Terms and conditions of grants

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General

  1. In general grants are for only one year at a time. Subsequent funding may be approved in principle on scientific grounds but is dependent upon receipt of satisfactory 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.A brief report suitable for scrutiny by the charity’s scientific advisers must be sent twice a year and include a lay summary. As a charity, the Pelican Cancer Foundation 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 a side of A4.
  2. Grant-holders are required to submit a full report including a lay summary electronically within three months of the end of the grant period or as specified by the Pelican Cancer Foundation.
  3. Site visits may be made at any time subject to mutual agreement.
  4. Grant-holders must inform the Pelican Cancer Foundation of the date on which work commences and of any interruptions to the research programme. The Pelican Cancer Foundation reserves the right to review the grant in the event of such an interruption.
  5. The Pelican Cancer Foundation should be provided with details of all individuals being supported under its grants and notified of any changes of personnel or location of researchers. The Pelican Cancer Foundation reserves the right to review the grant in the event of such a change.

Financial

  1. Payment for salaries and other recurrent expenses will only be made six months 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 and price rises over the period of the grant.
  3. The Pelican Cancer Foundation does not meet any administrative or other overheads imposed by a University or other host institution.

Equipment

  1. Equipment purchased with Pelican Cancer Foundation funds must be used as specified under the grant offer. The Pelican Cancer Foundation must be informed of any intended change of use and reserves the right to withhold consent to such a change. The Pelican Cancer Foundation 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 research and no additional costs fall to the Pelican Cancer Foundation.
  3. Where practical, purchased equipment should be marked with a Pelican Cancer Foundation sticker. These are available from the Pelican Cancer Foundation office.

Liability

  1. Those supported by Pelican Cancer Foundation grants are not regarded as being employed by the Pelican Cancer Foundation and 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. The Pelican Cancer Foundation 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. The Pelican Cancer Foundation 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 the Pelican Cancer Foundation grant, the host institution agrees to indemnify the Pelican Cancer Foundation against any liability (including legal costs) arising from any claim made against the Pelican Cancer Foundation in connection with or arising from the results of the research supported.
  3. The host institution must confirm that it has obtained public and professional indemnity insurance at a level appropriate to the risks involved, for the duration of the grant and for a period of five years from grant completion.
  4. In the rare event of scientific fraud occurring the Pelican Cancer Foundation wishes to make it clear that it is the responsibility of the grant-holder’s employing authority to investigate this. The Pelican Cancer Foundation 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 the Pelican Cancer Foundation should be notified and kept informed of further developments. At the initial stages of the enquiry the Pelican Cancer Foundation would not normally suspend the grant. However, if adequate steps are not taken to proceed with the investigation the Pelican Cancer Foundation will suspend the grant. If fraud is proven the Pelican Cancer Foundation will terminate the grant immediately.

Ethical approval

  1. Under exceptional circumstances, Pelican Cancer Foundation will allow a grant to start before ethical approval is given, but this MUST be justified in the application and approved by the Research Review Panel.

Use of animals

  1. Grant-holders are not expected to use animals in their research.
  2. Grant-holders who use animals must adopt procedures and techniques, which minimise their use and to use maximally humane methods consistent with obtaining valid results.
  3. 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. The Pelican Cancer Foundation should be informed of any possible commercial exploitation of the results of the research supported. Acceptance of the grant gives The Pelican Cancer Foundation 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 Pelican Cancer Foundation funded project with the media without informing the Pelican Cancer Foundation in advance.
  3. If called upon by the Pelican Cancer Foundation 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 the Pelican Cancer Foundation in advance of papers accepted for publication and/or presentations at conferences arising from the work it supports or any other fora at which the research is publicised.
  5. The charity’s support must be acknowledged in all publications, spoken presentations and talks.
  6. An electronic final copy of any published papers should be sent to the Pelican Cancer Foundation ( admin@pelicancancer.org).

Equality, Diversity, and Inclusion (EDI) Policy for Research Grant Applications

EDI Policy 2025