1.0 Purpose

In certain instances, a project may be terminated prior to the original expiration date. This policy gives guidance on how a grant can be terminated before the close out date indicated on the grant holder's Award Letter.

2.0 Policy Statement

A need for the termination of a grant, in whole or in part, at any time prior to its expiration may arise, and various scenarios and conditions shall apply.

1. If a grant is terminated, the grant holder shall refund SFA Foundation such portion of the grant that has been received, but not utilised.
2. If the grant holder completes the project without spending the full amount of the grant, the grant shall be closed out and grant holder shall repay all unspent sums to SFA Foundation, and SFA Foundation shall not be obliged to make any further payments in respect of the grant.

Possible reasons for early termination include:

1. The Principal Investigator (PI) has expended all of the awarded funding in compliance with the award terms and conditions and has submitted all project deliverables.
2. The PI is leaving the host institution and the project will not be transferred or assigned a new PI.
3. SFA Foundation has requested an early termination.

3.0 Grantee Obligations

3.1 General

1. In the event of early termination, all required reports (e.g., financial, technical, property and patent), must still be provided to the relevant SFA Foundation Programme Manager.
2. SFA Foundation grant holders must maintain records of all financial disclosures and of all programme activities for at least three years beyond the termination or completion of the grant to which they relate, or until the resolution of any SFA Foundation action involving those records, whichever is longer.

3.2 Termination by Principal Investigator

Where a PI wishes to terminate a grant early, he or she needs to confirm in writing to the SFA Foundation Programme Manager assigned to the grant the revised end date.

1. Claims may be submitted for any expenditure incurred up to the revised end date, and any unspent funds will be withdrawn after this date and may not be used for any other purpose.
2. Where termination of the grant is immediate, an end of grant report shall be requested at this time.
3. The host institution shall have six months from the termination date of the grant to submit final claims.

3.3 Termination by an SFA Foundation Funded Student

Where an SFA Foundation funded student wishes to terminate his or her research early, it may be possible for the research to continue by converting the studentship to a research grant.

3.4 Termination by SFA Foundation

A grant may also be terminated by SFA Foundation in whole or in part when:

1. The grant holder has materially failed to comply with the terms and conditions of the grant
2. SFA Foundation has other reasonable cause(s)
3. There is research misconduct
4. SFA Foundation and the grant holder by mutual agreement, agree to do so.

SFA Foundation reserves the right to terminate a grant at any time with set out reasons in writing within a reasonable timeframe. This is however in very exceptional circumstances and the advice of a review committee shall be sought before any grant is terminated this way.

3.5 Financially terminating a grant

Grants on which expenditure has been incurred are to be financially terminated. Grants on which no expenditure has been incurred are to be withdrawn.

Related policy: Grant terms & conditions and End of Grant policy

For any queries on this policy, please contact [email protected]