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The Ins and Outs of PI Transfers A departmental administration perspective on faculty moves between institutions Jennifer Cory & Tim Reuter
The Ins and Outs of PI Transfers
A departmental administration perspective on faculty moves between institutions
Jennifer Cory & Tim Reuter
Agenda• Who we are, roles in our departments• Learning Objectives• Compliance, financial and logistical issues• How to work with a new faculty member• Facilitating the process as a research administrator
• Questions and Discussion
Who are we and what do we do?• Jennifer: Director of Research, Department of
Pediatrics
• Tim: Director, Post- Award Operations, Office of Sponsored Research
Transfer Issues• Grants & Contracts• Staff• Animals • Compliance• Equipment
• Facilities / Resources • Data• On-boarding
Transfer Issues• Grants & Contracts• Staff• Animals• Compliance• Equipment
• Facilities / Resources • Data• On-boarding
Getting the Transfer Started• Investigator gives informal notice of their
impending move to sponsors• Financial administrators should connect• How much time is left on each project?• How much money has been/will be spent?
• Check terms & conditions / allowability
Current Institution Responsibilities• Formal notification to sponsor that project
will transfer• Formal relinquishment of award• Final financial report
New Institution Responsibilities• Proposal to sponsor• Budget based on relinquished amount• Statement that “scope of work will not be affected”
or explanation about how it will be affected• Facilities and resources description• Biosketches• Animal & human subjects approval notices
What Happens Next• Sponsor reviews request for transfer / proposal• Award is made to new institution• Final financial report determines final award
amount (initial award may get adjusted)
Transfer Issues• Grants & Contracts• Staff• Animals• Compliance• Equipment
• Facilities / Resources • Data• On-boarding
What are the staffing needs?• Is anyone moving with the PI?• What are your institution policies for transferring
staff?• Does the PI need to hire new people?• How does your institution post jobs?• Is hiring a postdoc different than hiring staff?
Transfer Issues• Grants & Contracts• Staff• Animals• Compliance• Equipment
• Facilities / Resources • Data• On-boarding
Does the PI have an animal colony?• What type of animal?• How many?• Will they move?• If not…• If so…
Transfer Issues• Grants & Contracts• Staff• Animals • Compliance• Equipment
• Facilities / Resources • Data• On-boarding
Protocols & Policies• Animal research & getting protocols in place• Human subjects research• Protocols• Feasibility?• Nursing or coordinator staffing requirements?
• Other: stem cell research, biohazards
Transfer Issues• Grants & Contracts• Staff• Animals• Compliance• Equipment
• Facilities / Resources • Data• On-boarding
Getting the lab set up• PI may have equipment that is moving• Who owns the title?• Does the sponsor need to approve?• Do you have room for it?
• PI may have other facilities needs• Specialized equipment or resources, i.e. FACS, large
microscopes• Will new equipment need to be purchased?
Transfer Issues• Grants & Contracts• Staff• Animals• Compliance• Equipment
• Facilities / Resources • Data• On-boarding
Data is a sensitive matter…• What are your institution’s policies?
• If the PI continues to work with staff or investigators at the prior institution, how will data be handled?
“If a Principal Investigator leaves Stanford, and a project is to be moved to another institution, ownership of the data may be transferred with the approval of the Vice Provost and Dean of Research, and with written agreement from the PI's new institution that guarantees: 1) its acceptance of custodial responsibilities for the data, and 2) Stanford access to the data, should that become necessary.” Stanford’s Research Policy Handbook
Transfer Issues• Grants & Contracts• Staff• Animals• Compliance• Equipment
• Facilities / Resources • Data• On-boarding
What else?• Required training • Introduce to central office staff (sponsored
programs, industrial contracting, etc)• Who does what?
• Familiarize person with policies (research, conflict of interest, accounting)
• Add to department listservs
Questions?
Contact Information: Jennifer CoryDirector of Research Department of PediatricsStanford [email protected]
Tim ReuterDirector, Post-Award OperationsOffice of Sponsored ResearchStanford [email protected]
