General Conditions Covering IPA Research Grants

Letter of Grant and Conditions
1. When awarding an Research Committee (RC) research grant the IPA will issue a Letter of Grant to the Responsible Authority, with a copy to the Principal Investigator.  The Letter of Grant states that the award is subject to these General Conditions Covering IPA RC Grants and sets out any other Conditions attached to the grant (the “Conditions”).  Receipt of the grant by the Responsible Authority is taken as acceptance of the grant under these Conditions.

Responsible Authority
2.  The Responsible Authority is named in the Letter of Grant and is the academic institution, psychoanalytic society or other such organisation to which the grant is awarded.  The Responsible Authority is responsible for the financial oversight of the project and for submission of the fiscal final report (see below).  The RC reserves the right to select an appropriate Responsible Authority for any approved project.

Principal Investigator
3.  The Principal Investigator is named in the Letter of Grant and is responsible for the management of the project including conduct of the research, supervision of the research staff, expenditure of the grant and liaison with the IPA.  The Principal Investigator is expected to liaise with the RC in ensuring that the project provides value for money by procuring goods and services required under the grant project at competitive rates; exercising quality control throughout the duration of the project; and ensuring that all reports are produced to the RC’s specifications and in a timely fashion.

Expenditure of the Grant
4.  The Letter of Grant sets out the maximum sums available and this represents the limit to the RC’s involvement in the project.  
5.  The Responsible Authority will supply any forecasts of expenditure which the RC may require during the life of the grant.
6.  The award of a grant may be postponed to a future calendar year with the approval of the RC in writing.
7.  RC grants do not allow for the purchase of normal office equipment.  This includes standard personal computers (PCs), laptops, software and peripherals unless there are exceptional circumstances.  The Responsible Authority or the Principal Investigator or those working on the project are expected to provide such equipment. 
8.  The aims, scope, design or methods of the project are defined in the approved proposal with any additions or changes required by the RC defined in the Letter of Grant.  No changes may be made to these without the prior approval of the RC in writing.  Any additional work and/or extension to the grant will be subject to prior approval by the RC in writing.  The Responsible Authority must return to the RC any funds that are not used for the specific purposes outlined in the Letter of Grant. 

For UK-based Grant Applicants: Value Added Tax status
9.  With effect from 1 August 1994 research is exempt from VAT under item 1(b) of Group 6 to schedule 9 of the VAT Act 1994 if supplied between two or more "eligible bodies" as legally defined in Note 1 to the Group - (eligible bodies include Universities, Further Education Colleges, Local Authorities etc).  The IPA has received confirmation of its "eligible body" status.  A Responsible Authority which has Eligible Body Status should provide a certificate to that effect to the IPA on request. 

Publicity/Public Acknowledgement
10.  The RC will announce the award of the grant through appropriate channels.  Other publicity for the project may be distributed but no press release will be issued by the Responsible Authority unless the text and time of release have been approved by the RC in writing.  All announcements, or other publicity for the grant, must include an acknowledgement of the source of the grant. 
11. The IPA must be credited appropriately in any publication (physical or electronic) that draws on the work funded under the grant.
12.  It is expected that the Principal Investigator and the Responsible Authority will cooperate with the RC in its aim of disseminating the results of the research it supports to as wide an audience as possible, subject to the conditions concerning commercial exploitation (see below).  In accordance with normal academic practice the Principal Investigator is encouraged to present work through journal articles, papers at conferences and other appropriate means, giving due acknowledgement to the source of the grant.  The Principal Investigator will supply the RC Chair with at least one copy of all publications resulting from the project.
13.  In order to respect academic freedom, the IPA funds independent groups of researchers to carry out their work, and the IPA itself is not responsible for either the content or outcomes of the research work it funds. The Principal Investigator will therefore ensure that all publications arising from the grant make clear that any opinions expressed represent only the views of the author(s).  The IPA will accept no responsibility or liability for any conclusions or opinions given in such publications. 
14.  Other means of dissemination may include exhibitions, workshops, seminars etc. dedicated to the project, or to a number of related projects.  It is expected that the Principal Investigator and research staff will, at the request of the RC , organise or assist the RC in organising, such activities.  

