Frequently asked questions

Eligibility

Who can apply?

As indicated in the guidelines of the Queensland STEM Engagement Grants, funding is open to applicants who are Queensland-based with an Australian Business Number.

The grants are offered to increase participation in science-based activities and engagement between scientists and the whole community. Events and activities that inspire students to study STEM subjects, promote STEM careers, and engage the wider community to increase awareness of the Queensland scientific ecosystem, as well as projects that build critical thinking skills and science literacy may be submitted.

Can a Queensland Government employee apply for a grant?

Yes, a Queensland Government employee in their capacity as a teacher or as a volunteer for a community group may be eligible to apply.

Can a Queensland statutory authority apply for a grant?

No, a Queensland statutory authority is not eligible to apply.

Can a Queensland Government department apply for a grant?

No, a Queensland Government department is not eligible to apply for a Queensland STEM Engagement Grant.

Can a Queensland Government school apply for a grant?

Yes, any school can apply through a teacher – including state, independent and catholic schools.

Can a Local Government agency apply for a grant?

Yes, a library or other local government organisation can apply.

Can a school student apply for a grant?

School students are not eligible to apply. Schools need to make an application via a teacher.

Can grant-funded activities engage visitors and tourists?

Yes. Activities that engage visitors and tourists may be funded where they provide meaningful STEM learning and engagement opportunities that align with the objectives of the Queensland STEM Engagement Grant program. Applicants should demonstrate how the activity will encourage active participation in STEM, deliver measurable engagement outcomes, and contribute to increasing STEM awareness, interest or skills among participants.

If I am an existing grant recipient of another Queensland Government, or other funding program, am I still eligible to apply?

Yes, however the applicant must report any cash contribution towards the project (including other Queensland Government, Australian Government or any other source of funding) in the application form under ‘Budget’ as ‘Funding from other sources’. The reporting of additional funding is an advantage for an application as this may demonstrate the merit of the project.

Does the Queensland STEM Engagement Grant program replace the Engaging Science Grants program?

Yes, the Queensland STEM Engagement Grant program replaces the previous Engaging Science Grants program. This new program is aligned with Queensland Government Science and Innovation Strategy and also with the Best Practice Principles for Community Science Engagement Programs.

If I am an existing grant recipient of Engaging Science Grants, am I still eligible to apply?

Yes, you can still apply for funding under the Queensland STEM Engagement Grant program if the application is for a different/unrelated project or can demonstrate alignment to the eligibility criteria and clear additionality to a previously funded project under the Engaging Science Grants program (such as a major enhancement or focus on a new priority cohort).

The department strongly encourages proposals from applicants or projects that have not been previous recipients of funding.

Who is the ‘applicant’ and who is the ‘recipient’?

The applicant is the person making an application, on behalf of their Queensland-based and ABN registered organisation, for a Queensland STEM Engagement Grant.

The recipient is the applicant organisation specified in the application to carry out the project who has been awarded a Queensland STEM Engagement Grant, and includes, where relevant, its officers, employees, contractors, agents, volunteers and invitees.

What does it mean to be Queensland-based?

To be eligible an applicant must have a business address located in Queensland, such as an office, chapter or campus. The applicant also needs to have an Australian Business Number (ABN).

Do I need to provide evidence of public liability insurance of at least $20 million?

Yes. If your application is successful, you will be required to provide evidence of public liability insurance coverage of at least $20 million before entering into a funding agreement.

Can there be more than one partner/collaborator?

Applications can include more than one partner. Collaboration with universities, research centres, community groups or government is strongly encouraged.

Who is the ‘project leader’?

The project leader is the individual who works as part of the applicant organisation and who will direct the project activities and provide the final report, tax invoice and proof of payments in support of the grant.

I am not sure I can finish my project within 12 months? Am I still eligible?

To be eligible for the Queensland STEM Engagement Grants, applicants must agree to complete the project in up to 12 months.

No extensions will be granted unless there is a genuine need due to unforeseen circumstances.

Can I use the grants to buy equipment?

