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Submission

 

Important Note:

Plagiarism is not tolerated. The grant application should comprise the principal applicant's original work. The previously published work of others must be identified clearly as such by citing appropriate references. The principal applicant may be asked to provide clarification where any overlap between the contents of the submitted grant application and other materials is suspected. Grant applications that reproduce the work of others without appropriate attribution may be withdrawn from funding consideration and the track record of the applicants may be affected. The track record will be taken into consideration when considering applications to any of the health research funds administered by the Food and Health Bureau.

 

Guidelines for submission

Applicants are required to complete the electronic application form on electronic Grant Management System (eGMS). Only applications submitted on the standard forms will be processed. Please refer to the Guidance Notes for Research Grant Application and Explanatory Notes for Research Grant Application for details. Incomplete or insufficiently detailed applications will not be processed and may result in withdrawal.

The information contained in the electronic application form will be automatically extracted into the Secretariat's database. It is essential that the electronic form is completed fully and accurately and that the format and protected features of the forms are not changed in any way.

Grants are allocated following a two-tier peer review comprising a Referee Panel and the Grant Review Board.

Principal applicants who are new to the eGMS are strongly advised to prepare their applications well before the deadline of submission to avoid unexpected situations. Applicants will receive an acknowledgement email from eGMS after their application has been submitted to the Research Fund Secretariat successfully.

Each principal applicant is allowed to submit one application only (either a new application or a resubmission of application).

Applications without the endorsement(s) of principal applicant, Head of Department, and authorised persons on behalf of the Administering Institution and Finance Office will be treated as incomplete application and will not be considered.

Principal applicants should make sure that all co-applicants endorse on the application as the track record for the whole project team might be adversely affected if misconduct/fraud is found. All project team members should be well aware of their participation in the project. The Management of Track Records of Applicants can be downloaded from our website.

Administering institutions should check that all applicants meet the eligibility requirements before submission of grant applications.

The principal applicant shall inform the Secretariat immediately if he/she plans to leave his/her administering institution after submission of application.  Failure to do so will result in disqualification of the application.

 

Resubmission

If you choose to resubmit your application, please ensure that your resubmission package contains the following:

  • A structured response to the Grant Review Board and reviewers’ comments (as a PDF file attached to the electronic application form) (see Sample Response Letter - Research ) and;
  • All items listed in the "application package" above.

 

Similar studies and other funding

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 required to notify the Secretariat immedicately about:

  • any other similar or related application submitted to other funding agencies in addition to those listed in the Electronic Application Form; and
  • the funding decision of any similar or related application once available.

 

Ethical Approval / Third-party Data

Provision of the ethical approvals / evidence for accessing third-party data during the submission of applications is not required. Principal applicants should submit such approvals / evidence within 12 weeks (or as specified by the Secretariat) after the announcement of funding decisions. Failure to do so will result in withdrawal of grants.  Letters of exemption for non-applicable regulatory committees are not required.

Principal applicants should ensure that the protocol / scope approved by the relevant regulatory body / Institutional Review Board (IRB) is the same as that approved by the HMRF.

For research proposals on clinical trials, in particular those involving the use of Chinese medicine, principal applicants are strongly advised to confirm the need for a Clinical Trial Certificate / Medicinal Test Certificate from the Department of Health as early as practicable (preferably during the submission of applications to the HMRF) to avoid delay in project commencement.  If a Clinical Trial Certificate / Medicinal Test Certificate is required, failure to present a valid certificate within a specified deadline will result in withdrawal of the grant.