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When you accept a grant award from the NIH, you agree to be bound by its terms and conditions, which take effect as soon as you receive grant funds. This guidance is for principal investigators responsible for managing NIH awards (either awards made directly to Oxford, or via subcontracts with US universities), University staff employed on the awards, and departmental support staff.
These points are a summary of the key terms and conditions applicable to Oxford holders of NIH awards, the full NIH Grants Policy statement is available on the NIH website.
You are likely to receive a notice of award for every budget period (usually one year) unless you have a multi-year grant, in which case you will receive just one. Read this: it contains a lot of helpful information. It tells you the funds you will receive for current and future years, start and end dates, terms and conditions of award, and the name of your NIH programme officer and grants management specialist.
If your research involves human participants:
If your research involves vertebrate animals:
Changes in the scope of the research significantly alter your peer-reviewed and NIH-approved project. You need to obtain approval from your grants management specialist before making this type of change. For a list of all actions that constitute a change in scope, see NIH grants policy statement on prior approval requirements. All requests that require prior NIH approval must be made in writing to the NIH grants management specialist at least 30 days before the proposed change.
The NIH expects you to have 'reasonable monthly expenditures' and when reviewing your quarterly reports, takes your expenditure into account when considering whether to continue funding your project. For more information, see NIH cost considerations.
The NIH require that grantees periodically submit reports. It is important that all reports are accurate, complete, and submitted on time.
Note that the NIH can put a restriction on your grant at any time if you fall behind in reporting requirements.
As with all financial claims to research funders, financial reports to the NIH should be submitted by Research Accounts.
Other financial reports may be required by the NIH, such as quarterly cash transaction reports. In the case of subcontracts with US universities, the US university which is the main NIH grant holder may have its own additional financial reporting requirements.
You are required to cite PubMed Central identification numbers when citing a paper you author or co-author that resulted from an NIH-funded award. You must also submit to PubMed Central an electronic version of any final peer-reviewed manuscript accepted for publication that resulted from NIH-funded research and quote your NIH grant number in your acknowledgements on your publication.
NIH grantees, generally, need to retain research and financial records relating to the grant for a period of three years from the date the annual financial status report was submitted.