Grant Conditions

All projects must provide regular progress updates using CoLab’s reporting templates. These reports must be submitted by the deadlines set out in the grant agreement so that we can monitor progress and support good governance. CoLab may ask for additional information or clarification where needed to ensure that reporting is complete and accurate.

Grant recipients must acknowledge CoLab and our Major Partners in all project‑related publications, presentations and communications, using our logos in line with branding guidelines. You can email programs@cccolab.org.au to access logo files and guidance.

Recipients agree that information about their funded projects and outcomes may be used by CoLab for charitable, promotional and educational purposes. We will not share confidential information or anything that could compromise intellectual property. CoLab has a non‑exclusive, royalty‑free licence to use, reproduce and publish research outcomes from funded projects, with appropriate credit to recipients.

Grant recipients are asked to work with CoLab to create materials that show the impact of their projects, such as news stories or investigator profiles, and must ensure they have the necessary rights and permissions for any images, videos or other materials they provide.

Where personnel are fully funded through the Future Leaders Impact Program, CoLab may use naming rights and co‑branding with Major Partners to recognise this support.

Funds must be used only for the approved project and the budget items in the grant schedule. Funds must only be used for the approved project as set out in the grant agreement and budget. Any changes to how funds are used must be approved by CoLab in writing, and funds cannot be spent on items or activities that are listed as ineligible in the funding guidelines.

Any unspent funds at the end of the grant period, including unspent interest, must be returned to CoLab unless we agree otherwise. Spending above the approved budget is the recipient’s responsibility and will not be reimbursed.

Interest earned on grant funds is treated as part of the grant. It must be used for the approved project, reported in financial statements, and any unspent interest at the end of the funding period must be returned unless we agree otherwise.

The payment schedule is agreed when the grant agreement is signed. Payments are linked to specific milestones and deliverables.

Salary support is usually paid at the start of the grant. Other costs are paid in instalments after milestones are met and valid invoices and reports are received.

CoLab may withhold or delay payments if reports are late, incomplete or unsatisfactory, or if milestones are not achieved. The administering institution must issue accurate invoices for each instalment. CoLab will pay valid invoices within the timeframe in the agreement. Any overpayment must be reported promptly and may be recovered or offset against future payments.

Applicants and their grants or research office contact are notified of funding outcomes by email. Successful applicants then receive a grant agreement for review and signature by both CoLab and the administering institution within six weeks (30 business days) of the offer.

CoLab can help finalise practical details but generally cannot accept major changes to standard conditions. If the agreement is not signed in time, the offer may lapse unless an extension is granted.

Any proposed changes to key project details after approval must be submitted in writing for CoLab’s review, to make sure they do not materially change the project as approved.

Grant recipients must keep accurate financial records and submit financial reports as required.
Any changes to the approved budget must be explained in these reports. Larger changes within a budget category may need CoLab’s prior approval.

Different levels of financial sign‑off apply depending on the grant size. These may include institutional sign‑off, statutory declarations or independent audits.

Recipients must ensure total full‑time equivalent (FTE) for any funded staff member across all sources does not exceed 1.0 FTE. They are responsible for monitoring FTE, notifying CoLab if the limit is exceeded, and telling us if similar work is funded elsewhere.

Intellectual property (IP) created under CoLab‑funded projects stays with the grant recipient or their institution.

CoLab does not require prior approval to commercialise IP, but institutions must keep us informed of major IP‑related activities.

Commercialisation and clinical trial activities must prioritise benefits for Australian and Victorian communities. Relevant Victorian Government bodies may need early visibility of investment opportunities in commercially developable IP.

As a charity, CoLab may take a share of net financial returns (typically 17%) from commercialisation of solely CoLab‑funded IP. This share is reinvested into childhood cancer research. Where other funders are involved, revenue is shared on a pro‑rata basis.

Any commercialised IP must support humanitarian access. It must not be commercialised in ways that prevent or materially restrict access for communities who could otherwise not afford or obtain the resulting treatment, technology or product.

Funded projects must obtain and keep all required institutional approvals, including ethics approvals, for the life of the grant. Grant recipients must comply with all relevant laws, regulations and sanctions.

CoLab does not support projects or organisations linked to industries that conflict with our mission, such as tobacco, alcohol or gambling. We expect high ethical standards, with zero tolerance for fraud, corruption, bribery or other unethical behaviour.

Funded organisations must manage conflicts of interest, protect CoLab’s independence, and ensure non‑discriminatory practices in hiring, delivery and partnerships.

The administering institution must maintain appropriate insurance, including public liability, workers’ compensation and professional indemnity, at minimum levels set out in the agreement. Evidence of insurance may be requested by CoLab.

The agreement outlines when CoLab can suspend or terminate funding. This includes serious breaches, misuse of funds, failure to meet reporting requirements, or failure to comply with upstream funding obligations. If a grant is terminated, the administering institution must stop spending grant funds, provide all required reports, and return any unspent or uncommitted funds, including unspent interest.

If issues arise, the parties are expected to first try to resolve disputes through discussion and negotiation.