1.  

What is the operational timeframe/funding cycle of the Health and Medical Research Fund (HMRF)?

In general, the HMRF calls for applications in December with the closing date by the end of March in the following year. Peer review is conducted during April and August. The Grant Review Board (GRB)'s funding recommendations will be deliberated and endorsed by the Research Council in September or October. The funding decision will be available within 3 weeks after the endorsement. Potentially fundable grants will be given 3 weeks to address the comments from GRB/expert reviewers. The principal applicants must resolve all outstanding issues (e.g. budget clarification and ethics approval) before signing the agreement. Approval for new funding will not be granted if the principal applicant has not submitted outstanding/overdue report(s)/certified financial statement(s) and audited account(s)/evaluation questionnaires for his/her other grants supported by the HMRF.

2.

What is the grant ceiling and grant duration of investigator-initiated projects?

The normal grant ceiling is $1.5 million per project with a grant duration not exceeding three years.  Seed grant with grant ceiling of HK$500,000 per project supports larger-scale pilot studies such as those evaluating trialability and scalability for future implementation and small-scale research with achievable objectives. 

3.

What is Seed Grant?

Seed grant with grant ceiling of HK$500,000 per project supports larger-scale pilot studies such as those evaluating trialability and scalability for future implementation and small-scale research with achievable objectives.  Examples include small clinical trials, feasibility studies for future clinical trials, validation of screening tools/diagnostic frameworks, epidemiological modelling of infectious or non-communicable diseases, cost-effectiveness studies, and analysis of prospective/retrospective clinical data, etc.  Studies may be conducted in clinical or community settings with a small sample size for preparation of a large-scale research with full sample size in future.  For example, clinical validation of a diagnostic tool with tests for acceptability and feasibility; evaluation of clinical surveillance method for pathogens in a small community region; investigation of the prevalence of disease risk factors within a specific subject group; comparison of clinical outcomes retrospectively or prospectively, etc.

4.

Who decides the result of funding?

The Research Council makes a decision on funding the proposed projects based on recommendations received from the Grant Review Board.

5.

Will administrative costs/overhead fees be allowed?

Administrative costs/overhead fees are not supported by the Health and Medical Research Fund according to current policy. However, they will be considered on a case-by-case basis for commissioned programmes under special circumstances.

6.

7.

Is it possible to extend the project duration?

8.

Can funding from the Health and Medical Research Fund (HMRF) be used to hire research students?

9.

What is the previous success rate of investigator-initiated research projects of the Health and Medical Research Fund?

The overall success rate depends on the quality of research proposals received each year.  Thus, the figure varies every year.  The success rate over the last three years is on average around 23%.

10.

Clinical staff in public hospitals are heavily occupied by clinical work. It is difficult for them to engage in research work.  Any advice?

We encourage clinical staff with sound and innovative ideas which may contribute to a quality investigator-initiated project to bid for the Health and Medical Research Fund. They may team up to share their effort and expertise, and seek necessary assistance from universities to facilitate their research work.

11.

What is the penalty for scientific misconduct and non-compliance with HMRF’s requirements?

In the event of scientific misconduct and non-compliance with HMRF’s requirements, if substantiated, will lead to serious consequences including but not limited to disqualification in the concerned funding exercise, debarment in all capacities in all funding schemes administered by the Secretariat, recovery of grants and downgrade of rating for new funding applications. The Management of Track Records of Applicants is available on the Secretariat’s website.

12.

What kinds of investigator-initiated projects will be supported?

As the Health and Medical Research Fund emphasises the importance of translational potential of research findings, only clinical research and research on infectious diseases with public health implications will be supported.  Making reference to the definition of clinical research by the National Institutes of Health of the United States, clinical research refers to “research with human subjects that is:

(a) Patient-oriented research. Research conducted with human subjects (or on material of human origin such as tissues, specimens, and cognitive phenomena) for which an investigator directly interacts with human subjects. It includes: (i) mechanisms of human disease, (ii), therapeutic interventions, (iii) clinical trials, or (iv) development of new technologies. Excluded from this definition are in vitro studies that utilise human tissues that cannot be linked to a living individual;

(b) Epidemiological and behavioural studies; and

(c) Outcomes research and health services research.”

