The grant proposal process

The grant application process consists of two distinct stages: the RCH process and the RCH Foundation process.

The process in its entirety comprises the following steps:

RCH process


The RCH sets the funding priorities
a. All proposals for funding must satisfy RCH requirements – including:

  • RCH Project Reference Group / Executive Project Approvals Committee (for all projects involving implementation of a new model of care / changing delivery of a service / implementing a quality improvement project / developing education resources / implementation of an IT system / changing a current system)
  • MCRI Expression of Interest process to occur for funding proposals for any research. Please contact MCRI Engagement and Philanthropy team on 9936 6468 for information about this process

b. The proposal for funding form requires applicants to reference the RCH Strategic Plan and to ensure that all proposals are in line with hospital priorities
c. For more information, visit the RCH website for a copy of the RCH Strategic Plan or speak with your Head of Department
d. Staff from MCRI and the University of Melbourne are also welcome to apply for funding and must follow the campus partner internal approvals process first prior to submitting a proposal for funding. However, once submitted, the same system used for RCH employees applies.

Applicant discusses the proposed funding proposal with management
a. Every proposal for funding requires approval from the appropriate levels of RCH management
b. Initial enquiries should be directed to your Head of Department
c. Management Accountants should be consulted to ensure correct budget figures
d. Biomedical Engineering and Procurement should be consulted for proposals relating to equipment
e. Contact IT if your requirements involve software or hardware purchases, including database requests; you may need to submit a request to the IT Steering Committee
f. If your request is under $5,000, please contact the RCH Foundation Grants Office before completing the online form.

Applicant completes the online proposal for funding form
a. To facilitate the application process, the RCH Foundation has an online system which hosts the application form and allows the RCH management to review proposals before formally submitting them to the RCH Foundation
b. Applicants can partially complete their proposal form online, save their work and return to finish the proposal at a later date
c. Proposals can be amended online and all prior comments are viewable
d. Each online proposal for funding that is submitted is registered and tracked by the RCH Foundation, and the nominated contact will be prompted when appropriate, and given status reports as the proposal is reviewed.
e. The form works best in Firefox or Safari. For those using Internet Explorer the form may not display or work properly
f. Download an example version of the proposal for funding form

The RCH review process begins
All proposals for funding to the RCH Foundation are first reviewed online by three RCH internal reviewers (Head of Department, Management Accountant, Executive Director)
a. Upon review they can approve or reject the proposal
b. Applicants will receive automatic email notifications at every step of the approval process.

Proposal for funding is submitted to the RCH Philanthropic Funding Proposal Committee
All proposals are reviewed at a monthly meeting of the RCH Philanthropic Funding Proposal Committee (see Terms of Reference and flow chart)
b. The RCH Philanthropic Funding Proposal Committee reviews all proposals for funding and makes recommendations to the RCH CEO
c. Proposals supported by the Executive Project Approvals Committee and reviewed as per step 4 above, do not require any further committee review and are automatically submitted direct to the RCH CEO for review/signing
d. Proposals with tied or dedicated funding under $100,000, require steps 1-4 above to be completed, after which they will be reviewed by the Chair, RCH Philanthropic Funding Proposal Committee prior to submission to the RCH CEO for review/signing


Approved proposals signed by the RCH CEO and CFO
Once approved by the RCH CEO, proposals are also signed by the CFO and are then submitted to the RCH Foundation.

RCH Foundation process

Approved proposals submitted to the RCH Foundation
a. The Grants Committee reviews all proposals to ensure they exemplify
excellence, innovation and meet the wishes any relevant donors. The proposals must
apply to one of the four key areas for funding
b. Proposals valued at up to and including $50,000 are reviewed monthly by the
RCH Foundation CEO
c. Proposals over $50,000 are reviewed at quarterly meetings of the RCH
Foundation Grants Committee
d. The RCH Foundation Grants Committee includes:
i. The Chair and up to two Directors of the RCH Foundation Board
ii. Sue Hunt, Chief Executive Officer, The Royal Children’s Hospital Foundation
iii. Mr John Stanway, Chief Executive Officer, The Royal Children’s Hospital
iv. Professor Kathryn North AC, Director, Murdoch Children’s Research Institute
v. Professor Sarath Ranganathan, Stevenson Professor & Head of Department of Paediatrics, The University of Melbourne
vi. Other specialists as required


Applicants are notified of funding request outcome
Applicants will receive a formal letter of advice.


Funds are transferred to the RCH
Following approval, the granted funds will be transferred to the hospital for
management by the applicant, as per the terms of the grant.


Applicant completes acquittal reports
At completion of a project, or annually for multi-year grants, applicants must
provide an acquittal report detailing the outcomes and impact of the funding