Occasionally a grant holder may change departments or institution and would like to take their grant with them. This document describes the procedures associated with the transfer of Principal Investigators (PIs), grants and equipment between institutions, and the responsibilities of those involved with the transfer.
Science for Africa Foundation (SFA Foundation) prior approval is required for the transfer of legal and administrative responsibility for an SFA Foundation grant-supported project, activity or equipment from one legal entity to another before the expiration date of the approved project period. Provided there is no scientific or other reason as to why the transfer should not happen, SFA Foundation would normally agree, in principle, to requests for transfer. SFA Foundation grant holders are expected to make full disclosure of any impending transfers and work within the confines of this policy.
3.1 Transfer of a grant to a new institution
Should a grant holder move to an eligible institution, and there are scientific or other reasons to support the transfer to the new institution, the following information is required:
3.1.1 Original host institution obligations
When a grant holder plans to leave an institution during the course of a grant, the grant holder or the host institution, shall notify the SFA Foundation. The host institution must request that the grant be terminated and closed out. The request should include:
3.1.2 Researchers remaining at the original institution
Where a grant is transferring with the grant holder, but researchers funded on the grant wish to remain at the original host institution, the grant holder would need to:-
3.13 Transfer of Funds
The transfer amount would be determined by the amount remaining after actual spend by the current institution is deducted from the award total.
3.2 Transfer of grants to a new grant holder at the same institution
Consideration may be given to transferring the grant holder status to an eligible co- grant holder in the following circumstances:
3.2.1 Notification of Transfer
Formal notification of the impending transfer can be initiated by either the grant holder or the grant holder’s institution and include:
3.3 Transfer of grants between departments within the same institution
A grant is allowed to be transferred from one department to another provided the host institution for the grant remains the same. The following information is required:
3.4 Transfer of Equipment
Requests for transfer of equipment to a new institution should be approved by the SFA Foundation Programme Manager in collaboration with the SFA Foundation Director of Programmes.
The SFA Foundation does not provide supplementary funds to cover any additional costs that may be incurred as a result of relocating to a new institution (e.g. removal costs, location enhancement allowances). Such costs should be met from within the grant.
3.6 Bridging support
In cases where funds are required for salaries etc, and there may be some delay before the original institution can submit its End of Grant Spend Report, bridging support can be provided to the new institution out of existing funds. Bridging support can only be provided where there are sufficient funds available. A formal award letter must be issued.
Related policy: Policy on Undertaking and Acceptance of Grants
For any queries on this policy, please contact [email protected]