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/home/cluster1/data/bu01/1121861/html/mixtec/NSF Proposal/SOAS Mixtec Major Project/mdp_terms_conditions_2009.doc
ࡱ > p r o %` 0 > bjbjNN .~ , , L6 Q 8 N T ) ( R h ( ) ) ) ) ) ) ) $ * h I- r () () 4 =) @ ! ! ! X ) ! ) ! ! : & , ' F pUk X & ( }) < ) & R - W 6 - ' - ' " ! () () ! X ) d d Annex B Endangered Languages Documentation Programme Terms and conditions of award Major Documentation Project The award-holder (grantee) and the host institution are required to comply with the terms and conditions set out in this document. All grants are awarded to the host institution, not to the grantee. The grantee and the host institution are invited to read the terms and conditions carefully. They should sign and return the acceptance form (Annex C) only if they are prepared to adhere to these terms and conditions. Please note that in the event these terms and conditions are not met, ELDP reserves the right to suspend and/or terminate the award. The host institution is responsible for the practical and financial administration of the award. The host institution is expected to provide those facilities required for the documentation project which do not form part of ELDPs contribution. Both the grantee and the host institution are responsible for the ethical conduct of the project. The Award ELDP will notify the grantee of the total amount of the grant. This amount will be fixed for the duration of the project and will not normally be subject to supplementation. Payments and liabilities Payments will be made directly to the host institution annually in advance and in UK Pounds GBP. The first grant instalment is payable on the projects start date. For the payment to be processed by this date, the host institution must have formally accepted the award, and confirmed the agreed start date of the project. The grantee is requested to inform ELDP immediately of any delay in the projects start. ELDP will retain 10% or 1,000 (whichever is higher) of the grant, until the final report and statement of expenditure have been received and approved. The retention payment will be made only when the final progress report (see paragraphs 26 29) has been submitted and approved by ELDP. In the event that the funds awarded are not used in full, ELDP will re-claim the outstanding balance. Unless specifically agreed in writing beforehand, ELDP accepts no responsibility, financial or otherwise, for: Expenditure or liabilities arising out of the documentation project it funds, other than any specifically covered by the conditions of the award and which have been incurred during the period it covers. Any commitment incurred before the award is formally announced. Any expenditure in excess of the approved award. Any redundancy, severance or compensation payments, for which the institution may become liable as an employer. Maternity pay and sickness pay Start Dates Once an award has been announced, grantees are required to make every effort to start the project on the date indicated in the approved application. However it is recognised that this is not always possible. ELDP should be notified at the earliest opportunity of any likely delay and, once the project period has commenced, given confirmation as to the actual start date. All projects must commence within 12 months of the award announcement. Under no circumstances may the start date for an award be earlier than the date of the grant offer letter. Changes to the project The grantee may encounter circumstances that require the project proposal to be modified significantly. In such cases, prior written approval must be obtained from ELDP, and a revised project proposal submitted. Transfers ELDP normally allows transfers of up to 1,000 per annum between most of the budget items (excluding student stipends) without its prior approval. For all transfers in excess of 1,000 per annum, prior written approval must be obtained from ELDP. ELDP will not permit transfers to cover the cost of items/activities which it has previously declined to support. In all cases, the grantee must ensure that these transferred funds are employed both effectively and economically and are used for admissible items only. Overall the grantee must ensure that the prime objectives of the documentation project are not put at risk. The grantee is required to send details of all transfers to ELDP and also address both the reasons for the change and the overall impact on the project in the progress report(s) (see paragraph 26). Please note that transfers to purchase equipment may not normally be made in the final six months of an award ELDP reserves the right to restrict or amend a grantees right to make financial transfers as it considers appropriate. Appointment of Researchers/Replacement Lecturers Appointments should not be confirmed, and payments not commence, until ELDP has been sent CVs and the proposed starting salaries (in GBP), and approved the appointments. Such details should normally be included in the original application, and therefore approved at the time of award. If this is not the case, approval must be sought from ELDP. The foregoing also applies to replacement lecturers. Replacement lecturers may be recruited without further reference to ELDP Equipment Purchase of equipment for specific use in the field is permitted by ELDP. It is assumed that unless stated otherwise, all such equipment belongs to the host institution from the date of purchase for the duration of the grant. At the completion of the project, subject to local tax laws, the grantee, with the agreement of the host institution, may choose to contribute the equipment to the community whose language has been documented. If this is not done, the equipment will remain the property of the host institution. Any proposal to transfer ownership of the equipment during the lifetime of the award must be referred to ELDP for approval. In the final report the grantee is required to provide a list of all equipment which has been purchased and indicate where it is located, and who has custody over it. Training Grantees are required to attend an ELDP training course where a training need has been identified in assessment of your application. The costs of this will be met directly by ELDP. In exceptional circumstances, an alternative member of the project team may attend either in place of, or in addition to, the grantee. Any such requests must be made in writing to ELDP Transfer of Awards Transfer of the award to another host institution requires the prior written approval of ELDP. If circumstances arise that require this, the grantee is asked to notify ELDP as soon as possible. An outline as to the degree of transfer, with particular focus on the arrangements for any project employees, must be provided. All such requests must be supported by written agreements from all of the institutions involved the current and proposed host institutions. Extensions to Awards Extensions to awards will not normally be granted. In