These FAQs have been prepared to assist individuals and organisations to apply and manage a grant from the Holsworth Wildlife Research Endowment. The responses are general in nature and we encourage you to refer to the Endowment Guidelines in preparing your application.
Applying for the Endowment
Completing the application form
Reporting and acknowledgments
Obligations and conditions
Applying for the Endowment
The Holsworth Endowment runs two grant rounds each year.
Round 1 is open annually from 1 April to 30 April and Round 2 from 1 November to 30 November.
Our website contains information regarding the Holsworth Endowment, including detailed guidelines, the application process and application forms.
When the grant round is open, the links to the application forms will be available on the ESA website. Please complete all requirements of the application form and attach any additional documents as requested.
Guidelines on how to complete the project description template and page/word limits are included within that document. Note that reference lists are not included in the nominated page limit.
It is important that you refer to the guidelines to ensure that your application will be eligible and that your research project will fit within the scope of the Endowment.
Completing the application form
You do not need to login to access the forms - just follow the links on the website. The applications include downloadable templates that you can work on offline until you are ready to submit.
Please make sure you use the correct form. If you have not previously received Holsworth funding (including past unsuccessful applications) then please use the New Applicants Form. If you have previously received funding and are applying for second or third year funding, then please use the Continuing Applicants Form.
If you have any difficulties navigating the form, please email HolsworthEndowment@ecolsoc.org.au
The exact process for completing and submitting an application for the Holsworth Endowment should be determined by the student and the university’s grants office. For ease, we suggest that the student forward a copy of their application content and a copy of the downloadable certification template to the Grants Office to complete. the student can then upload a copy of the complete Certification and Privacy Statement in the designated section in order to confirm that the university approves of the submission.
Applications for the Holsworth Wildlife Research Endowment must be approved by the university research grants office (or similar) prior to submission. Applications submitted without the knowledge or consent of the university may be declined.
Please note, some universities require that all grant applications be subjected to an internal legal check. Please bare this in mind when you are completing your application as it may take a number of weeks for your university to complete this check.
You do not need to save your application form. The online form includes a downloadable template for the 'Project Description' and 'Budget' sections which you can work on offline and upload as a pdf when you are ready to submit.
No, your uploaded application is your final version.
If you have a significant need to change your original application you can contact us prior to the closing date by HolsworthEndowment@ecolsoc.org.au
You can cut and paste from previous forms where relevant. Please make sure that you are using the current form and are addressing the current guidelines.
You can use your supervisor as one of the referees; however, we require that at least one referee be external to your university and be capable of providing a general academic reference as to the quality of your work.
The external referee does not need to be a direct academic collaborator but does need to be able to support the value of your project and its outcomes e.g. local Landcare group, Government department, NGO. If it is not possible to provide a referee external to your university then they should at least be external to your project. External referee reports should be on an organisation letterhead.
There is no signing declaration for the Executive Summary an it does not need to be on letterhead - just added to the online form as requested. Please ensure that the student and Primary Supervisor details are provided and includes contact and position details. While there is no signing declaration, it is strongly recommended that the student seeks feedback from their supervisor on the applications. Also, make sure you observe the required word limit.
There is no specific font style or size that is required for the attachments. Please ensure that the attachments are uploaded in PDF format. Please note, the Executive Summary should be no more than 300 words in length.
There is a maximum file limit of 25 megabytes. However, it is strongly recommended you try to keep files under 5 megabytes.
If your attachments are over this size, you can either send them in separate emails or some software allows you to manually reduce the size of graphics and files. In addition, logos, pictures and other graphics can be deleted to reduce the file size.
12. Academic record
1. Do I need a certified copy?
No, your academic record does not need to be certified but does need to be on university letterhead i.e. copy of official transcript not just a printout of results.
2. I'm an international student - do I need an English translation?
If you have an English translation, then please include a PDF of that document as well as the original. If you do not have an English translation and cannot easily access one, then include a pdf of the original and we will contact you if we need any further clarification.
1. What should be included?
The particulars of your budget will be largely dependent on the nature of your research. However, as per the Guidelines, the budgetary details generally relate to expenses associated with travel and fieldwork. Exact quotes for travel etc. are not required.
A downloadable template has been provided to help you structure your budget and can be worked on offline until you are ready to submit.
2. Can I apply for conference attendance?
The guidelines allow for first and second year applicants to apply for up to $500 to attend a national conference, and third year applicants to apply for up to $2000 to attend an international conference. You will need to provide details of the conference you are proposing on attending and whether you will be presenting.
If you are a second-year applicant in your final year of study then you can apply for the $2000 international allocation but must state clearly in your application that it is your final year and you will not be submitting a further Holsworth application.
