and rehabilitate children suffering with a disease. 

 It’s expected that some projects funded by the Foundation will relate to the treatment or care of children suffering injury, or the improvement in the general health and well-being of children and adolescents throughout Western Australia, however these will be in the minority.  

 Tip 3
Contact the Grants team if unsure about funding eligibility 

 The Australian Charities and Not-for-profits Commission (ACNC) requires Health Promotion Charities, such as the Foundation, ensure that funds generated via fundraising efforts complement, rather than substitute, the funding provided by government. As such, the Foundation is unable to fund:  

  • Items or projects that are core to the operation of Perth Children’s Hospital and/or CAHS, CACHS or CAMHS and are the responsibility of Government in order to provide a quality health service for the State,  
  • Routine replacement of equipment, 
  • Projects that are not being led by a CAHS employee.  
  • Personal academic studies such as diplomas, undergraduate and higher degrees, 
  • Services that will not be delivered at or by Perth Children’s Hospital, CACHS or CAMHS,
  • Clinical positions considered core to the delivery of paediatric health services in WA, 
  • Applications for activities that have been previously granted funding from other sources; cover wages; professional development leave; backfill; staff leave to attend training; personal academic studies,
  • Development of ‘technology’ or ‘software prototypes’ as part of research projects. 

When it comes to your project’s timeline, it’s important to be realistic. Carefully consider the time it takes to obtain external approvals (ethics and governance), recruit staff, analyse results, write reports and any other activities which may impact the time it takes to complete and acquit a project. 

Tip 1 
Include a straightforward timeline, clearly describing and sequencing the planned project activities for each objective. Match the timelines to the budget. 

Tip 2
Consider supply chain delays. 

 Tip 3
Consider whether the timeline is realistic to assess the intended impact. 

 Tip 4
If this is a research grant, have you specified and considered the time to submit and receive all ethics and governance approvals for commencement of the project, as well as the time to analyse and present data from research findings in your final acquittal report. 

 Tip 5 
If this is an equipment grant, have you allowed time for Product Evaluation and Standardisation Committee (PESC)/Medical Technology Management Unit (MTMU) approval, procurement, delivery, software installation, equipment installation and training. 

 Tip 6
In developing your project timeline to achieve key milestones, what risks have you identified that could impact the successful delivery of this project, and what are your strategies for mitigating these risks? 

As your project gets underway, we’ll need to know how things are progressing.  

Projects across the following impact areas are required to submit six-monthly progress reports and a final acquittal report: 

  • Ground-breaking research, 
  • Innovative education and training programs, 
  • Expertise of highly trained clinicians from Australia and overseas, and 
  • Positive patient and family experiences. 

Grants for advanced equipment and technology are required to submit an acquittal report only. 

Progress reports help us understand how the project is progressing and identify any issues such as potential delays or budget variations. They need to be submitted on time according to the reporting schedule that will be sent to you via our SmartyGrants platform. 

Tip 1 
Let us know how the project is tracking against anticipated timelines, claims and proposed impact. 

 Tip 2
If you have you experienced any staff changes that may impact delivery of your project, please get in touch. 

 Tip 3
It’s important that any changes to the budget, project plans or potential project delays are included in the progress report. This will initiate the grant variation and/or extension process. 

 Tip 4 
If you experience any changes which may impact the project please contact the grants team straight away, you don’t need to wait until a progress report is due. 

 Tip 5
Ensure that any change in circumstance that affects agreed project timelines and budget are communicated to PCHF within 10 business days of that change via grants@pchf.org.au. This will ensure appropriate support can be given. 

Final acquittal reports are essential to provide evidence on paediatric health outcomes and financial management of your project.  

They’re also an important tool for us to communicate the impact of funding to the donor(s) who funded your project. Our donors love to hear about the incredible impact their support is having on sick children. 

Acquittal reports need to be submitted on time according to the reporting schedule that will be sent to you via our SmartyGrants platform. 

 Tip 1
Cross-reference your acquittal report with the original application to ensure you’ve achieved the outcomes outlined in your grant submission. 

 Tip 2
Cross-reference your actual budget with your anticipated. Is there anything left to claim? Did you achieve any unexpected savings?  

 Tip 3
Are there any outstanding invoices or costs that have not been recouped? If yes, please specify and provide supporting documentation if necessary. 

 Tip 4
Be thorough with demonstration of impact, including beneficiary names, quotes, case studies, and assessment data as outlined in your original application. Are your reporting measurable outcomes in line with the outcome measures you said you would use in your application? 

 Tip 5
Where possible, include case stories, images of patients benefitting from the project and other suitable imagery, this is very helpful to demonstrate the impact. 

 Tip 6
Cross reference PCHF and donor acknowledgments on project materials generated with the funding conditions in your Agreement letter. Did you provide appropriate PCHF and donor acknowledgment as agreed? Have you uploaded examples to help bring the project to life for the Foundation and its donors? 

 Tip 7
PCHF Acquittal reports must clearly communicate the results and interpretations of the findings – do not wait until publication date. 

 Tip 8
Is there a provision to report long-term outcomes back to the Foundation down the track? We love to see how findings will be translated into clinical practice/policy. 

 Tip 9
You may be asked for clarifications or additional information in order to acquit your grant. This ensures the Foundation has enough information to confirm the project has been completed as planned with reportable outcomes (both planned and unplanned). Please provide this in a timely manner or contact the Grants team if you are unable to. 

 Once you’ve fulfilled all acquittal requirements, you’ll receive a letter from the Foundation notifying you that your grant has been acquitted. 

Tip 10
Submit outstanding claims in a timely manner prior to acquittal. Once your project has been acquitted, no more claims can be accepted. 

If you’d like feedback from the Grants team during your application, please email us at grants@pchf.org.au or call us on 6456 5551.  

We can provide support over the phone or we can request access to your application in SmartyGrants so we can view the application as you work on it. Please note, we won’t be able to add or amend any of the information in your application. 

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