Research proposals on infectious diseases should focus on those diseases which are prevalent in or pose threat to Hong Kong and neighbouring regions or areas in which the Hong Kong academic community has a competitive edge.  Research proposals on infectious diseases with public health implications from bench to bedside and at community level, and with translational value are supported.  For Chinese medicine, only clinical research based on Chinese medicine theory or clinical research on Chinese medicine theory and methodology is supported.  Examples of research within or outside the funding scope are provided at Appendix A of Guidance Notes on Grant Application.

13.

Will consideration of small scale / start-up project be less favoured?

The yardstick of assessing proposals is the same for all applications large or small. Scientific merit and translational potential/value impact are always the major consideration.

14.

I need to access to patients and/or clinical samples. Any advice how to collaborate with relevant experts, e.g. clinicians from Hospital Authority (HA)?

Applicants are strongly recommended to consult the field experts to improve the feasibility of proposals, in particular clinical studies and those involving human subjects.

For proposal involving data access from HA, approval from the Central Panel on Administrative Assessment of External Data Requests of HA is required for using HA data where applicable.  Please visit http://www3.ha.org.hk/data/Provision/Index/ for details. Use of Clinical Data Analysis & Reporting System for research purpose must only be conducted with written approval by appropriate Research Ethics Committee.

15.

Is there any channel to appeal the funding decision?

An appeal will be considered only when there is evidence of procedural flaws in the review process.  Procedural flaws refer to the improper handling or processing of the application(s) / report(s) / declaration(s) that deviates from the practices required by the relevant written policies.  The appeal must be submitted in writing with substantiation of the alleged procedural flaw(s) in question, and lodged with the Research Fund Secretariat within 30 calendar days after the issuance date of the decision. Anonymous request is not accepted. Please refer to the policy on Appeal Mechanism in the Research Fund Secretariat’s website for details.

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1.  

Can I submit an application as a private individual without being employed by an administering institution?

No.  Individuals not employed by any administering institution are not eligible for application.  Funding will be allocated to the administering institution if the application is approved.  The administering institution is jointly responsible for the conduct of any proposed research with the principal applicant. Interested parties from non-academic institutions are highly recommended to collaborate with partners from academic institutions to prepare implementation science proposals.

From the 2024 Health and Medical Research Fund Open Call onward, application with single applicant is not allowed. The principal applicant is required to indicate a Co-Applicant to take up the principal applicant role in the electronic Application Form as a contingency measure in case principal applicant cannot continue the project and the administering institution cannot identify a replacement principal applicant who is no less qualified in terms of relevant experience and qualifications than the existing principal applicant. The consent from the nominated Co-Applicant must be obtained.

2.

I am inexperienced in applying for grants.  Any advice?

The Grant Review Board will consider the experience and qualifications of the principal applicant when assessing a grant application.  Priority will be given to principal applicants with demonstrable experience in research or conduction of health promotion projects.  You are advised to apply for Seed Grant or include experienced investigator(s) as the Co-applicant(s) in the grant application.

3.

Will new applicants be disadvantaged in the process?

While the track record of the project team is taken into account during the assessment process, the scientific merit and translational potential/value of the proposal are the major considerations. For health promotion projects, the potential impact in response to the health needs of the target local community, and scientific evidence of effectiveness will be considered.  We encourage new blood in the local research community to submit grant applications as capacity building is also the objective of the Health and Medical Research Fund.

4.

I’m not a clinician, can I set up a multi-disciplinary project team to apply for a grant of investigator-initiated projects under the Health and Medical Research Fund?

Applicants of investigator-initiated projects are not restricted to clinicians. Applications from locally based tertiary institutions, hospitals, medical schools, non-governmental organisations and other appropriate centres, units or services are invited.  For applications on infectious diseases, the applicants should state clearly how the findings may be translated to impact on public health/health services and/or clinical practice.  For applications for health promotion projects, applicants should state clearly how the proposed projects may provide impact in response to the health needs of the target local community.  The project team of a health promotion project should also consist of healthcare professionals as collaborators for relevant studies as necessary.

5.

Can applicants base overseas submit proposals?

No.  The principal applicant shall be employed by an administering institution which is based in Hong Kong at the time of application and throughout the project period.  Collaboration with local or non-local organisations is also encouraged.

6.

Can visiting scholars submit applications?

Visiting scholars are eligible to apply for funding as principal applicants provided that they are employed by an administering institution which is based in Hong Kong at the time of application and throughout the project period.

7.

I am a staff of Government Bureaux/Department, can I submit an application?