After you lodge your application you will receive an automated email to acknowledge receipt of your application. If you don't receive an email acknowledgment within three working days, please check your spam filter.
If you have still not received the acknowledgement, please let us know by sending an email to: HolsworthEndowment@ecolsoc.org.au
After the Grant Round has closed, the Holsworth Endowment Advisory Panel will review all applications. As a general rule, notification of the decision is usually sent to applicants between two to three months after the closing date.
All applicants will receive a notification email or letter regardless of whether their outcome has been successful or not.
Generally, no feedback is given unless there is something quite specific in the application that could be improved, or the organisation is ineligible to apply. There are typically more applications than funding available and often strong applications and worthy projects are unable to be supported.
Reporting and acknowledgments
The Ecological Society of Australia is very interested in the outcomes of all projects funded. All continuing students provide a Progress Report as part of their continuing application - a separate progress report is not necessary. If you are not intending to apply for more funding , or if it is your final year of funding we expect to receive a Final Report within two months of the completion of the project, as well as a copy of the thesis.
Report templates are available online. If you are unable to access the forms or have queries on completion please email HolsworthEndowment@ecolsoc.org.au.
We understand that you or your organisation may want to recognise the support provided by the Holsworth Endowment and it is expected that funding support is acknowledged in all presentations and publications.
Our preferred wording for this is ‘This project was funded by the Holsworth Wildlife Research Endowment – Equity Trustees Charitable Foundation & the Ecological Society of Australia’.
Dr Holsworth is also interested in reading your thesis when you have completed your PhD. Copies of your thesis can be sent to the Ecological Society of Australia firstname.lastname@example.org or to:
c/o Ecological Society of Australia
PO Box 2187
ESA considers the grants made to organisations as gifts that are freely given and would not ordinarily constitute consideration for taxable supply by recipients. The Australian Taxation Office (ATO) provides information on GST and grants on the ATO website.
Information on GST and non-profit organisations forms part of the ATO’s “Resolved Issues Document” (July 2001). Applicants and grant recipients are advised to seek further information from the ATO regarding their specific individual circumstances.
This ensures that the grant is recorded for taxation and auditing purposes by the grantor (Ecological Society of Australia) and the grantee. In addition, as all grant payments are made by EFT, this also ensures that EFT advice can refer to a Tax Invoice Number for verification and reconciliation purposes. The Tax Invoice should clearly indicate that supply of the grant is GST-free.
Obligations and Conditions
By submitting an application or report:
- You certify that to the best of your knowledge the statements contained therein, and any supporting documents are true.
- You consent to the information being disclosed to or by the Ecological Society of Australia for the purpose of assessing, administering and monitoring any current or future grant applications.
- You understand that if the Ecological Society of Australia approves a Grant Application, your organisation will be bound by the contents of the Grant Application to carry out the project as described therein and in accordance with the grant conditions, timeline for completion and reporting requirements as set out in the Ecological Society of Australia’s Letter of Approval to the successful applicant.
- You consent to the Ecological Society of Australia making public any successful Grant Applications, including the project description, the name of your organisation and grant amount awarded to you.
1. The Grantee will use the whole of the Grant exclusively for the Project as described in the Grant Application and not for any other purpose.
2. The Grantee will use its best endeavour to complete the Project usually within 12 months from the date or receipt of the Grant or in the case of multiple year grants as specified by the Grantor (the “Specified Period”).
3. The Grantee will promptly advise the Grantor of any material change which may affect the Grantee’s ability to undertake or complete the Project within the Specified Period.
4. The Grantee will expend the Grant only within Australia and where specified within the particular State or Territory (with the exception of Government accredited Australian Overseas Aid Agencies).
5. The Grantee will show the Grant separately in its books of account and keep records adequate to enable the use of grant funds to be checked readily.
6. The Grantee will acknowledge the assistance of the Grantor in any published or display material.
7. The Grantee will give the Grantor an annual Progress Report (in the case of multiple year grants) and a Final Report within two months of completion of the project. The Grantor will send the Grantee instructions for accessing the template report.
Any proposed material changes to a project must be made in writing or by email and must be approved by the Ecological Society of Australia. Please ensure that you outline the changes proposed (timing/scope/funding) and any reasons for the change from the originally proposed project.
For research grants, funding is provided to the institution, not to the individual researcher. Where a researcher changes institution, the researcher must apply to have the grant transferred to the new institution.
If you are unsure of your obligations, please email us at HolsworthEndowment@ecolsoc.org.au
ESA values the privacy of our members and clients and does not share any information with external organisations or persons without permission of the applicant.
If you cannot resolve your query by reference to these FAQs or our website, please email us at HolsworthEndowment@ecolsoc.org.au