How do I sign into the portal?

Click the Sign in button at the top right-hand side of screen. You will then have an option to register.

  • If you are using an email address that you have used previously to apply for Heart Foundation funding or that you use to contact our Research Program, you may be in our system, and the portal will recognise your email address and ask you to reset your password
  • If you are not in our system, you will be able to enter your email address, select a password and create an account

 I have signed in, but I do not know where to apply?

Once you have signed in, click on Research located next to your name on the top right-hand side of screen. You will then be directed to a page that lists all currently opened programs. Click the program you are interested in to commence your application.


I have started an application, however when I log into my account, I am not sure where to find it?

Once you have signed in, click on your name on the top right-hand side of screen and a menu will appear. Click on My Grant Applications to see your Heart Foundation applications. When you select the application that you wish to edit, a page will open with your application’s summary details. Click on the Edit button to continue your application.

If you do not see the edit button, check which platform you are using. We recommend using Chrome, Firefox, and Safari. When using Windows Explorer, user have experiences issues such as the edit button disappearing and images not displaying properly.


Do I receive an email confirmation of an application being submitted?

Yes, you do. If you have not received this, please check your spam/junk mail folder. Additionally, you can track your application’s progress in the portal.

On your My Grant Applications page, you can see the status of all applications:

In progress – You have commenced but not submitted your application
Submitted - You have submitted your application awaiting review by your institute
Under Review – Your institute is currently reviewing your application
Reviewed – Changes Required - Your institute is recommending you make changes
Re-submitted - You have made changes and resubmitted
Ineligible – Your institute deems your application ineligible for this program
Endorsed – Your application is endorsed and ready for peer review

I cannot find my Institute

Try searching with asterisk e.g. *Newcastle* for University of Newcastle

Only NHMRC Administering Institutions are accepted by the Heart Foundation. To check if your institute is approved by the NHMRC, please go to:

What happens if my application is not submitted and/or endorsed by my administering institution prior to the closing date?

Your application will not be eligible and therefore it will not continue to peer review.

Always check with your institute’s research office as to their preferred date for your submission. They may have timeframes in place to ensure endorsement before our closing dates.

Can I navigate my application via the progress bar?

Yes. Once you start your application, you are able to progress to any page by clicking on the number of the page. The number on the progress bar will turn to green once you have completed a page and will be blue when you are working on a page. If you click to a new page and you have not clicked the Save & Next button, you will get a warning that the data on that page will be lost.

I would like to complete my research plan in a word document, how can I upload it?

Unfortunately, we no longer accept documentation via uploads.

We have created a “how to apply” document for each of our funding programs. You can draft your application in these documents and copy and paste into the portal application.

The Research Portal has been set up with rich text fields where you can copy and paste data from other documents. Formatting will be maintained in the rich text fields depending on the source document type.  Additionally, you will need to insert photos and graphs via the insert picture button (instructions below). Photos/graphs will appear in the text box once you insert them.  

I have used the text formatting options in my responses - i.e. bolding text - will this formatting remain in place once the application is submitted?

Yes, our rich textboxes will retain all formatting once submitted

For the Research Plan and Figures, does the word count include the references or is the maximum of 15 references be in addition to the word count?

Word counts include the references; however, references are also limited to the reference count in some awards


Do character counts include spaces?

Yes, all answers that have a character count have spaces included in that count


How do I insert a picture/graph to my application?

Pictures should only be used for your Research Plan.

When you create an application, you will see a button on the top of all application pages – Open Image library. You can click on this at any time to prepare your images.

Uploading an image

  1. Click on Open Image library
  2. In the pop-up, click on Upload new image
  3. A second pop-up will open, click choose file, to select a file from your computer. Files must be either JPEG or PNG file types and no larger than 2MB.
  4. Click Submit and the image will be uploaded. Depending on the size of the image, you may need to click the refresh list button  
  5. Once you upload all images you wish to use in your application, you can close the  pop-up. Alternatively, you can insert an image into your application

Insert an image to your application

  1. Open your image library
  2. Select the down arrow next to the image you wish to insert and select Copy Image URL
  3. Please copy the Image URL.
  4. Close image library
  5. Select the image button in the rich text box (if you hover over the icons the word image will appear)
  6. In the URL box, paste the copied link (Ctrl + V), adjust the width and height as required.
  7. Click OK and your image will appear in your application

Changing the size of your picture

In your application, click on the picture icon in the rich text box. Once you have pasted your link in the URL box, you will be able to adjust the width and height of your picture. Alternatively, once your picture is inserted, you can right click on the picture and click on Image Properties. Ensure the padlock image is locked to keep the aspect ratio of you picture. It is recommended that the largest side of you picture be no greater than 500 pixels.

Can I print my application?

Yes, at any stage of the application process you can click on the Print Application button to print or save a pdf copy of your application.

To save a pdf, change the print destination to “Save as PDF” and follow the steps on your computer.

I have selected my 8 tags in the research category fields, however my administering institute cannot see them

These tags are categories used by the Heart Foundation to search for specific research within our database. For that reason, it is not deemed an endorser requirement therefore not visible in the endorser view. 

I have received an email advising that my administering institute is requesting further information, however when I log back in, I cannot see their feedback?

Please check with your institute as to whether they have left feedback or are emailing you separately. Some institutes have advised that they would prefer to email applicants directly with feedback.


How do I get feedback on my application?

The Heart Foundation receives over 500 applications for funding each year. All eligible applications are reviewed through our independent Peer Review committees who generously volunteer their time. For this reason, only, limited feedback is provided.

  • There is no feedback for applications that are unsuccessful during stage 1 of the peer review process except Health Professional Scholarship.
  • If you have been unsuccessful in stage 2 of a program, you will receive quantitative feedback with your notification.
  • If you have been unsuccessful in your Future Leader Fellowship interview, you will receive a report from the committee.

As our Research Program staff are not involved in the reviewing of applications, they will not be able to provide any additional feedback.

If you have a question regarding the management of your successfully funded application:

  • Changes to staff
  • Transferring institutes
  • Applying for an extension
  • Applying for a leave of absence
  • Changing you FTE

You will find further information at:

Contact us

Technical Issues
Call 03 9321 1581 or email

Application Questions
All initial enquiries should be directed to the research office of your institution.