Frequently asked questions (FAQs) for prospective applicants

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This page will be updated as new questions arise throughout the application period. Please submit questions to Family Safety Victoria’s Research and Planning team.

Definitions

Knowledge translation and exchange (KTE)

Knowledge translation and exchange strategies increase the use of evidence in practice and policy. Despite the considerable amount of research being conducted about a topic or issue, research findings are not always used to inform policy and practice. This problem is known as the knowledge-to-action gap, which is prevalent in many fields. Knowledge translation and exchange can close this gap by making research evidence more accessible, leading to better informed practice and policy decisions. Knowledge translation and exchange demonstrates a return on research investments, optimizing the value of the research, and increasing the impact it can have on society.

Chief Investigator

The overall lead researcher for a research project. In addition to their responsibilities, if they are members of a research team, Chief Investigators are responsible for the overall conduct of a research project.

Lead organisation

The lead organisation is the applicant.

The lead organisation takes responsibility for the research, enters into a funding agreement with the Department of Families, Fairness and Housing (the department) and ensures that the research project is delivered in accordance with the funding agreement.

Not-for-profit organisation

Generally, a not-for-profit organisation does not operate for the profit, personal gain or other benefit of particular people (for example, its members, the people who run it, or their friends or relatives). The definition of not-for-profit applies both while the organisation is operating and if it ‘winds up’ (that is, closes down). Any profit made by the organisation must go back into the operation.

A not-for-profit entity should be registered via one of the following:

• Australian Charities and Not-for-profits Commission (ACNC)
• Consumer Affairs Victoria as an incorporated association
• registered under the Corporations Act 2001 (Cth) or the Associations Incorporation Reform Act 2012 (Vic).

For more information on not-for-profit status, visit the Australian Taxation Office website’s Not-for-profit section.

Eligibility

I have a project but I’m not part of an organisation. Can I still apply?

No, sole traders cannot apply.

Only Australian-based organisations are eligible for the research grants. This includes not-for-profit entities, Australian universities, or research centres.

Applicants must be:

• an organisation incorporated under the Associations Incorporation Reform Act 2012, Corporations Act 2001 (Cth) or equivalent state legislation, OR
• a company incorporated under the Corporations Act 2001 and registered as not-for-profit through the ACNC.

A not-for-profit entity must show the organisation is registered:

• with the ACNC
• with Consumer Affairs Victoria as an incorporated association, or
• under the Corporations Act 2001 (Cth) or the Associations Incorporation Reform Act 2012 (Vic).

Independent Statutory Bodies are out of scope for Phase 2 of the Research Program.

Applicants will need to have:

• a current Australian Business Number
• no overdue reports with the department.

The guidelines note that the lead organisation must have an ABN. What if my organisation doesn’t have an ABN?

Only organisations with an ABN are eligible to apply.

Can the lead organisation (applicant) be based outside of Victoria?

Yes, the lead organisation can be based outside Victoria as long as they are an eligible Australian-based organisation.

All projects need to:

• be conducted in Victoria and with Victorian populations, with a primary focus on producing outputs that measurably impact positive outcomes in Victorian family violence, sexual violence and harm policy and practice
• demonstrate a comprehensive understanding of Victorian family violence reform, its attached social context, and the Victorian family violence sector or Victorian sexual violence reform and sexual assault services
• deliver KTE activities in Victoria.

Can non-Australian-based researchers or organisations be research partners?

Yes, researchers and organisations not based in Australia can be involved in projects as research partners or in an advisory capacity.

Are recipients of Phase 1 funding encouraged to apply for Phase 2 funding? Are there any considerations to be mindful of here?

Yes. Recipients of Phase 1 funding are encouraged to apply for Phase 2 funding.

The requirements for organisations funded under Phase 1 are the same as organisations which have not received funding in the Family Violence Research Program.

[Added 17 March 2023]

Can my organisation apply for funding if it is already funded by another Victorian Government grant program?