Individuals and Government Bureaux/Departments are not eligible to apply as principal applicants but their participation as Co-applicants is acceptable.

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1.  

Can I submit more than one application to the same application round?

No.  Each principal applicant is allowed to submit one application only (either a new or a resubmission of application).  It also means that each principal applicant shall not hold more than one funded grant in each Health and Medical Research Fund open call.

2.

If the project has been supported by other funding before, can I apply for the Health and Medical Research Fund funding to support further studies/projects arising from the outcome of the earlier projects?

Proposals building on earlier projects will not be rejected if they contain new ideas, designs and objectives, with high potential for generating public or clinical impact or cost savings.

3.

Can I submit a proposal that is already under consideration by another fund to the Health and Medical Research Fund (HMRF)?

Applications already submitted to another funding agency may be submitted for consideration by the HMRF provided that full disclosure of the parallel submission is made in the HMRF application.  The funding decision of the other fund should be relayed to the Research Fund Secretariat immediately when it is available.  Double funding of projects is strictly prohibited. In principle, the first offer of funding should be accepted.

4.

If a clinical trial project has been partially sponsored by another source, e.g. industry, can I still apply for the Health and Medical Research Fund (HMRF) to support the aspect which is not covered by the existing funding?

Projects supported by the HMRF should be standalone work with well-defined deliverables.  Supplementary sponsorship must be fully justified.  Applicants shall state clearly any supplementary support has been/will be received from other sources, including but not limited to monetary, investigational new drugs/devices, reagents, consumables and rental of equipment. The declaration shall include any use of the grant monies to purchase products or services from businesses owned wholly or partly by the administering institution or any of the applicants, or any of the proposed personnel and sub-contractors/agencies to be engaged in the project.

5.

Can I submit a proposal that was not funded by the Health and Medical Research Fund (HMRF) (including investigator-initiated research projects/health promotion projects and Research Fellowship Scheme) or any of its preceding funding schemes, or other funding agencies (local or overseas)?

(a) Applications disqualified or rejected on the ground of misconduct by the HMRF (including investigator-initiated research projects/health promotion projects and Research Fellowship Scheme) or any of its preceding funding schemes, or other funding agencies (local or overseas) will not be considered.

(b) Applications not funded in a previous HMRF Open Call or Research Fellowship Scheme, or by other funding agencies (local or overseas) can be submitted as a new application (While those HMRF application previously rated “2” or above should be submitted as resubmission as stated in 2.4.3 of Guidance Notes) after extensive changes or improvements have been made to the not funded application and with full justifications. Principal applicant should provide (a) a copy of each previously submitted similar application(s); (b) the decision letter(s) and reviewers’ comment(s), if available; (c) point-by-point responses to address all reviewers’ comment(s), if available; (d) the revised proposal with major changes highlighted in different colour. Explanation should be provided if comments or point-by-point responses are not submitted.

6.

Can I resubmit a proposal that was submitted to but finally not supported in earlier open calls of the Health and Medical Research Fund (HMRF)?

Applications not supported in previous application rounds of the HMRF investigator-initiated research projects/health promotion projects meeting the following criteria should be submitted under the category of “Resubmission”.  Structured point-by-point response to address all comments stated in the Grant Review Board Assessment Report (where applicable) should be submitted –

(a) Application rated “3” which should be revised to address all reviewers’ comments in a structured and consistent manner in the resubmission.

The continued relevance of the application with respect to knowledge gaps, policy needs, translational value and prevailing thematic priorities at the time of resubmission will be considered. Having satisfactorily addressed reviewers’ comments is not a guarantee of funding.

7.

What will happen if I forget to notify the Research Fund Secretariat that I have submitted a similar proposal to other funding agencies (local or overseas) after submission of an application to the Health and Medical Research Fund (HMRF)?

Applicants should declare any duplicate funding in the electronic Application Form.  At any time before the announcement of the funding decision of the HMRF application, applicants are obligated to notify the Research Fund Secretariat immediately about –

(a) any other similar or related application submitted or to be submitted to HMRF or other funding agencies (local or overseas) in addition to those listed in the Section 17 of the electronic Application Form; and

(b) the funding decision of all declared similar applications once available.

Failure to make declaration may lead to application not eligible for further processing and shall be subject to penalty as determined by the Research Council according to The Management of Track Records of Applicants which can be downloaded from our website.

8.

