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   hold your activities before 31 March 2024. If for whatever reason you are not able to run your activities during this time, the grant money will have to be returned to the British Science Association. For these reasons, you will have contingency plans in case of illness or unforeseen circumstances;

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 British Science Association website and shared by our funder 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;

1.5   act lawfully in carrying out your project, in accordance with best practice and guidance from your regulators, 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 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 logo on any marketing materials produced, either in print or online. Please contact the British Science Association for more information.

1.8   immediately return any part of the grant that is not used for your project or constitutes unlawful state aid;

1.9   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;

1.10 comply with data protection laws and obtain the consent of your beneficiaries for us and you to receive and process their personal information and contact them;

1.11 keep accurate and comprehensive 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;

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

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

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 the BSA’s evaluation processes.

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   we will not increase the grant if you spend more than the agreed budget;

3.3   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;

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

3.5   we have 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;

3.6   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 grant-funded events and activities. Grant recipients are responsible for taking out any public liability or other insurance necessary to cover the activities;

3.7   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, 1.8, 1.11, 1.12, 1.13, 3.5 and 3.6 shall survive expiry of these Terms and Conditions; and

3.8   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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