Your organisation can apply for funding if it is already funded by another Victorian Government grant program (for example, the Supporting Multicultural and Faith Communities to Prevent Family Violence 2021 grant program).

It is important to ensure that your organisation has met the reporting and acquittal requirements of any other grant programs that it has been funded by as applicants are not eligible if they have overdue reports with the department.

The grant eligibility requirements state that only Australian based organisations are eligible for the research grants. This includes not-for-profit entities, Australian universities or research centres. Can you elaborate on that?

The grant guidelines provide the below information on eligibility:

Eligible applicants

Only Australian based organisations are eligible for the research grants. This includes not-for-profit entities, Australian universities or research centres.

Organisations need to be:

• incorporated under the Associations Incorporation Reform Act 2012, Corporations Act 2001(Cth) or equivalent state legislation OR
• a company incorporated under the Corporations Act 2001 and registered as not-for-profit through the ACNC.

Applicants will need to have:

• a current Australian Business Number (ABN)
• no overdue reports with the department.

Research Centres are taken to mean centres attached to and/or auspiced by not-for-profit entities and Australian universities. Independent Statutory Bodies are out of scope for Phase 2 of the Research Program.

Combining priority research topics or making multiple applications for different topics

Can my organisation submit applications for different priority research topics?

Yes. Your organisation may apply for funding under more than one priority research topic – each project must be submitted in a separate application.

There is no limit to the number of applications that can be submitted for different priority research topics from a single applicant.

There is no limit to the number of applications an organisation can partner on.

My organisation has a project proposal that may fit two priority research topics. Does it need to submit two separate applications if it is submitting the same proposal for different research priorities?

Your organisation should not submit multiple applications for the same project across different priority research topics.

Submit one application under the topic that you think best fits your project.

There are several priority research topics that could be linked to each other. Can I combine research topics and submit one application for a larger project?

No. Applicants are not able to submit one application addressing more than one priority research topic.

Separate applications must be made for each priority research topic.

Can more than one researcher from the same university apply for the same priority research topic? That is, can more than one Chief Investigator from the same lead organisation, with different proposals, teams and approaches apply for the same priority research topic?

Yes. More than one researcher and/or Chief Investigator from the same university and/or lead organisation can apply for the same priority research topic with two different proposals.

Research team

Is there a minimum or maximum number of investigators required for a grant? If not, is there a grant team size that would be viewed favourably or otherwise for grants?

No. There is no minimum or maximum number of investigators required for grants.

Your organisation needs to be able to demonstrate that your research team meets the ‘Grant team track record and capability’ assessment criterion in the grant guidelines.

Research partnerships

In Phase 1 of the Research Program, Family Safety Victoria (FSV) required partnerships between universities and sector organisations for some projects. Is that the case for Phase 2?

No. In Phase 2, organisational partnerships are not required. A single, eligible Australian-based organisation can apply.

Applicants may choose to partner with organisations to undertake the project. Where a lead organisation chooses to partner with other organisations it must demonstrate these partnerships in its application form and provide a letter of support from partner organisations. These partnerships should be robust and based on principles of knowledge exchange and transfer.

In Phase 2, we are piloting the Embedding Lived Experience in Research: Guiding Elements to support a partnership model (the lived experience guiding elements). Applicants must demonstrate their proposed approach to implementing the lived experience guiding elements in their projects. Use of the lived experience guiding elements will enable shared decision-making, leadership, and influence of people with lived experience working in partnership with researchers.

My organisation is applying for a project and has multiple research partners. Does the application need to list the details of all research partners and provide multiple letters of support?

Yes. Prospective applicants must list all partnerships in their application.

Applicants will need to attach a letter of support from each partner organisation.

For example, if the proposed project has three partner organisations, include the details of all three partner organisations and attach three letters of support.

If I am partnering with an organisation, what should be in the letter confirming the partnership between organisations?

The letter confirming the partnership should be written from each partnering organisation to your organisation.

