This section provides information for grantee and researcher management of research grant agreements and projects funded by the Commonwealth. Grant Agreement Management covers all activities funded through a Grant Agreement as well as the compliance with Grant Agreement terms and conditions. Grant project management covers all activities from project announcement through to the conclusion of the project and the submission of the Final Report. 

Under the Research Grants Services (RGS) arrangements, the ARC will provide grants administration services to funding entities. Under this arrangement the ARC may undertake a variety of activities on behalf of funding entities including providing support for the Research Management System users, managing relationships with grantees and researchers, monitoring and approving reports and variations and managing issues that impact the delivery of grant projects or compliance with the relevant Grant Agreement. 

RGS Grants Management Services 

The following sections outline requirements, processes and information for grants that are managed by the ARC on behalf of funding entities. These currently apply to grants funded under: 

  • NISDRG Program – Intelligence Challenges (ONI)
  • NISDRG Program – Security Challenges (Defence)

Reporting Requirements

Reports for Commonwealth funded grants are important elements in ensuring the accountability and good management practise for publicly funded research. Reports also assist in drawing the ARC, funding entities and the Research Offices to concerns and problems that researchers face.

Outcome reporting plays an increasingly significant role in government research funding and policy. The ARC and funding entities compile statistics on the outcomes from publicly funded research. Final Reports provide information on the number and types of outcomes that have been generated, which may include the research training that has been supported and the research personnel involved. Statistical information compiled from these reports supports ARC and funding entity's advocacy for the funding of quality research that brings benefit to the Australian community.

Relevant reporting requirements for each project are outlined in the applicable Grant Agreement for each Grant Opportunity. Grant Agreements are available on the relevant instance of RMS.

Subject to the Grant Agreement, the funding entity reserves the right to withhold payment of further instalments of any funded project until the appropriate reports have been received and assessed as satisfactory. 

KPI Reporting

In order to ensure the program achieves the objectives and intended outcomes all awarded grants are required to provide periodic progress updates against set Key Performance Indicators (KPIs). KPIs must be set for each project against the standard KPIs included in the report and the grant must also develop KPIs that are specifically relevant to the research program.

The intention of establishing KPIs is to set aspirational performance goals, which would reflect the highest possible level of achievement for a grant. It is important to note that KPI’s are one measure of progress and will be reviewed in context of other reports and outreach and engagement activities.

NISDRG Report Instructions - PDF Format (518KB) - Word Format (603KB)

Variation to a Funding Agreement 

Changes in circumstances over the duration of a grant project may necessitate a Variation of the Funding Agreement (Variation) or a Partner/Participating Organisation Agreed Contribution Report (POACR).

Variations and POACRs must be requested through the Research Office of the Administering Organisation. Requests must be submitted via the relevant version of RMS by Research Office staff.

Who the Variation is submitted to may be different for each Program, Scheme, Priority or Challenge and Funding Entity.   

Research Office instructions for completing and submitting a Variation and/or POACR – PDF Format (1MB) –  Word Format (1MB).

For all new participants requesting to be added to a Grant please complete the participant eligibility confirmation form and attach to the variation

RGS has developed a general list of non-allowable items to assist Research Offices. Please note that the document is a general indicator of the non-allowable items known and some items will not be relevant for some select funding rounds.

Please always refer to the specific Grant Guidelines and/or Agreements, for confirmation on the full range of items allowed/not allowed – PDF Format (180KB) –Word Format (46KB).

Please note that the RGS Post-award team is happy to assist with any questions for Variations, however RGS does not answer hypothetical questions in relation to Variation requests. Please provide accurate and relevant information when seeking assistance.

RMS Dashboard and Notifications

The ARC and funding entities have functionality within each instance of the Research Management System (RMS) to allow Research Office staff to set up an easy access dashboard to access pre-selected data and receive notifications to assist with Grant management activities. 

RMS Dashboard and Notifications User Guide - PDF Format (845KB) - Word Format (581KB)

Contact details

For queries regarding reports and variations for NISDRG, please email ARC-NISDRG@arc.gov.au.