1. By submitting an application to the British Science Association, the organisation named in the application (referred to as ‘you’ in these Terms and Conditions) agrees, if awarded a grant, to:

1.1 hold the grant on trust for the British Science Association (referred to as ‘we’ or ‘us’) and use it only for your project as described in your application or otherwise agreed with us, and only for expenditure incurred after the date of the grant award;

1.2 deliver the Community Led Research Grant funded Projects between October 2023 to October 2024 unless otherwise advised by us;

1.3 comply with any evaluation procedures outlined by the British Science Association. For example, throughout the project, grant recipients may be invited to share their experiences of how their projects are progressing. With permission, these may be developed into blogs or case studies that will feed into a wider piece of work around sharing learnings, published on the websites of the British Science Association, Community Led Research project partners including our funder UK Research and Innovation (UKRI);

1.4 provide us promptly with any information and reports we require about the project and its impact, both during and after the end of the project, as part of the Community of Practice meetings and as part of the overall evaluation. We will give you reasonable notice when asking for information and reports;

1.5 act lawfully in carrying out your project, in accordance with best practice and guidance from your regulators (your regulators might include Charity Commission or the Health and Safety Executive etc.), and follow any guidelines issued by us about the project or use of the grant;

1.6 correctly acknowledge UK Research and Innovation (UKRI) and the British Science Association the University of Reading and partners in any press releases or marketing material. Please contact the British Science Association for additional information;

1.7 use the UKRI and the British Science Association and the University of Reading logos on any marketing materials produced, either in print or online. Please contact the British Science Association for more information.

1.8 where your project involves working with children, young people or vulnerable adults, adopt and implement an appropriate written safeguarding policy, obtain written consent from legal carers or guardians and carry out background checks for all employees, volunteers, trustees or contractors as required by law. You must inform us immediately of any safeguarding incident or allegation involving a member of your organisation, project staff, volunteers or which occurs within the project;

1.9 to deliver this project safely and in line with all relevant health and safety legislation;

1.10 to comply with Data Protection legislation including the General Data Protection Regulation in your delivery of the project. Any personal data you share must have a valid legal basis in place before being shared. This includes personal data shared with us or our partners as part of the evaluation;   

1.11 to not unlawfully discriminate within the meaning and scope of the Equality Act 2010 or any other law, enactment, order, or regulation relating to discrimination (whether in race, gender, religion, disability, sexual orientation, age or otherwise). You should take steps to ensure that anyone you work with as part of the project also does not discriminate;

1.12 keep accurate and comprehensive financial records about your project both during the project and for seven years afterwards and provide us on request with copies of those records and evidence of expenditure of the grant, such as original receipts and bank statements;

1.13 allow us reasonable access to your premises and systems to inspect project and grant records;

1.14 the British Science Association publicising and sharing information about you and your project including your name and images of project activities. You grant us a royalty free licence to reproduce and publish any project information you give us with your consent. You will let us know when you provide the information if you don’t have permission for us to use it in this way.

2. You acknowledge that we are entitled to suspend or terminate the grant and/or require you to repay all or any of the grant in any of the following situations. You must let us know if any of these situations have occurred or are likely to occur:

2.1 you use the grant in any way other than as approved by us or fail to comply with any of these Terms and Conditions;

2.2 you fail to make good progress with your project or are unlikely in our view to complete the project or achieve the objectives agreed with us;

2.3 you fail to comply with our evaluation processes. Evaluation will be led by us as outlined in the Grant application form;

2.4  you have match funding for the project withdrawn or receive duplicate funding for the same project costs as funded by the grant;

2.5  you provide us with false or misleading information either on application or after award of the grant, act dishonestly or are under investigation by us, a regulatory body or the police, or if we consider for any other reason that public funds are at risk or you do anything to bring the British Science Association or UK Research and Innovation into disrepute;

2.6 you enter into, or in our view are likely to enter into, administration, liquidation, receivership or dissolution;

3. You acknowledge that:

3.1 the grant is for your use only and we may require you to pay us a share of any proceeds from disposal of assets purchased or enhanced with the grant;

3.2 your grant will be paid in instalments, contingent on satisfactory progress and adhering to the conditions of your grant;

3.3 the amount of your grant is the full total of what has been awarded. It shall not be increased in the event of overspend or if any element of the project budget has not been included in your application, including VAT, other taxes, expenses or fees. There will be no additional funding available for liabilities arising after the project has been completed;

3.4 if the provided bank account details including account name, account number and sort code, are incorrect, your grant payment may be significantly delayed, or your grant offer may be withdrawn;

3.5 you should not transfer or pay any part of the grant to another person, except as planned as part of the project;

3.6 if you have unspent monies at the end of your project, we may require that it is repaid to the British Science Association unless we specifically agree to an alternative use;

3.7 the grant is not consideration for any taxable supply for VAT purposes;

3.8 the British Science Association has no liability for any costs or consequences incurred by you or third parties that arise directly or indirectly from the project, nor from non‑payment or withdrawal of the grant, save to the extent required by law;

3.9 the British Science Association will not be held responsible or liable for any consequences, whether direct or indirect to any loss or damage, personal or otherwise, injury or death however arising in project events and activities. Grant recipients are responsible for taking out any public liability or other insurance necessary to cover the activities. We reserve the right to ask for evidence of these policies should it be necessary to do so;

3.10 all intellectual property owned by any of the parties (including you and the University of Reading) prior to the grant shall remain their property.   Any intellectual property created as part of the research project will be subject to separate agreements regarding ownership and use;

3.11 you must not transfer, assign or subcontract or in any other way make over to any third party the benefit or burden of this agreement without our prior knowledge and agreement. This Agreement does not and is not intended to confer any contractual benefit on any person pursuant to the terms of the Contracts (Rights of Third Parties) Act 1999;

3.12 if you enter into this Agreement as individuals rather than an organisation, you are jointly and severally responsible for keeping to its conditions;

3.13 you should let us know if there are any significant changes to your organisation including but not limited to a change of legal status, merging with another organisation or changing name;   

3.14 you should let us know straight away if anything is likely to affect your ability to deliver the project, including financial difficulties in your organisation, or if something goes wrong;

3.15 this Agreement does not create a partnership or joint venture between us or a relationship of principal and agent or allow either of us to enter into commitments on the other’s behalf;

3.16 should a dispute about this agreement arise, this will be initially discussed between nominated senior officers in each organisation. If it cannot be resolved it will be escalated to the most senior member of staff within your organisation, and beyond that the parties may agree to mediation;

3.17 this agreement shall be governed by and construed in accordance with English Law;   

3.18 these Terms and Conditions will continue to apply for one year after the grant is paid or until the project has been completed, whichever is later. Clauses 1.4, 1.6, 1.7, 1.12, 1.14, 3.8 and 3.9 shall survive expiry of these Terms and Conditions; and

3.19 if the application and grant award are made electronically, the agreement between us shall be deemed to be in writing and your online acceptance of these Terms and Conditions shall be deemed to be a signature of that agreement. 

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