The letter should cover:

• the purpose of the project
• why they are partnering with your organisation and what the partnership will achieve
• the type of support they will provide – including both funding and in-kind support.

The letter should be signed by the relevant executive from the partnering organisation.

If two organisations are partners, do both organisations need to complete separate application forms?

No. Only the lead organisation that will deliver the project needs to fill out the application form. There is a section in the form for information about partner organisations and letters of support.

Can our organisation be listed as a partner organisation in multiple applications for the same priority research topic?

Yes. Only one application will be successful for each priority research topic, meaning that only one of the lead organisations you have partnered with will be successful.

Research approaches and methodology

The grant guidelines specify the underpinning principles that all projects are expected to be guided by. Does my project have to be guided by all of these or a select few?

Projects should apply or be underpinned by all the core principles.

In line with the scope and approach of the Victorian family violence research agenda, there is an expectation that research delivered under the research program will apply or be underpinned by core principles. This includes consideration of the role of:

• Aboriginal self-determination
• gender inequality
• intersectionality, and
• lived experience.

It also includes applying a system lens that recognises the cross-system nature of the Victorian reform.

More information on the research agenda is on the Victorian Government’s Victorian family violence research agenda 2021–2024 web page.

Some of the research priority topics set quite specific parameters for the project scope and research methodology. Can researchers propose their own scope and methodology?

Researchers can propose their own methodology but must demonstrate how their methodology aligns with the suggested methodological scope under the topic within the grant guidelines.

Please note: not all types of research are eligible for grants (see the grant guidelines). Researchers should also be mindful of suggestions made in the grant guidelines as projects are assessed against their alignment to the priority research topic and potential to substantially augment or contribute to the evidence base. Applications should detail a comprehensive, cohesive project design that responds to the priority research topic.

Can my organisation propose an evaluation of an existing program as a project?

No. Evaluations of existing or planned programs are ineligible for grants, as stipulated in the grant guidelines.

Is it permissible for a proposed project, under a priority research topic, to focus solely on a particular Victorian population cohort/group?

Please refer to our grant guidelines and the specific parameters in the scope section of the priority research topics. If a priority research topic’s scope specifies a single Victorian population group or a group of Victorian population cohorts, the proposed application should adhere to these. However, applicants may submit a proposal focusing on a single Victorian population group; but must make the case for the clear evidence gap that exists and how they will scale the project to reflect its proposed budget and timelines.

There is also an expectation that all research delivered under the Research Program will apply or be underpinned by core principles of the Research Agenda. This includes consideration of the role of Aboriginal self-determination, gender inequality, intersectionality, lived experience and application of a system lens that recognises the cross-system nature of the Victorian reforms.

Knowledge Translation and Exchange

What knowledge translation and exchange deliverables does my project need to produce

Funded projects will have to produce a knowledge translation report – a short, plain English report for publication, that highlights the key findings of the research and focuses on implications for policy and practice; based on guidance provided by FSV. The requirement will be a deliverable in the agreement with the department.

Research priorities

Can a project for Research Topic 1.1 focus on the views of children and young people in identifiable groups, such as children and young people with disability or Aboriginal children and young people?

Research Topic 1.1: What works (from the perspective of children and/or young people) for children and/or young people when accessing crisis accommodation?

Yes. The scope of a project can be of the view of children and young people in an identifiable group, such as children and young people with disability or Aboriginal children and young people. If the project focuses on Aboriginal children and/or young people, the project must be led by an ACCO or undertaken by a consortium with an ACCO as lead agency and be strongly underpinned by the principles of Aboriginal self-determination outlined in Research Agenda. Prospective applicants will need to engage with Dhelk Dja Koorie Caucus representatives to further shape this research project.

Does the scope of Research Topic 4.1 include sexual violence within the family as well as sexual violence that occurs external to the family setting?

For Research Topic 4.1: What approaches work to support children and/or young people who experience sexual assault?

Yes. The scope includes both sexual violence within and external to family settings.

Do the research topics apply to sexual violence as well as family violence?

