Award Policies

All research award recipients must abide by the following policies should they request a modification in the terms of their grant. Such modifications include:

No-Cost Extension: An extension to the period of the grant can be requested if the recipient does not expend his/her award funding in the allotted grant period.
Transfers: If the award recipient transfers to a new institution during the period of the award, a transfer request must be submitted.
Grant Equipment: Should an award recipient transfer to a new institution, the original institution must determine whether the equipment purchased with Foundation monies will remain at the original institution.
Forfeiture: If a new grant is received that will not allow the award recipient to devote adequate time to the Foundation award, the Foundation award must be forfeited.
Budget Revisions: Any change in the budget originally submitted must be approved by the AGA Foundation.
Simultaneous and/or Subsequent Funding: Since many organizations nationwide offer research awards with the same objectives to the same group of people, the AGA has established a new policy on simultaneous and/or subsequent funding of awards with similar objectives. This policy was established to govern the receipt of research awards from other sources by recipients of AGA grants and research awards.
Progress and Financial Reports: All Foundation awards require the submission of financial and/or progress reports. Please refer to your award contract for specific reporting requirements.

No-Cost Extension

A no-cost extension provides the award recipient an extended award term, typically 12 months, in which to complete their research project and expend grant funds. It is generally requested when an award recipient does not expend their entire award funding during the allotted grant period.

Terms and Conditions for Determining a No-cost Extension:

Requests up to $5,000 or 20% of the grant value will be reviewed and determined by the Research Awards Manager.
Requests exceeding $5,000, 20% of the grant value, or citing highly unusual circumstances will be forwarded to the Research Awards Panel Chair for review and determination.
If the no-cost extension is approved, a scientific progress report and financial report are due at the end of the extension period. All unexpended funds, including interest earned, must be returned to the AGA Foundation within 30 days of the extended award term.

Guidelines for Requesting a No-cost Extension:

A request for a no-cost extension indicating the reason residual funds remain, a scientific progress report and a financial report, must be combined into one PDF document and submitted via email to awards@fdhn.org. The financial report should indicate expended funds to date. The scientific progress report should provide a brief overview of research accomplishments to date and a brief explanation of how the project will be completed by the extension date.
The request will be forwarded to the Research Awards Panel Chair, if applicable, for review and determination.
A determination letter will be sent within 15 working days. A final financial report and research progress report must be submitted at the end of the extension period.

Transfers

The AGA Foundation must be notified if a research award recipient anticipates an institutional transfer.

Guidelines for Requesting a Transfer

The following must be provided and will be forwarded to the Chair of the Research Awards Panel for a determination.

A research facilities statement listing the office, laboratory, support staff and clinical facilities of the new institution.
A letter from the Division Chief or Department Head confirming support of the AGA funded project and the availability of adequate facilities.
A letter of confirmation from the preceptor/sponsor that appropriate space, equipment and other resources will be available and that he/she is prepared to devote the necessary time and effort to the project.
An abstract which describes any changes to the research project, technical approach and anticipated results, if different from the abstract submitted with the original application.
The requested information, combined into one PDF file, must be emailed to awards@fdhn.org
A determination letter will be sent within 15 working days. If the transfer is approved, the recipient will be required to provide information for the grants and contracts office of the new institution for award payments.

Grant Equipment

Research award recipients are encouraged to reserve the right to retain laboratory supplies and equipment purchased with AGA Foundation funds in the event of transfer to a new institution. However, it is the prerogative of the original institution to determine whether equipment purchased with AGA Foundation funds will remain at the original institution.

Forfeiture

A forfeiture may be requested if an award recipient receives extramural funding and is unable to devote the required research effort to the AGA Foundation award. A forfeiture may also be requested if a transfer request has been denied or for personal reasons.

Guidelines for Forfeiting an Award

The following information must be provided to officially forfeit an AGA Foundation research award.

A completed forfeiture form and a brief letter that reports the status of the research project
A final financial report from the institution's grants office
A final scientific progress report
The requested information, combined into one PDF file, must be emailed to awards@fdhn.org
If applicable, a check for all unexpended funds should be sent to the AGA Foundation within 60 days of the termination of the award

Budget Revisions

Budget revisions must be approved by the AGA Foundation. The request must be submitted in writing and will be forwarded to the appropriate review panel chair for a determination.

Simultaneous and/or Subsequent Funding

Many AGA Foundation research award recipients receive simultaneous and/or subsequent funding. If notified of a comparable award from another agency prior to the first payment of the AGA Foundation award, the recipient must select one of the two awards (i.e. the recipient may not retain both awards). Research Scholar Award (RSA) recipients who are notified that a comparable award has been granted after the first payment of the RSA must forfeit the remaining balance of the RSA.

Progress and Financial Reports

AGA Foundation research award recipients are required to submit reporting documentation. Requirements are outlined in all award contracts.

The progress report form provides descriptions and guidelines for submitting required information, to include; research project developments, publications, current funding information, other honors, and a personal statement.

The financial report must be completed by the institution's accounting and/or grants management office and must indicate how the funds were utilized. Acceptable formats include: a standard institutional budget, expenditure form or a written table indicating amounts expended in general categories and the award amount remaining.