How many principal applicant and co-applicants are allowed in a grant application?

From the 2024 Health and Medical Research Fund Open Call onward, application with single applicant is not allowed.  The principal applicant is required to indicate a Co-Applicant to take up the principal applicant role in the electronic Application Form as a contingency measure in case principal applicant cannot continue the project and the administering institution cannot identify a replacement principal applicant who is no less qualified in terms of relevant experience and qualifications than the existing principal applicant.  The consent from the nominated Co-Applicant must be obtained.  The project team must consist of a principal applicant and at least one but not more than nine Co-Applicants.

9.

Can I submit an application which is a continuation of previous funded projects?

Applications building on and extending the findings of previously funded projects (whether the Health and Medical Research Fund (HMRF) or not) to address new or related issues will be allowed. Applicants should declare any other similar or related application submitted or to be submitted to HMRF or other funding agencies (local or overseas) in the Section 17 of the electronic Application Form.

10.

Can I start the project earlier before my application submission?

Costs of work (e.g. the purchase of equipment or the first working day of a project staff) incurred before the commencement date or the writing-up of such work are not allowed.

Principal applicant shall declare whether there is any similar/related research work done before the proposed commencement date as stated in electronic Application Form when he/she receives the decision email that his/her application is recommended for support.  Any changes in the proposal will be sent to Grant Review Board speaker and Grant Review Board Executive for endorsement.  Any non-disclosure of similar/related research work done before the proposed commencement date of the project stated in the electronic Application Form will be subject to penalty.

11.

Do applicants need to indicate the area of project (i.e. health and health services research, infectious diseases, advanced medical research and health promotion) in their grant applications?

Yes. Applicants are required to select the area of project and use the correct proposal template to upload to the electronic Application Form:

(a) Proposal Template for Research Project (Section 10(a)-(h)) for the area of project of health and health services research, infectious diseases and advanced medical research; OR

(b) Proposal Template for Health Promotion Project
(Section 10(a)-(h))

Applications which do not use the standard proposal template for Research and Health Promotion Project respectively (Section 10 of electronic Application Form) will be treated as incomplete and will not be processed. The proposal templates can be downloaded from the Secretariat’s website.

12.

Will a proposal that involves development of device for medical use be acceptable?

Projects purely on development of medical device are usually not supported. Application of the medical device with appropriate evaluation in patients or subjects in clinical or relevant healthcare settings can be considered for support.

13.

Will projects involving animal studies be supported under Area of Project of “Infectious Disease” for investigator-initiated projects?

Research proposals on infectious diseases should focus on those diseases which are prevalent in or pose threat to Hong Kong and neighbouring regions or areas in which the Hong Kong academic community has a competitive edge. Research proposals on infectious diseases with public health implications from bench to bedside and at community level, and with translational value are supported.

14.

My proposed study involves regular surveillance of diseases. Will this type of project be considered for support?

Routine public health or clinical services that are provided by the Government or government funded agencies will not normally be considered for support.

15.

What is “Implementation Science”?

“Implementation Science” aims to promote the systematic uptake of research findings and other evidence-based information into routine practice. It also aims to assess the performance, and, hence, improve the quality and effectiveness of health services. Proposals submitted under this thematic priority should aim to improve the existing healthcare system in terms of enhancing patient care or informing health policies. It should be noted that implementation science approaches are applicable to all Areas of Project (i.e. Public health, human health and health and health services, Infectious diseases, Advanced medical research and health promotion). Interested parties from non-academic institutions are highly recommended to collaborate with partners from academic institutions to prepare implementation science proposals.

For project addressing the thematic priority of Implementation Science, please state clearly the proposed framework(s) / model(s) to analyse barriers and facilitators of implementation outcomes.

16.

Is a must to use the Reach Effectiveness Adoption Implementation Maintenance (RE-AIM) framework in proposals for health promotion projects?

Yes.  For health promotion projects, applicants are required to state clearly the pre-set criteria for process and outcome evaluation based on the Reach Effectiveness Adoption Implementation Maintenance (RE-AIM) framework.  Failing to do so will lead to the application being incomplete for further processing.  Please refer to “https://re-aim.org/” for reference.

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1.  

Should regulatory approvals (e.g. ethics/safety) and/or consent for accessing third-party data be included with the application?