Yes. The research topics apply to sexual violence and/or family violence.

For example, the priority research topic “What, from the perspective of victim survivors, are meaningful, safe and effective ways to gather feedback to strengthen family violence service delivery?” could focus on victim survivors of sexual violence and harm.

[Added 17 March 2023]

Population groups

My project involves children. What additional requirements must I consider?

Projects involving children have additional ethical considerations. It is your responsibility to ensure your application adheres to ethical research practises and approaches.

As specified in the grant guidelines, the lead organisation must have policies and processes in place that ensure adherence to the current Australian Code for the Responsible Conduct of Research. Download a copy from the NMHRC website’s Australian Code for the Responsible Conduct of Research 2018 page.

Where applicable, research teams must also have access to a human research ethics committee for approval if working with human participants. More information is on NHMRC’s Human research ethics committees page.

Applicants will be asked to indicate in their funding application where they believe their research may entail ethical risks. Where such risks exist, applicants must explain how they will be mitigated, especially where there are risks to vulnerable groups such as children.

My project involves Aboriginal and Torres Strait Islander people and communities. What additional requirements must I consider?

Projects involving Aboriginal and Torres Strait Islander people and communities have additional ethical considerations. It is your organisation’s responsibility to ensure its application adheres to ethical research practises and approaches.

As specified in the grant guidelines, the lead organisation must have policies and processes in place that ensure adherence to the current Australian Code for the Responsible Conduct of Research. Download a copy from the NMHRC website’s Australian Code for the Responsible Conduct of Research 2018 page.

Where applicable, research teams must also have access to a human research ethics committee for approval if working with human participants. More information is on NHMRC’s Human research ethics committees page.

Applicants will be asked to indicate in their funding application where they believe their research may entail ethical risks. Where such risks exist, applicants must explain how they will be mitigated – especially where there are risks to vulnerable groups that face particular forms of discrimination or disadvantage, such as Aboriginal and Torres Strait Islander people and communities.

Research teams must adhere to the AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research (The AIATSIS Code) to ensure that research with and about Aboriginal and Torres Strait Islander peoples follows a process of meaningful engagement and reciprocity between the researcher and the individuals and/or communities involved in the research. You can download a copy from the AIATSIS website's Ethical Research web page.

In addition to these ethical considerations, projects involving Aboriginal and Torres Strait Islander people and communities must also meet further eligibility requirements. These projects must be led by a Victorian Aboriginal Community Controlled Organisation (ACCO) or consortia with an ACCO as lead organisation or where the Chief Investigator is an Aboriginal or Torres Strait Islander person. Projects involving Aboriginal and Torres Strait Islander people and communities will involve engagement with Dhelk Dja Koori Caucus.

The application must describe any prior engagement and relationships the lead organisation has had with Victorian Aboriginal communities or representatives of Dhelk Dja Koori Caucus and select at least one of the following:

• The lead organisation is an ACCO
• The lead organisation is an ACCO and involves a partnership with other organisations
• The Chief Investigator is an Aboriginal and/or Torres Strait Islander person.

Can a research project focus solely on an identifiable cohort/group?

Applications that focus on addressing any priority research topic from the perspective of identifiable groups or communities and their members are welcome.

There is an expectation that all research delivered under the Research Program will apply or be underpinned by core principles of the Research Agenda. This includes consideration of the role of Aboriginal self-determination, gender inequality, intersectionality, lived experience and application of a system lens that recognises the cross-system and multi-agency nature of Victorian reforms.

Although the grant guidelines are explicit, at a couple of points, about the ability to make applications to undertake research that focuses on identifiable groups this is not intended to restrict applications with a focus on identifiable groups to the priority research topics in which this is explicitly mentioned.

In line with the grant guidelines, applicants submitting a proposal focusing on a single Victorian population group must make the case for the clear evidence gap that exists.

[Added 17 March 2023]

Budget

How much are the research grants?