Yes, equipment may be purchased using the funds for the activity or project, noting that equipment costs must be less than 50% of the total funding sought. For example, applications solely for equipment purchases will not be eligible.

Can an organisation apply for a Queensland STEM Engagement Grant if the proposed project involves products or services that they sell/provide?

No, the Queensland STEM Engagement Grants funding cannot be used to pay for an organisation’s business activities such as marketing and promotion of products or services that they sell.

Promotion of the project for the purposes of recruiting event attendees, citizen scientists and so on to the project is  allowable.

What is the definition of citizen science project?

We have adopted the definition created by the Australian Citizen Science Association (ACSA): “public participation and collaboration in scientific research with the aim to increase scientific knowledge”.

A citizen science project must involve members of the public participating in activities such as (but not limited to):

• collecting biological, geological or artificial (such as litter) samples
• collecting data (such as recording the presence of flora, fauna, natural landscape features, objects in space)
• taking photographs, video or audio recordings
• analysing previously collected samples or data
• analysing photographs, video or audio recordings.

A citizen science project must also follow a scientific methodology or involve hypothesis testing. For example, we would not consider volunteers planting trees in an area of cleared bushland to be a citizen science project. To fit our definition of a citizen science, a project should include a hypothesis such as, “The number of native animal species will increase if trees are planted in an area of cleared bushland.” Citizen scientists could then be involved in preliminary faunal surveys prior to tree planting or involved in surveys after the tree planting, and then be informed about how the data was used and how they have contributed.

If I am running a citizen science project, does it have to align with the ACSA definition?

Yes. It is intended that citizen science projects align with ACSA’s definition: “public participation and collaboration in scientific research with the aim to increase scientific knowledge”.

If I am running a citizen science project, does a project have to involve sample or data collection and/or analysis?

Yes. It is intended that citizen science projects are research projects with explicit scientific objectives and outcomes resulting in credible, reliable data that will be shared (as appropriate) with participants, the science community and the public.

If I am running a project, near or on a public protected area, do I require a permit?

Yes. For projects that are located in or near public protected areas (e.g. national parks), a Queensland Parks and Wildlife Service permit may be required. Contact ecotourism@detsi.qld.gov.au prior to submitting your application for a preliminary assessment. The preliminary assessment must be submitted with your application form.

What is STEM including social sciences?

STEM – stands for the related disciplines of science, technology, engineering and mathematics.

Social science is the study of how people interact with one another. The branches of social science include anthropology, economics, political science, psychology and sociology.

In the context of the Queensland STEM Engagement Grants, projects that enhance skills in any of the related field will be eligible to apply.

What does appropriate industry requirements mean?

These are specific standards, regulations, and expectations that applicants must meet to conduct a particular activity. To be eligible for funding, industry requirements must be current and maintained throughout the life of the project. For example, a Blue Card is required for people who work or volunteer in child-related roles.

What is a communications plan?

A communications plan is a document outlining the project’s target audience, goals and strategy for communication including the channels used (such as websites, social media and media, newsletters, email, forums) to reach the target audience. The plan must include a timeline for communication and identify ways to measure the effectiveness of communication.

The recipient is required to attach a copy of the communications plan (maximum 3 pages) to the application. This template communications plan (DOCX, 23.9KB) is provided for your use.

Assessment

How will grant applications be assessed?

Applications will be assessed:

• through a competitive, merit-based process against the program’s assessment criteria
• by a panel of independent assessors with relevant scientific, research, education, citizen science and/or communication backgrounds.

The number of grants awarded will depend on the number and quality of applications received.

Projects that engage a wide group of stakeholders, target under-represented groups such as First Nations people, girls and women, disadvantaged groups, or involve Queenslanders from regional or remote areas, and those that show a self-sustaining component, will be looked upon favourably.

Application

Is there a limit to the number of grant applications I can lodge?

Only one application per project is permitted but an applicant can submit more than one application providing these are for different projects.

Where a service provider works with multiple applicants e.g. more than one school to submit an application for the same project, all will be assessed however only one application may be funded per round.

