Grant reporting

Effective monitoring and evaluation are essential for good award management and governance.

HRB grant holders are required to submit grant reports as outlined in their grant contracts and the most recent HRB General Terms and Conditions for Research Awards. The different types of reports are listed below and all grant holders will receive an official notification from the HRB when a grant report is due for submission, unless otherwise stated in their contract.

To find our more about how we evalate our investment in health research, see our Evaluation page.

Annual Reports are required for the majority of active HRB grants but they are not required in some circumstances, for example for grants with a duration of a year or less.

Annual Reports are requested at the end of January of each year for submission by the end of March in that year. Grant holders will receive an official notification from the HRB when an Annual Report is due for their award(s) along with access to the relevant templates which are updated each year.

From January 2020, Annual Reports should be completed and submitted online via the HRB Grant E-Management System (GEMS)

Please see HRB Annual Reports 2020 Guidance Notes for further information.



From January 2018, the Final Report (formerly the End of Grant report) will be requested in two parts:

  • A Final Report of progress and outcomes will be collected annually via the Final Report Survey Tool for all awards completed in the previous calendar year and should be submitted on or before the 31st of March each year. This report focuses predominantly on metrics gathering for outputs, outcomes and impacts with additional questions regarding achievement of objectives and award personnel. Updates on this information may be requested on an annual basis for a period of up to five years.

Grant holders will receive an official notification from the HRB when a Final Report is due for their award(s) along with the relevant templates which may be updated each year.


Depending on the scale and nature of your HRB award, you may be required to report to the HRB more frequently or on a different schedule. For example holders of substantial and/or strategically important HRB awards may be required to submit Key Performance Indicator (KPI) reports, based on a set of KPIs agreed with HRB at contract stage. These large awards may also be subject to an Interim Review, which is typically preceded by submission of an Interim Report.


Independent reviews are important contributors to the ongoing monitoring and evaluation of substantial and/or strategically important HRB awards, and provide the evidence to support decisions regarding continued funding for an award. For these types of awards, the HRB conducts in-depth reviews with the assistance of an independent panel of international experts.

  • Interim Reviews of scientific and strategic progress take place during the grant period to assess scientific and strategic progress, to ensure all milestones are being met and to glean lessons for further rounds of the same or similar schemes.
  • Renewal Reviews take place close to the end of an existing award where there is the possibility of next phase funding. These reviews assess the scientific and strategic achievements of the award and the justification for a renewal of HRB support and possible future objectives and activities.

In both cases, continued HRB funding for the award is conditional on a successful outcome to the review.


Sample resources

  1. Since January 2020 the HRB policy on management and sharing of research data stipulates that all HRB awardees are required to submit a Data Management Plan (DMP) where DMP requirements are specified within the award call guidance.
  2. An up-to-date Gantt Chart for planning and/or tracking the progress of your grant is also a mandatory requirement that must accompany grant amendment requests and Annual Reports.

Templates for both of these documents are available blow.

Download grant reporting templates