Ownership of Results
15.  The ownership of the results of any research grant awarded by the IPA belongs to the Responsible Authority, however by accepting a grant under these Conditions the Responsible Authority agrees to grant the IPA an unconditional licence to use the research as it reasonably sees fit.  In those cases where the IPA is a joint or part-funder of a project an appropriate written agreement on the granting of a license(s) to use the research must be signed by the parties prior to the disbursal of the grant. 

Project Reports
16.  The final reports (scientific and fiscal) should be submitted by the Principal Investigator and the Responsible Authority.  
17.  The scientific final report will prepared by the Principal Investigator and will be reviewed by the RC with external advice as appropriate and, if necessary, the Principal Investigator will be asked to make amendments.  The RC will take appropriate steps to announce and publicise all new reports and expects that the Principal Investigator will cooperate in this activity.  Failure to submit the final report on time will disqualify the Principal Investigator from applying for another grant under the RC scheme.  In certain cases the IPA may agree to accept published article(s) in lieu of a final report, but this must be discussed and agreed with the IPA in writing.  The report should contain information covering the following points, and should be about two pages in length:
a. The original goals of the research study.
b. The progress achieved by the study, if the report is not the final report.
c. List the future plans, if the report is not the final report.
d. The outcomes of the study, if the report is the final report.
e. List the publications resulting from the study, and provide pdf copies of all such publications.
f. Details of the expenditure incurred demonstrating how the grant funds were used.
The report should be sent to Charles Fisher [email protected] and copied to [email protected].
18.  The fiscal final report will be prepared by the Responsible Authority and will be reviewed by the RC.  Failure to submit the final report on time will disqualify the Responsible Authority Investigator from being nominated for the Responsible Authority for another grant under the RC scheme.  The report should contain information covering the following points, and should be only about one page in length:
a. Confirmation that the details of expenditure contained in the Principal Investigator’s report, above, are accurate.
b. Confirmation that the Responsible Authority is returning to the RC any funds not used for the specific purposes outlined in the Letter of Grant. 
The report should be sent to Charles Fisher [email protected] and copied to [email protected].
19.  The Principal Investigator will provide the RC with such information that it requests to enable the project findings to be included in the IPA research database on its website click here.

Intellectual Property Rights
20.  In addition to publications the results of a project may include compilations of data and material in electronic form.  These must be made available to the RC on request and, in appropriate cases, arrangements should be made to deposit such data in a suitable archive.  The Responsible Authority must also preserve and make available to the RC on request any computer program and/or system used in the project (in accordance with the terms of any licence thereof).
21.  The results of the project may comprise a new device, material or process, commercially valuable know-how and other intellectual property (including computer software).  In such cases the Principal Investigator should inform the IPA of any potential valuable results arising from the project, even where they were made jointly with persons who were not in receipt of RC funds.  No publication or other release of such results shall be made without the prior approval of the RC in writing.  

Commercial Exploitation of Results
22.  The IPA reserves the right to determine whether or not any commercial use of the results will be made, and if so, on what conditions.  In the case of jointly funded work the IPA will discuss the terms and conditions of commercial exploitation with the funding partner(s).
23.  Where it is agreed that the Responsible Authority itself will exploit the results, the terms and conditions will be specified by the IPA.  No commercial use shall be made of results prior to the acceptance of such terms and conditions by the Principal Investigator and/or the Responsible Authority. 
24.  The Principal Investigator and the Responsible Authority will ensure that they or any others working on the RC-funded project will not enter into obligations with other bodies which are incompatible or inconsistent with requirements outlined in these Conditions.  The Principal Investigator will notify the RC at the earliest opportunity of any negotiations with a third party that may give the third party rights or advantages of any kind in relation to the RC-funded project and of any proposal for a third party to collaborate on any project. 

Breaches of these Conditions
25.  Breaches of these Conditions may result in disqualification from making further applications under the RC scheme.  The Responsible Authority will ensure that all persons associated with the project are aware of and comply with these Conditions.  Ignorance of these Conditions will not be accepted as a reason for any breach of them.

Continuation of Grant
26.  If the Responsible Authority, at the end of the period of grant, wishes to continue the project, it will normally be expected to do so from its own funds.  In exceptional cases, however, the IPA will consider applications for continued support, but these should be submitted in sufficient time to ensure continuity of work and staff on the project.  A draft scientific final report of the present project should normally accompany the application. 

Enquiries related to these conditions or any aspect of the IPA’s Research Advisory Board procedures should be sent to Charles Fisher [email protected]  and copied to [email protected].