How can I check the status of my application?

Applicants will be notified in writing or via email about the outcome of their application.

What happens once I submit my application?

Once you application has been submitted, you will receive a confirmation email from SmartyGrants. The application will first be checked for eligibility. If it qualifies, an assessment panel will then review it. You will be notified of the outcome of your application in writing once the assessment process has been fully completed.

When will I be notified of my application outcome?

Applicants will be notified in writing about the outcome of their application. This is expected to be in early 2027 once the assessment process has been finalised.

Can the application be revised after submission?

No. However, applicants must advise the department of any changes that are likely to affect eligibility by emailing grantsadministration@detsi.qld.gov.au

Best practice principles for community science engagement programs

What are the ‘Best Practice Principles for Community Science Engagement Programs’?

This recently released report provides evidence-based guidance for the design, delivery and evaluation of community science engagement programs. You can read information about the Best Practice Principles for Community Science Engagement on the Queensland Chief Scientist website.

Aligning your project to the best practice principles will ensure your project reflects evidence-based guidance to achieve successful outcomes and greater impact. While not all principles will be relevant for every project, careful consideration of their applicability and use will enhance your project and its potential outcomes and impact.

While it is not a requirement for this funding round to apply the best practice principles to your project design and delivery, demonstrated alignment to the principles would strengthen your project and application.

All applicants are strongly encouraged to utilise the best practice principles to guide and underpin their project, and to reflect this in their application.

You can also read the full report including appendices on the Queensland Chief Scientist website.

Funding

How much can I apply for?

Funding of up to $25,000 per project for up to 12 months.

Must an applicant apply for a grant of $25,000?

No, you don’t. While up to $25,000 is available per project, you can apply for a lesser amount.

When will the funds be available?

Due to the application and assessment process, it is expected that funding will become available in early 2027. Applicants are to keep this in mind when considering their project timeframes.

What can the grant funding be used for?

Grant funding may be used for staff salaries, specialist contractors, event delivery, marketing and communications, media, travel, permits, and other eligible expenses directly related to the delivery of the project. Any travel and meal expenses claimed must be consistent with the Australian Taxation Office (ATO) reasonable travel and overtime meal allowance guidelines.

The grant funds can be used for a new project or to enhance an existing project. Projects must not impose excessive financial costs on participants.

The grant funds cannot be used for operational overhead expenses of the recipient organisation including insurance, or to pay for an organisation’s business activities such as marketing and promotion of products or services that they sell. Promotion of the project for the purposes of recruiting event attendees, citizen scientists and so on to the project however is allowable.

Equipment or technology costs must be no more than 50% of the total funding granted.

Project planning expenses must be no more than 20% of the total funding granted. Activities include, but are not limited to, First Nations engagement and stakeholder consultation.

What sort of costs are ineligible for funding?

The grant funds cannot be used for:

• organisational overheads of the applicant organisation including insurance
• projects or activities that have already started or are finished. However, if you have a multi-stage project, you can apply for funding for a later stage (e.g. stage 2) even if an earlier stage (e.g. stage 1) is complete, as long as the stage you're applying for hasn't begun
• purchase of alcohol
• gift vouchers other than for books.

Can I use the Queensland STEM Engagement Grants funding to pay for the time and expertise of my own staff/employees to deliver the proposed project?

Yes, the guidelines state that the Queensland STEM Engagement Grants funding can be used for staff costs, for example direct salary costs for employees delivering the STEM engagement activity. The funding cannot be used for staffing costs not directly related to the delivery of the project, for example administrative support.

Applicants must demonstrate that any staff costs requested are directly related to the delivery of the project. Funding cannot be used for the salaries of permanent employees or contracted staff undertaking project activities as part of their existing employment responsibilities.

Can I use the Queensland STEM Engagement Grants funding for travel and meals associated with the project?

Yes, travel and meal expenditure is a permittable expense, but should be in alignment with the ATO ‘Reasonable Travel and Overtime Meal Allowance’ figures.