A copy of the regulatory approvals and/or consent should be included with the application if they are available.  If they are not available by the closing date, the principal applicant should indicate in the application that the process of obtaining regulatory approval and/or consent is ongoing.  Funding will not be released to successful applications unless valid regulatory approvals and / or consent are in place.  Principal applicants should submit such approval/evidence within 12 weeks (or as specified by the Research Fund Secretariat) after the announcement of funding decision.  Failure to do so will result in withdrawal of grants.  While the various regulatory committees determine whether or not regulatory approval is required, the primary responsibility for seeking relevant approval rests with the principal applicant.

Applicants should ensure that the regulatory/ethics approval(s)/evidence for accessing third-party data bear(s) the same project title as that in his/her application approved under the Health and Medical Research Fund. The protocol/scope included in such approval(s)/evidence for accessing third-party data must be the same as that in the application.

2.

What is meant by a “recognised” ethics committee?

A recognised ethics committee includes those established under the purview of academic institutions, private hospitals, non-governmental organisations, Department of Health, and Hospital Authority.

3.

I need a Clinical Trial Certificate from the Department of Health.  Any advice?

For research proposals on clinical trials, under Regulation 36B of the Pharmacy and Poisons Regulations (Cap. 138A), for the purpose of conducting a clinical trial on human beings or medicinal tests on animals using pharmaceutical products, a Certificate for Clinical Trial/Medicinal Test issued by the Pharmacy and Poisons Board must be obtained prior to the commencement of the research project.  According to Section 129 of the Chinese Medicine Ordinance (Cap. 549), for the purpose of facilitating the conduct of a clinical trial or medicinal test of any proprietary Chinese medicine, a Certificate for Clinical Trial and Medicinal test issued by the Chinese Medicines Board must be obtained prior to the commencement of the research project.  Principal applicants are strongly advised to confirm the need for the relevant certificate as early as practical (preferably before/during the submission of applications to the HMRF) to avoid delay in project commencement.  If a relevant certificate is required, failure to present a valid certificate by a specified deadline, may result in the application being rejected.  For further details, please refer to the relevant guidance notes available in the websites of the Department of Health’s Drug Office and the Chinese Medicine Regulatory Office.

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1.  

Who decides the result of funding?

The Research Council makes a decision on funding the proposed projects based on recommendations received by the Grant Review Board.

2.

How will my applications be reviewed?

Applications will undergo peer review process and be assessed according to the following criteria –

Health and medical research projects

Health promotion projects

The Research Council may at its absolute discretion invite non-local experts to participate in the second-tier peer review.

3.

When and how will I know if my application is approved?

Principal applicants will be notified of the result of their applications by email via through the electronic Grant Management System (eGMS) approximately 6 months from the closing date of application.  Principal applicants can also view the funding results through eGMS at https://rfs.healthbureau.gov.hk/eGMS/.

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1.  

How are the thematic priorities of the Health and Medical Research Fund determined?

The thematic priorities are determined by the Health Bureau.  The current priorities areas are: 

Please refer to the Secretariat’s website for details and reference codes of the thematic priorities.

2.

What are the thematic priority?

The Health Bureau determines the thematic priorities, currently under the following six broad themes: Infectious Diseases; Non-communicable Diseases; Primary Healthcare; Preventive Medicine; Digital Health and Advanced Technology; and Clinical Trials and Implementation Science, which will be announced concurrently with the open call for applications and publicised on the Secretariat’s website at https://rfs.healthbureau.gov.hk.

3.

Will the thematic priorities be changed frequently?

The thematic priorities are reviewed and updated regularly. They will be announced concurrently with the open call for applications, and will be publicised on the Research Fund Secretariat’s website.

4.

How does the principal applicant indicate thematic priorities in application?

The principal applicant should select the most relevant thematic priority reference code in the application form (Section 3).  If the application is outside the thematic priorities, please select “N/A” (i.e. Not Applicable) in the Section 3.

5.

What is the purpose of setting thematic priorities?

The thematic priorities set out the areas that the Health and Medical Research Fund (HMRF) would prefer to support. Applications addressing the thematic priorities for the current HMRF Open Call will be given higher priority for funding.

6.

How is funding apportioned across the different areas of projects?

There is no pre-defined funding allocation or quota for any area of project (i.e. health and health services research, infectious diseases, advanced medical research and health promotion).

7.

Can I conduct research work / health promotion activities similar/relating to the application before receiving funding decision?

