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The closing date for applications is 1 August annually.
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New applications must be accompanied by a project plan as described in the application form.
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If the project planning is changed in later years, the alteration must be fully motivated.
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If the researcher for some or other reason cannot complete the research, the beneficiary must nominate another researcher for consideration by the PRF Board. The PRF, however, has the right to accept or reject the researcher.
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Should the beneficiary or the researcher make use of the research results in any treatise and/or publication, the PRF should receive proper recognition for its assistance. The PRF must also immediately after publication be supplied with one copy of such documentation free of charge.
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The results of PRF-supported research are normally the sole property of the PRF, unless otherwise agreed.
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Any inventions or developments which can be patented, or improvements to existing patents or marketable technology resulting from the research, shall be the sole property and right of the PRF and the beneficiary undertakes not to publish or market such developments, improvements or inventions unless written permission has been obtained from the PRF.
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Researchers are encouraged to publish research results and to present papers at congresses, symposia etc, with due recognition of the abovementioned conditions.
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The beneficiary shall be responsible for the maintenance of a sustained high level of research.
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A Deed of Unconditional Gift (deed) and project plan (as Annexure 1) will be completed and signed by both parties before any approved funds are paid.
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The beneficiary undertakes to provide all facilities and labour required for the execution of the research, including a laboratory with the standard equipment suitable for the research in question, if applicable.
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The beneficiary will be responsible for financial administration of all moneys granted for the research by the PRF.
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The PRF is entitled to pay the beneficiary a visit at any time to determine the progress with the research.
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All other sources of financial assistance must be declared in the application form including any conditions attached thereto.
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If animals / poultry are purchased with PRF funds, the income resulting from their sale is due to the PRF. Budgets must therefore be decreased by the expected income or the income must be paid to the PRF when it is realised.
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Exceeding a budget without PRF approval is unacceptable. The PRF must be approached timeously if a budget is going to be exceeded. Requests must be authorized by the Director (ARC Institute), Departmental Head (University) or Chief Executive Officer of your organization.
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The Finance Committee can approve excess expenditure at its discretion. If the deviation is of a serious nature, according to the Finance Committee, this can be dealt with in one of two ways:
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Refer to the PRF Council with a recommendation.
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Refer back to the research institution with a request to reconsider the planning of the entire project.
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The PRF does not normally finance capital equipment. It is expected of the beneficiary to purchase the capital equipment.
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The PRF may decide to hire rather than purchase capital items for a specific project, if this is to its advantage. The onus rests on the researcher to determine the most cost-effective way in which equipment can be acquired in advance. At least two quotations must be obtained from potential suppliers or lessors of the equipment.
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Capital items that are purchased by the PRF are the property of the PRF. It is expected that the institution accept responsibility for maintenance and insurance. The institution should, however, budget for this for the duration of the project proposal to the PRF. The PRF will decide whether they will sell the items when the project has been completed.
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Research institutions should make their own provision for basic equipment that can be utilized for a wide range of purposes. Computers and standard software are regarded as basic research equipment. Specialized capital items that are specifically required for projects that are submitted to the PRF for funding may be submitted for consideration as a part of the budget of the project. The PRF retains the right to take the most cost-effective decisions in this regard.
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Abnormally large deviation in respect of excess expenditure will be referred to the PRF.
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Guidelines for compilation of budgets are available.
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A financial report on the spending of funds up to 30 June must be submitted for continuing projects, together with the executive summary by 1 August. A further financial report reflecting the spending of funds up to 31 December must be submitted annually by 20 January. Non-utilized funds must be repaid by the end of January.
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An executive summary in which progress is indicated must accompany an application for continuation of a project.
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If it becomes apparent that approved funds will not be spent before the end of December (the financial year of the PRF ends on 31 December) special arrangements can be made. A request from the Director (ARC Institute), Departmental Head (University) or Chief Executive Officer of your organization to the PRF will be considered if it is well motivated. Normally a surplus will be declared for that financial year as regards the specific project. An additional grant can then be made in the following financial year. The PRF strives to conclude its financial year fully in order to start with a fresh budget the following year.
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A comprehensive financial report in the format of a scientific article must be submitted to the PRF within four months of completion or discontinuation of a project.
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