exceptional circumstances, requests to extend the duration of the award by no more than six months, without additional funding, may be considered. In all cases, prior written consent from ELDP for the extension must be secured at least three months before the original end date. Accounting The relevant books, records and financial procedures of the host institution shall be open to inspection by ELDP or any other body or individual engaged by ELDP for the purposes of such an inspection. The host institution will, if requested, provide accounts for the award to be examined by a qualified auditor, to certify that the expenditure of the grant has been in accordance with the agreed terms and conditions. Right to Terminate ELDP, reserves the right to: Revise or amend at any time the conditions of the award. To suspend or terminate the award at any time. In reserving these rights, ELDP will, where possible, seek to ensure that in the event of changes or termination, reasonable notice is given to the host institution and grantee. In appropriate cases, ELDP will consider paying such final instalments as may be necessary to cover outstanding and unavoidable commitments. Reporting Requirements Annual Progress Report A progress report (approx 1000 words) together with a statement of actual expenditure against proposed expenditure must be submitted no more than one month after the end of each grant year. Financial variations from the budget should be explained clearly and the impact on the overall project considered. Annual reports for the previous project year must be submitted to ELDP. Final Progress Report A final report must be submitted no later than four months after the award comes to an end. This should include a self-assessment of the extent to which the original aims and objectives have been met together with a detailed breakdown of annual expenditure. It is anticipated that the final report will be approximately 2000 words in length. The report must be submitted on the standard from which ELDP will provide. Where the progress reports are considered to be satisfactory, the next funding instalment will be released. There will be a time gap between the submission of the annual report, ELDPs assessment of it and the release of the subsequent instalment. During this period the host institution is required to ensure that the project continues. However where a report either fails to provide the necessary information or indicates that the project has failed to conduct the research as agreed and/or address the aims and objectives originally stated, the grant will be suspended until sufficient assurances have been received that the project remains viable. In the event that the project proves to be no longer viable, ELDP will terminate the award. In the event that lack of viability is due to a breach of financial regulations, ELDP will seek to recover all or part of the grant. Please note that all reports must be submitted in hard copy and via e-mail. The hard copy should be signed by an appropriate person with institutional authority (for example Head of Research or Financial Officer). Depositing outcome and public output ELDP requires that due acknowledgement of the support it provides should be made in any printed or electronic publication. All distributed materials must include appropriate acknowledgement and the HRELP and Arcadia logos. Further advice and logos will be available to download from http:// HYPERLINK "http://www.hrelp.org" www.hrelp.org/grants/grantees/. Grantees are required to deposit the collection or corpus of documentation that is the result of their project with Endangered Languages Archive (ELAR). See the Grants Information Pack for guidelines about what to deposit. Grantees should find out about archiving requirements for ELAR and are encouraged to contact ELAR during their project with any questions and to send samples of their materials for feedback and advice. Towards the end of the project grantees must have made contact with ELAR about the depositing process. If these steps are taken it is not necessary to deposit the project outcomes before the end of the award. It is understood that preparing materials for archiving can take time - completion of deposits is expected within 12 months of the end of the award. Note that grantees are also required to make materials available at a repository local to the language community, wherever possible. The outcomes of a project that are deposited with ELAR must reflect those that are described in the grant application. Grantees should respect and record community wishes in regard to intellectual property and dissemination of materials. Subject to these wishes or other relevant restrictions, materials should be deposited with ELAR for preservation as early as possible, and will then be made as widely accessible as possible. Should the outcomes of the project according to the original application (subject to changes agreed by ELDP) not be deposited with ELAR within 12 months (or reasonable efforts are not made to work towards depositing outcomes soon after that time), ELDP will reserve the right to not consider any future application for funding from the grantee, any member of the grantees team, or the grantees host institution. Other requirements All press releases must be approved by ELDP in advance. In any press release it must be made explicit that the grant is awarded to the institution rather than the grantee, and that all the projects are described as being undertaken by the actual investigator and not by or for ELDP (see paragraph 30). Information about projects may be disseminated by ELDP or ELAR by any means. In addition, you will be asked to provide a description of your work for inclusion on HRELPs website or any additional publication. Ethics The host institution and the grantee are responsible for ensuring that the ethical procedures outlined in the approved application, and also general good practice, are adhered to. Variations to the agreed ethical procedures will only be permitted in highly exceptional circumstances. Any such request must be submitted in advance and in writing to ELDP. Intellectual Property Rights The ownership of intellectual property arising from an award should be clear from the outset. ELDP will assume that this will rest with the host institution receiving the award, unless stated to the contrary. Whoever holds the intellectual property, it should be clear from the outset what the distribution of any income from royalties will be. ELDP will make the following assumptions unless stated otherwise: The first 10,000 of income will rest with the grantee and the research team. Applicants should formulate an income distribution that benefits the language community Income above 10,001 the major part will accrue to the institution. ELDP reserves the right to claim one third of all resulting income (over and above the first 10,000) up to the maximum value of its original award. 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