Principal applicant shall declare whether there is any similar/related research work done before the proposed commencement date stated in the electronic Application Form* (2024 open calls and afterwards) when he/she receives the decision email that his/her application is recommended for support.  Any changes in the proposal will be subject to review.  Non-disclosure of similar/related research work done before the proposed commencement date stated in the application will be subject to penalty.  The Management of Track Records of Applicants is available on the Secretariat’s website.

* For the 2023 open calls or before, the commencement date stated in the Agreement signed between the Administering Institution, Principal Applicant and the Government will be used.

8.

What will happen to my new grant application if I have not submitted overdue reports or deliverables expected in my other grants under the Health and Medical Research Fund (HMRF)?

Approval for new funding will not be granted if the principal applicant has not submitted outstanding/overdue report(s)/certified financial statement(s) and audited account(s)/outcome evaluation questionnaires for his/her other grants supported by the HMRF.  The grant may also be withdrawn if the outstanding/overdue report(s)/certified financial statement(s) and audited accounts/outcome evaluation questionnaire(s) is not submitted within six months from the grant approval date.

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1.  

Where can I find the specific terms and conditions of the funding award?

Successful proposals are governed by a contractual agreement setting out the terms and conditions under which the funding award is made and the rights and responsibilities of the parties to the agreement.  Agreements must be signed by the principal applicant and representatives of the administering institution and the Hong Kong SAR Government.  An agreement template is available on the Research Fund Secretariat’s website. Projects cannot commence unless a duly completed agreement is in place.

2.

What will happen if I cannot start the project on the date mentioned in the Application Form?

Approved projects are expected to commence within a specific time period or the grant will lapse.  The offer of grant will be withdrawn if the project does not commence within 6 months from the grant approval date.

3.

Can I request the approved grant to be allocated to my personal bank account?

No.  The approved amount will only be allocated or reimbursed to the administering institution which should have a proper audit trail in place. The administering institution shall be responsible for the provision of the basic facilities required to support the project including employment service of the required project staff, procurement of services and equipment, accounting services, etc.

4.

What is a frozen account of a funded project?

The account of on-going project with unsatisfactory progress or overdue report(s) will be frozen (i.e. all claims and payment will be put on hold) until the outstanding issues have been resolved.  Principal applicant and administering institution will be informed of the decision once the project account is frozen.

5.

How to make reimbursement of project expenditure?

Claims for reimbursement should be duly submitted to the Secretariat when expenditures are incurred. Up to 80% for funding amount of HK$100,001 or above, or 90% for funding amount of HK$100,000 or below, is reimbursed bimonthly in arrears.

6.

I have submitted the Final Report and the final claim for reimbursement of project expenditure.  When will the final payment be made to my Administering Institution?

We will issue reminder to Administering Institution one month before due date of Interim or Final Reports.  All claims and payments will be put on hold once reminders have been issued and until acceptance of report(s).

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1.  

How is the progress of funded projects monitored?

The progress of funded projects is monitored regularly via interim report, final report and dissemination report and ad hoc queries raised by the Research Fund Secretariat throughout the project.  Site visits may be conducted to inspect the progress and administrative aspects of the project.  Please refer to Guidelines for Accounting, Reporting, Project Monitoring and Change Requests.

2.

What will happen if the interim report is overdue?

An interim report shall be submitted in writing normally within 2 months of the first anniversary of the commencement date.  If the interim report is overdue, your account will be frozen and claims for reimbursement will be put on hold.  The Research Council reserves the rights to terminate the grant due to unresolved overdue reports.  Please refer to Guidelines for Accounting, Reporting, Project Monitoring and Change Requests.

3.

Under what circumstances do I need to seek prior approval for changes in the approved project?

No alteration, deletion or addition may be made to any of these conditions or any part of the approved project without prior approval from the Research Fund Secretariat, in particular –

• any change of substance in the objectives and methodology of the project;
• any change of the principal applicant, Co-applicants and the administering institution;
• given in the electronic Application Form under the below scenarios: (a) addition of new budget item except a new individual staff item with monthly salary not more than HK$25,000 (including Mandatory Provident Fund); or (b) update existing individual staff item with monthly salary more than HK$25,000 if the accumulated increase in that individual staff item is more than 30% of its original budget; or (c) accumulated increase of budget of an existing individual Equipment/Other Expenses item more than 30% of the item’s original budget or HK$60,000 and accumulated spending still should not exceed those items with a cap, such as publication costs, conference and reference materials;
• any change of the duration/commencement date/end date of the project.

