Does the Heart Foundation provide How to Apply Documents or a Word template of the questions and word/character limits?

The Heart Foundation no longer provides how to apply documents. You can now print your application at any time to see the questions including the word/character limits. In 2021 the Vanguard Grant is the only application that does not include the word/character count in the print application template, at this time.

How do I sign into the portal?

Click the Sign in button at the top right-hand side of the screen. You will then have an option to sign in or register for a new account.

  • Your username is your email address.
  • If you are unsure if you have an account with the Heart Foundation try using an email address that you think you may have used previously to apply for Heart Foundation funding or that you use to contact our Research Program Team.
  • If you do not know the password, then you can select forgot my password to reset it.
  • If you are not in our system, use the Register tab and you will be able to enter your email address, select a password and create an account. Ensure that you keep ticked to receive emails, or you will not receive the confirmation of registration email.
  • If you think you may have multiple accounts with different email addresses please contact Research@heartfoundation.org.au to consolidate your accounts.

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

Once you have signed in, click on Research located next to your name on the top right-hand side of the 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.

Please review your profile information during this step to ensure we have your current details.

By completing the project overview page and clicking save you are now in the application and you can print the application at any time which will print out the questions and answers you have completed for each section and page.

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 the 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. Internet Explorer is not recommended for use.

I am starting an application for someone other than myself; do I register an account in my name, or use my account to apply?

All applications need to be in the name of the person applying for the grant. This is so that all communications and requirements for the award are directed to the applicant directly. Where a Chief Investigator is requested as part of the application, Chief Investigator A (CIA) must be in the name of the applicant. This part of the eligibility criteria.

At the Heart Foundation, we do not encourage providing your login details to another person.

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

Yes, you do. If you have not received an email, please check your spam/junk email folder. Should you still not have an email to confirm your application please check your profile to ensure that you have email notifications selected. If you still can’t see an issue please contact Research@heartfoundation.org.au.

You can also track your application’s progress via the portal.

Click on My Grant Applications
Once the page loads 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 in the Administering Institute section of my application.

Try searching with an 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 https://nhmrc.gov.au/funding/manage-your-funding/nhmrcs-administering-institutions

If your institute still does not appear please have your institute email Research@heartfoundation.org.au with a contact name, contact email address and phone number for the institute.

What happens if my application is NOT submitted and/or endorsed by my administering institution before the closing date and time?

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

To ensure that you allow enough time for your institute to endorse your application, check with the institute’s research office as to their preferred date for your submission. They may have a timeframes in place to ensure endorsement occurs before our closing dates.

Please note: Closing times are based on Melbourne local time (AEST/AEDT).

Can I navigate my application via the progress bar?

Yes. Once your application has been created you can 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.

Your application cannot be submitted until all mandatory fields have been completed.

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

Unfortunately, we no longer accept word documents, all applications must be completed via the portal.

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.

Do character counts include spaces?

Yes.

How do I know what the word/character count is in the application?

Each question that includes text has a word or a character count included in the question section. The Heart Foundation Portal has been designed so that you cannot go over the word/character count. If you are experiencing problems where a word document comes in under the word count it may include website links or reference links, please remove all links before pasting into the Portal to ensure your word count is correct. If this does not fix the problem, try copying and pasting into notepad before pasting into your application.

If the problem persists please contact reasearch@heartfoundation.org.au.

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 upload or copy the link to 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. A new pop-up box will appear, highlight/select the URL and copy the URL (CTRL+C)
  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).
  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 your picture. It is recommended that the largest side of your 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. Your printed application will show all questions and answers to 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 directly. Some institutes have advised that they would prefer to email applicants directly with feedback rather than use the comments ability in the Heart Foundation Portal.

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

Technical Issues
Email Research@heartfoundation.org.au or Call 03 9321 1581 during business hours of 9am to 5pm Melbourne time.

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