| Acceptance
When notification of an award is given direct to an applicant,
the applicant should immediately copy the notification to
the Research Grants & Contracts Office (RGCO). The RGCO
will check the award against the original application to see
if there are any variations in terms from those set out in
the application, for example, in the total value of the grant
or the start date. The RGCO will also check the conditions
attached to the award, for example, there may be restrictions
on virement between different budget headings which will need
to be strictly adhered to. Any points arising will be discussed
with the applicant before the College Secretary accepts the
award on behalf of the College.
Grantholders may not make commitments against funds provided
under a research grant or contract before the award has formally
been accepted.
Applicants should also inform the RGCO of any unsuccessful
applications.
Contract Negotiation
Contract negotiation can be a complex process, especially
for collaborative grants such as those funded by the European
Union.
The conditions set down in any contract must be acceptable
to the College. In some cases the draft contract may have
been seen at the application stage, in others the conditions
form part of the contract to be signed. A full scrutiny of
the conditions is made by the Head of Research Grants & Contracts or their authorised deputy, before being passed for signature
to the College Secretary. At this stage negotiations about
individual clauses may be necessary before the contract can
be accepted. An area of common concern is ownership of intellectual
property and publication rights, and staffs are advised to
discuss these at an early stage with the Head of Research Grants &
Contracts.
Set-up
Once the acceptance of an award / contract has been agreed,
signed and returned to the funder, A research account code
will be set-up by this office and an Announcement letter sent
to the Award Holder. The Announcement letter will give the
account code, full budget and analysis codes, when the award
is in a foreign currency, an approximate budget is given at
the present rate of exchange. All research account codes have the format ##R00 ##A**
***, where ## is the department code.
If staff are employed on your grant or going to be employed – see Managing
your Grant section.
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