Please refer to the Guidelines for Accounting, Reporting, Project Monitoring and Change Requests.

4.

Do I need to report to the Research Council any dissemination of project findings/new findings?

Yes.  The Research Council maintains a database of output that will be taken into account when considering future applications submitted by the principal applicants.  To facilitate the promulgation of research findings of projects supported by the Health and Medical Research Fund, especially those projects have implications for clinical practices, health services or policy, project teams may be invited to present their findings and exchange ideas with clinicians, health services providers, managers and other stakeholders at the functions, e.g. monthly Journal Clubs, workshops, symposium, etc. conducted by the Research Fund Secretariat.

5.

Do I need to report the publication of funded projects or filing of a patent application?

It is required in the agreement that: (a) the interim report should contain a list of Intellectual Property Rights obtained, a list of peer-reviewed publications (with copies of reprints), and a list of manuscripts submitted for publication or in preparation which have resulted directly from the project.  (b) Invention or patent arising out from the project is co-owned by the Government and the administering institution. Therefore, a written consent from the Government must be sought before filing patent application.

6.

I encounter difficulties in completing the project.  What shall I do?

Please approach the Research Fund Secretariat by email as soon as you encounter difficulties.  We will refer your concerns to appropriate experts for their opinion and look for alternatives to reduce the risk of incomplete projects.

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1.  

Can I submit final reports or evaluation questionnaires later than the due date?

Principal applicants should submit final reports on or before the due date.  No submission of final report by deadline without valid justification will be subject to penalty actions including (a) Debarment for 2 years in all capacities in all funding schemes and until the final report is submitted, whichever is later; and (b) Partial payment or recovery of the grant.  Please refer to The Management of Track Records of Applicants.

Approval for new funding will not be granted if the principal applicant has not submitted outstanding/overdue report(s)/certified financial statement(s) and audited account(s)/outcome evaluation questionnaires for his/her other grants supported by the Health and Medical Research Fund.  The grant may also be withdrawn if the outstanding/overdue report(s)/certified financial statement(s) and audited accounts/outcome evaluation questionnaire(s) is not submitted within six months from the grant approval date.

2.

How are the outcomes of completed projects measured?

Apart from the final report, dissemination report and other activities on reporting project deliverables to stakeholders and/or general public, principal applicants of funded projects are required to complete an evaluation questionnaire 2 and 4 years after completion of projects.

The evaluation for research projects assesses and quantifies various aspects such as knowledge generation, career advancement, and engagement with the public, financial benefits such as royalties generated by the research, and ultimately impacts on health policy, health service delivery and improvement in public health.

The evaluation for health promotion projects gives a snapshot of the project outcomes and the impact on health promotion.  Based on the Reach Effectiveness Adoption Implementation Maintenance (RE-AIM) framework developed by Glasgow (1999), the outcome evaluation includes the following dimensions –

• Reach the target population
• Effectiveness or efficacy
• Adoption by target settings or institutions
• Implementation of the intervention
• Maintenance of intervention effects in individuals and settings over time

3.

Will the Research Council inform the principal applicants before the publication of dissemination reports?

Final report and dissemination report eligible for dissemination of results (i.e. rating of “Accepted” or above) will be uploaded to the Research Fund Secretariat’s website within one month after closure of project.  According to the agreement, the Government or principal applicant/administering institution shall have the right to use the Materials for non-commercial academic purpose without the consent from each party.  An “abridged secondary publication” has been added to the title of the dissemination reports to be uploaded to the Secretariat’s website for public access.

4.

What is my involvement in publishing/distributing dissemination reports?

To close the project cycle, Principal applicants are requested to assist in publishing dissemination reports by submitting the dissemination report together with the final report.  Dissemination reports of projects eligible for dissemination will be uploaded to the Secretariat’s website and distributed to the wider community.  Selected dissemination reports (as abridged secondary publication) may be published in the Hong Kong Medical Journal Supplement where appropriate.  To facilitate the promulgation of research findings of projects supported by the Health and Medical Research, especially those projects have implications for clinical practices, health services or policy, project teams may be invited to present their findings and exchange ideas with clinicians, health services providers, managers and other stakeholders at the functions, e.g. monthly Journal Clubs, workshops, symposium, etc. conducted by the Research Fund Secretariat.

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