Funding terms and conditions

General terms and conditions that apply to non-MRC grants

Applicants are advised to check the specific terms and conditions applying to their grant as they may differ slightly from those stated below.

For terms and conditions for MRC grants, travel grants and studentships please contact the Research Development Manager, tel 020 7833 1733, fax 020 7278 0404, email: research@deafnessresearch.org.uk.

General

1. In general grants are subject to financial authorisation for only one year at a time. Subsequent funding may be approved in principle on scientific grounds but is dependent upon receipt of satisfactory annual reports and the availability of funds.
   
   Grant-holders should note that, even when funds are available and have been earmarked for subsequent years, failure to submit progress reports by the agreed dates is likely to delay approval of second and third year payments.
   
   Unless otherwise advised, a report suitable for scrutiny by the charity's scientific advisers and including a lay summary on the above grant should be submitted no later than eleven months after the agreed start date (hard copy plus one photocopy and electronically).
   
   As a charity, Deafness Research UK depends upon donors' appreciation of the value of the research supported. The lay summary is essential for use in fundraising and publicity materials and must be written for an audience with no scientific background. It should explain in basic terms the problem, the aims of the research, the benefits that could be expected and the progress made. It should be no longer than one side of A4.
2. Grant-holders are required to submit a full report including a lay summary (hard copy plus one photocopy and electronically) within three months of the end of the grant period or as specified by Deafness Research UK.
3. Site visits may be made at any time subject to mutual agreement
4. Grant-holders must inform Deafness Research UK of the date on which work commences and of any interruptions to the research programme. Deafness Research UK reserves the right to review the grant in the event of such an interruption.
5. Deafness Research UK should be provided with details of all individuals being supported under its grants and notified of any changes of personnel. Deafness Research UK reserves the right to review the grant in the event of such a change.
6. Grant-holders must inform Deafness Research UK of any proposed move to another research centre. Normally this is acceptable but Deafness Research UK reserves the right to review the grant in the event of such a move.

Financial

1. Payment for salaries and other recurrent expenses will only be made quarterly in arrears and against invoice. No reimbursements will be made against invoices submitted more than one year after the end of the grant period.
2. Total amounts agreed at the outset of an application will not be increased except under very exceptional circumstances. Submissions should therefore be calculated to include increments on any salary scale, estimated national pay awards and price rises over the period of the grant.
3. Deafness Research UK does not meet administrative or other overheads imposed by a University or other host institution.

Equipment

1. Equipment purchased with Deafness Research UK funds must be used as specified under the grant offer. Deafness Research UK must be informed of any intended change of use and reserves the right to withhold consent to such a change. Deafness Research UK accepts no responsibility for installation, maintenance, repairs and insurance costs.
2. The equipment may not be transferred to another establishment or research team without the charity's prior permission. This will normally be granted if the equipment continues to be used for hearing research and no additional costs fall to Deafness Research UK.
3. Where practical, purchased equipment should be marked with a Deafness Research UK plaque. These are available from Deafness Research UK.

Liability

1. Those supported by Deafness Research UK grants are not regarded as being employed by Deafness Research UK, which accepts no liability as an employer. Employment on-costs for contributions in respect of National Insurance, Superannuation etc, as specified in the grant application, will be reimbursed by charity but responsibility for these arrangements lies entirely with the employer.
2. Deafness Research UK relies entirely on the host institution to ensure that the research supported is carried out in accordance with best practice in order to avoid damage, loss or injury to persons or property. Deafness Research UK requires the host institution to take all reasonable precautions to safeguard the health and safety of those involved in the research and all third parties affected thereby and accepts no liability for any accident, injury or loss sustained by any person as a result of and/or in the course of that research. In accepting Deafness Research UK grant, the host institution agrees to indemnify Deafness Research UK against any liability (including legal costs) arising from any claim made against Deafness Research UK in connection with or arising from the results of the research supported and confirms that it has obtained and will maintain in force for the duration of the grant and for a period of five years thereafter, public and professional indemnity insurance at a level appropriate to the risks involved.
3. In the rare event of scientific fraud occurring Deafness Research UK wishes to make it clear that it is the responsibility of the grant-holder’s employing authority to investigate this. Deafness Research UK agrees to funding providing the employing authority can produce evidence of procedures for dealing with scientific fraud. If a case of scientific fraud is suspected in the course of the research then Deafness Research UK should be notified and kept informed of further developments. At the initial stages of the enquiry Deafness Research UK would not normally suspend the grant. However, if adequate steps are not taken to proceed with the investigation Deafness Research UK will suspend the grant. If fraud is proven Deafness Research UK will terminate the grant immediately.

Ethical approval

1. Acceptance of a grant constitutes confirmation that any necessary Ethical Committee approval has been obtained.

Use of animals

1. Grant-holders are expected to adopt procedures and techniques, which minimise the use of animals and to use maximally humane methods consistent with obtaining valid results.
2. Acceptance of a grant constitutes confirmation that any necessary Home Office approval under the Animals (Scientific Procedures) Act 1986 has been obtained.

Intellectual property

1. Deafness Research UK should be informed of any possible commercial exploitation of the results of the research supported. Acceptance of the grant gives Deafness Research UK the right to receive a share of any commercial returns commensurate with the financial or other assistance given.
   
   If, at any time, it is considered that the work may produce or contribute to material worthy of patent, copyright or any other form of protection, grant-holders must advise the body responsible for exploitation of intellectual property in their organisation and ensure that no publication of results occurs before an application for patent protection has been made.

Acknowledgements and publicity

1. The charity's ability to award grants is dependent upon continued support from voluntary donations. Grant-holders are therefore expected to co-operate in publicity efforts.
2. Grant-holders are not authorised to discuss any Deafness Research UK funded project with the media without informing Deafness Research UK in advance.
3. If called upon by Deafness Research UK to speak to the media, individuals will be considered to be representatives of the charity and should refer to the charity's support.
4. Grant-holders are required to alert Deafness Research UK in advance of papers accepted for publication and/or presentations at conferences arising from the work it supports. This will ensure that we are able to maximise opportunities for publicity as appropriate./li>
5. The charity's support must be acknowledged in all publications, spoken presentations and talks.
6. Two reprints of each published paper or a copy of the paper in electronic form (PDF) should be submitted to Deafness Research UK.