What is the program payment structure?

Funding for successful projects will be paid on the following basis:

• 70% at start of the project
• 30% on project completion.

The initial 70% will be paid after the Funding Agreement is signed by the department and after the department has received a valid tax invoice from the recipient. To claim the final 30%, you will be required to submit the following:

• a short report that includes project evaluation outcomes
• evidence of expenditure you wish to claim i.e. receipts or invoices (bank statements will not be accepted)

Note: Please ensure your organisation will support commitment of expenditure prior to reimbursement of the final 30% payment (all expenses must be claimed within the final report).

An online template of the short report format will be provided to the funding recipients.

What evidence is required to receive funding?

A signed Funding Agreement must be submitted by the recipient to the department to receive the first payment.

The final payment will require recipients to submit a short report with project evaluation outcomes, evidence of expenditure you wish to claim i.e. receipts or tax invoices (bank statements will not be accepted). Please note receipts or tax invoices must show a nil balance owing.

It is expected that you will spend all (or almost all) of the funding you have requested, any amounts not used, or without paid receipts will not be reimbursed at the final acquittal stage.

What is a valid tax invoice?

A valid tax invoice as defined by the Australian Taxation Office.

Are grant payments subject to GST?

Applicants registered for GST will not be provided with funding to account for cost directly associated with GST and are required to provide the GST exclusive amount in their budget. Recipients registered for GST can claim the GST component for any expenditure that they incur back from the ATO.

Where an applicant is not registered for GST, the budget may include the GST as a cost component of the grant.

For advice on GST, please seek assistance from the Australian Tax Office.

For more information, please email grantsadministration@detsi.qld.gov.au or contact the grants program office on (07) 3330 6360.

Is additional grant funding available if the project costs exceed the approved funding?

No. The onus is on the recipient and/or partners or sponsors if any costs exceed the approved funding.

The project

What is considered regional, rural or remote Queensland?

For the purposes of the Queensland STEM Engagement Grants program, regional Queensland refers to all areas outside the Brisbane metropolitan area, including regional, rural and remote communities across Queensland.

Rural and remote areas are defined using the Australian Bureau of Statistics Remoteness Areas classification and include locations classified as Inner Regional, Outer Regional, Remote and Very Remote.

Applicants proposing activities in regional, rural or remote communities should clearly identify the locations where project activities will be delivered and explain how the project will benefit participants in those communities.

Is my project eligible if it is only conducted in metropolitan Brisbane and does not include a regional engagement activity?

Yes. Projects delivered solely within metropolitan Brisbane are eligible to apply. However, applicants are encouraged to consider opportunities to engage regional, rural or remote communities where appropriate, as this may help broaden the reach and impact of the project across Queensland.

Can I apply for funding support for a project that has already commenced prior to this application?

Existing projects can only be funded if the application is for a clear enhancement. This includes, but isn't limited to, expanding to new regional areas or communities, improving citizen science data collection, or further technology upgrades.

For multi-stage projects, you can apply for funding for a later stage (e.g. stage 2) even if an earlier stage (e.g. stage 1) is complete, provided the stage you're applying for hasn't commenced.

Costs already incurred cannot be claimed.

When should I begin and finish the project?

The project will technically commence on the date the department signs the Funding Agreement. The project must be completed in up to 12 months from the project start date, which will be reflected in the Funding Agreement.

It is expected that recipients will be notified by early 2027 and be ready to begin their project soon after this.

Reporting

How often will progress reports be required?

The department may contact recipients during the project to ask how the project is going, and a response will be required to ensure the deliverables are on track.

A final short report will be required at the end of the project, a template will be provided.

If I am successful, is there an obligation to acknowledge the Queensland Government’s funding support?

Yes. You will initially be asked to keep the details of your grant confidential until it is announced officially by the Queensland Government. After the announcement, you will be required to acknowledge the Queensland Government’s support when publicly talking about the project, attending relevant media/promotion events, publishing relevant material, media releases and public statements.

Acknowledgement wording and logo will be provided to recipients.