Except for the ‘system lens’ research topic, research grants will be offered in one funding range with project funding up to $150,000 (exclusive of GST) and a project duration a maximum of 1.5 years.

The ‘system lens’ research grant will have a maximum budget of $300,000 (exclusive of GST) and a project duration of 1.5 years.

Please note: Maximum budget limits and timeframes for project completion cannot be changed and will not be negotiated.

Is the maximum budget set out for each research topic exclusive of GST?

Yes. The maximum budget is exclusive of GST.

Maximum budgets and timeframes are included in the grant guidelines for each research topic. Does this mean that the intention is to fund multiple projects within that budgeted amount or that individual project proposals should not exceed the limits set out?

The maximum budget and timeframe set out in the grant guidelines relate to individual project proposals therefore budgets and timeframes for proposed projects should not exceed those limits.

The maximum budget and timeframe along with other information and requirements set out under the research topic also provides an indication of the size and scale of project proposals being sought.

Applicants are encouraged to carefully consider the information and requirements for the research topic of their proposed project. This includes information on desired outcomes, methodological considerations, maximum costs and timeframes when determining the scope and methodology of their proposed project.

Can I submit a project proposal with a budget less than the maximum budget?

Yes. The amount set in the grant guidelines is the maximum; no minimum amount has been set.

Applicants are encouraged to consider the information and requirements for each research priority and also the selection criteria set out in Section 2 of the grant guidelines.

How much detail must I provide in the budget section of my application?

We recommend you be as specific as you can. The assessment panel will assess projects taking into account realistic costs and budget detail. It is important that the panel can clearly see the allocation of funds for the entire project.

The itemised budget should be broken down by category, as specified in Section 1 of the grant guidelines.

Ensure you justify each of your budget line items. You must explain why the item is necessary for the success of your project, demonstrating coherence with your project design. Ensure all requested items are within the funding limitations outlined in the grant guidelines.

The more accurate and well-documented your application is, the less doubt or questions will be in the assessors’ minds. Remember, you cannot ask for more funds later because you did not accurately cost your project initially.

Will more than one project be funded for a priority research topic?

The department may fund more than one project for a priority research topic, depending on the field of applications received.

Are universities eligible to include in their costing up to 15% as administrative costs?

Yes. Universities should not include more than 15% as administrative costs in their costings.

Application process

How do I apply for the grant?

Please read the Guidelines for prospective applicants Family Violence Research Grants Program: Phase 2 to determine your eligibility, understand the focus and scope of the research program and understand the application process.

Applicants will need to log in or register with the Grants Gateway and then navigate to “Available grants” to find the application form for Phase 2.

Please complete your submission through the department’s grants application website.

Ensure your application and all required documentation are completed and submitted before 3.00 pm, Monday 3 April 2023.

Multiple people are contributing to our application. Can I get a Word version of the form to draft our application?

No, a Word version of the application form is not available.

The whole Grants Gateway was built to WCAG (Web Content Accessibility Guidelines) 2.0 Compliance standard which was fully tested and signed off.

Applicants are responsible for coordinating the drafting of their applications. An application can only be accessed by one Gateway account. If you want a colleague to be able to access the draft application you will need to share that account.

When can I apply for the grant?

Grant applications open open at 3.00 pm AEDT, 6 March 2023. Grant applications close at 3.00 pm, Monday 3 April 2023.

What if I don't submit my application before the closing date?

Applications to funding rounds close promptly at the published time and date.

Applications that have not been submitted by the closing date will be unable to be sent and will be purged from the system following the funding round closure. Acceptance of late applications due to circumstances beyond the applicant’s control will be at the discretion of FSV.

What if I leave an organisation that has put in an application? What will happen to the emails?

FSV will contact applicants using the email address provided as the primary email of the contact for the application. If you plan to leave an organisation and know you have an open application or grant, please email the FSV Research and Evidence team and quote your application number.

What if I need to make a change to my application form?

Please ensure that you carefully read and check your application form before submitting.

