Guidelines for submitting applications

1. Background

   The PRF is an independent Trust established in 1990 to administer funds provided for research and related activities with the objective of reducing South Africa's reliance on imported protein.

2. Vision

   The PRF strives to make a significant contribution to the promotion of local production of protein on a sustainable basis, in order to satisfy the growing demand for protein for animal production purposes as well as the optimal utilisation thereof, which will lead to an increase in the standard of living of all people in the Republic of South Africa.

3. Mission

   The PRF contributes to the realisation of the vision for the provision and utilisation of protein by means of the pro-active stimulation and funding of applicable purposeful research, as well as the promotion and implementation of such research results by means of technology transfer, in order to fulfil the increasing demand for protein as well as its optimal utilisation in the Republic of South Africa (RSA) for animal nutrition.

   The PRF subscribes to:
   • A balanced, objective approach, which is sensitive to the developmental needs of the RSA.
   • A critical awareness of the latest developments regarding protein supply and utilisation.
   • The promotion of cost-effective research.
   • The dynamic promotion of the implementation of research results.
   • The effective sustained utilisation of natural agricultural resources.
   • The reduction of foreign exchange payable for imports and creation of job opportunities by replacing imported protein as far as possible with locally produced protein.

4. Criteria for determining research priorities

   The following criteria are used in the screening process for the selection of applications to ensure that funds are allocated only to research projects that fall within the mandate of the PRF:

   1. The project must be related to the vision and mission of the PRF.
   2. Market demands must be addressed.
   3. Research must be innovative.
   4. The potential must exist for technology transfer and application.
   5. Natural resources should be utilised and/or protected.
   6. The project should be economically justifiable, cost-effective, cost-efficient and have the potential to produce economically favourable results.
   7. Adequacy of infrastructure and resources.
   8. Relevance and impact of the proposed outcomes.
   9. Chances of success/risk profile of project.
   10. Guarantee of continuity/multidisciplinary support.

5. Rules/guidelines

   General

   1. New applications must be accompanied by a brief Executive Summary as described in the application form and should be submitted by 29 April.
   2. Applications for the continuation of a project must include an Executive Summary in which progress is described and should be submitted by 29 July.
   3. Applications are subjected to peer evaluation.
   4. Any alterations to the original project plan must be fully motivated.
   5. If the researcher 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 this nomination.
   6. The beneficiary shall be responsible for the maintenance of a sustained high level of research.
   7. The PRF is entitled to pay the beneficiary a visit at any time to observe and discuss the project.

   Facilities and equipment

   8. The beneficiary undertakes to provide all facilities and labour required for the execution of the research including, where applicable, a laboratory with standard equipment suitable for the research in question.
   9. Research institutions should make their own provision for basic equipment such as computers and standard software.
   10. The PRF does not normally finance capital equipment. It is expected of the beneficiary to purchase such equipment. However, specialised capital items required for PRF-funded projects may be submitted for consideration as part of the project budget.
   11. Capital items that are purchased by the PRF are the property of the PRF. It is expected of the institution to accept responsibility for maintenance and insurance of such items. The institution should, however, budget for this for the duration of the project. The PRF will decide whether the items will be sold by the PRF when the project has been completed.
   12. 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. The PRF retains the right to take the most cost-effective decisions in this regard.

   Finances

   13. A Deed of Unconditional Gift (deed) and project plan (as Annexure 1) will be completed and signed by both parties before any funds are paid.
   14. VAT is probably not applicable.
   15. The beneficiary will be responsible for the financial administration of all moneys granted for the research by the PRF.
   16. If animals are purchased with PRF funds, the income resulting from their sale is due to the PRF. Budgets must therefore be decreased pro rata by the expected income or the income must be paid to the PRF when it is realised.
   17. Exceeding a budget without PRF approval is unacceptable. The PRF must be approached timeously if a budget is likely to be exceeded. Requests must be authorised by the Director (ARC Institute), Departmental Head (University) or Chief Executive Officer of the relevant organisation.
   18. Guidelines for compilation of budgets are available from the PRF.

   Reporting

   19. A financial report outlining how funds have been spent up to 30 June must be submitted for continuing projects, together with the executive summary, by 29 July. A further financial report reflecting the spending of funds up to 31 December must be submitted annually by 20 January of the following year. Non-utilised funds must be repaid by the end of January.
   20. If it becomes apparent that approved funds will not be spent before the end of December special arrangements can be made. A request from the Director (ARC Institute), Departmental Head (University) or Chief Executive Officer of your organisation to the PRF will be considered if it is well motivated. Normally a surplus will be declared for that financial year with regard to the specific project. An additional grant can then be made in the following financial year.
   21. A comprehensive final report in the format of a scientific article must be submitted to the PRF within four months of completion or discontinuation of a project.
   22. A researcher will be informed in writing on 28 February of the financial year in which his project comes to an end, that a final report and a financial report must be submitted within six months from that date, and that any outstanding amounts to be paid by the PRF will lapse if the requirements are not met. Where research on summer crops are concerned, the researcher will be required to submit a final report and a financial report before the end of the next financial year (28 February).

   Outcomes

   23. The results of PRF-supported research are normally the sole property of the PRF unless otherwise agreed.
   24. All intellectual property arising in the course and scope of the project will be negotiated. The PRF may use, publish and distribute all reports provided to it without any restrictions. The commercial exploitation of the intellectual property that may arise in the course and scope of the project will be negotiated in good faith with the PRF so as to agree an appropriate revenue sharing arrangement in respect thereof.
   25. 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 the financial assistance provided. The PRF must be supplied with one copy of any such publication or documentation free of charge.
   26. Researchers are encouraged to publish research results and to present papers at congresses, symposia etc., with due consideration of the abovementioned conditions.