On the ‘Review and submit’ page, you can check you have completed all relevant sections, that all the information is true and correct and that you have attached required supporting documents. You may also download a PDF copy of the completed form to review.

If you need to make a change after you have pressed submit, please email the FSV Research and Evidence team.

Please note: changes after the closing date will only be made at the discretion of FSV.

Do you accept hard copy applications or supporting materials?

We do not accept hard copy applications. All applications must be submitted using the online application form. If you need help with your online application, please email the FSV Research and Evidence team.

Is it permissible, given the word counts for questions, to attach a reference list of publications used to support the application?

Yes. You will be able to attach a reference list to your application.

Assessment and selection process

What happens after I submit the application?

Once you submit your application, you will receive a system-generated confirmation email with your application number.

After you have received the confirmation email, you can assume that your application is being processed.

For enquiries during this time, you can email the FSV Research and Evidence team.

Who assesses the applications?

Applications will initially be checked for eligibility by FSV.

Eligible applications will then be assigned to a panel of subject matter experts based on the subject area of the priority research topic that the application relates to.

Subject matter experts will undertake an initial scoring of eligible applications against the assessment criteria, to provide a preliminary ranking of applications and determine whether more information or clarification is needed. We may request more information or clarification of an application, as part of the assessment process.

A lived experience expertise panel will review applications ranked highly in the preliminary ranking for the ability of these applications to embed lived experience and implement the lived experience guiding elements; and make recommendations to the master panel.

A master panel will review the top-ranking applications and come to a consensus before shortlisting preferred projects, determining a final ranking and making recommendations for funding.

FSV’s CEO will review the recommendations of the master panel and recommend the projects for funding to the Minister for Prevention of Family Violence (the Minister).

Members of the subject matter expertise and master panels will come from Victorian Government Departments and come from within and outside FSV.

How are applications assessed?

Applications are assessed against the assessment criteria specified in the grant guidelines.

Applicants should align their applications to these criteria and take note of the weighting of each criterion. The application form structure is based on the assessment criteria to ensure clarity for applicants.

When will I find out if my grant application was successful?

We hope to let applicants know the outcome of their application within two months of the research grants round closing date, however this will depend on the number of applications we receive.

Will I be given feedback if my application is unsuccessful?

If your application is not successful, we will send you an email to notify you of the outcome and include contact details if you wish to seek feedback.

Can I appeal the decision?

No. Decisions about the outcome of the grant and the assessment and selection process cannot be appealed.

Successful applicants

When will I receive the grant?

The department will make the first payment to each grant recipient by 30 June 2023 and make subsequent payments as agreed in the contract between the parties, based on the meeting of milestones/deliverables.

How will the grant be paid to my organisation?

Successful applicants must enter into a funding agreement with the department.

The standard Victorian common funding agreement is available from the Victorian Government’s Victorian Common Funding Agreement forms and templates web page.

The VCFA Standard Form and Short Form templates are built into Grants360 to automate contracting, allowing successful applicants to sign electronically.

All organisations funded through the department are paid via Oracle – the department’s financial management system. The integration of Oracle and Grants gateway allows payment to be made to successful applicants as deliverables are met, without the need for an invoice.

What happens if I want or need to change what I spend my grant funding on?

Once you enter a funding agreement, any changes to the budget, activities and items will be at the discretion of the department.

You will need to email the FSV Research and Evidence team to set up an initial discussion in the first instance.

Any variations will be assessed against the budget limitations specified in the grant guidelines and will be at the discretion of the department.

Help with applications

Who do I contact if I have any questions or trouble with the application?

For enquiries about the grant guidelines, deadlines or questions in the application form, you can email the FSV Research and Evidence team and quote your application number. Please note that we can only provide general advice regarding the application process

When is the last day I can ask questions related to priority research topics and receive project guidance before applications close?

The deadline to ask questions related to priority research topics and receive project guidance is 27 March 2023 Final responses to questions received by this date will be provided by 30 March 2023.

Following this date, FSV will still able to assist with administration-related questions.