PI Transfer Resources

The resources provided on this page cover a full range of considerations when a Â鶹Ãâ·Ñ°æÏÂÔØBoulder Principal Investigator (PI) decides to dissolve or temporarily change their affiliation with Â鶹Ãâ·Ñ°æÏÂÔØBoulder.

Start Here

Complete the PI Transfer Web Submission Form

For ALL Sponsored Projects

Complete these items for sponsored project awards and/or proposals:

  • Complete and submit Active Projects:ÌýAwards and Proposals Form to ocg@colorado.edu.
  • Determine if current proposals need to be transferred to new institution.
  • Complete and submit all reports up to transfer date.
  • Complete effort certification prior to departure date.
  • Coordinate with CCO Area Accountant to reconcile accounts and expenditures, complete financial reports, closeout awards.
  • Work with OCG Subcontract Officer for awards with subs to ensure de-obligations and closeouts are completed.
  • Work with CCO Cost Share Accountant to reconcile account, cost share obligations and certify to Sponsor.

Retention of Award

These items apply when the award stays at Â鶹Ãâ·Ñ°æÏÂÔØBoulder:

  • Obtain courtesy appointment if Departing PI is to remain on award as CU's PI with Department Chair/Dean approval.
  • Department Chair needs to name a replacement Â鶹Ãâ·Ñ°æÏÂÔØPI if the award is remaining at Â鶹Ãâ·Ñ°æÏÂÔØand the Departing PI will not remain as Â鶹Ãâ·Ñ°æÏÂÔØPI.
  • If Departing PI will continue to work as sub-award Co-PI, Sponsor approval is required.
  • Obtain necessary subcontract/transfer documentation.
  • Newly assigned Â鶹Ãâ·Ñ°æÏÂÔØBoulder PI needs to coordinate with OCG to initiate subcontract process.
  • Departing PI coordinates with new institution to create required subcontract proposal documents.

Relinquishment of Award

These items apply when the award transfers to the new institution:

  • Determine if award is eligible for transfer per the Sponsor's policies and/or terms and conditions.
  • Gain all approvals from both institutions, including Department Chair/Dean, Institute/Center DirectorsÌýand OCG.
  • Prepare the necessary transfer documentation.
  • Departing PI must coordinate with their new institution to prepare and submit any required proposal documents.

Termination of Award

These items apply when no transfer is applicable:

  • Determine the final balance of the award with CCO Area Accountant.
  • After final balance determined, work with OCG Grant or Contract Officer to complete internal relinquishment letter with Departing PI and Department Chair/Director signature.
  • OCG Grant or Contract Officer will work with Sponsor to obtain formal relinquishment of award.
  • Standard closeout procedures will be initiated after the award is terminated.
  • Departing PI is responsible for all deliverables up to the date of award termination.

Labs/Facilities, Property, Equipment or Supplies

Complete the following forms and actions if Departing PI is responsible for a lab/facility or would like to transfer anyÌýÂ鶹Ãâ·Ñ°æÏÂÔØBoulder property, other equipment or supplies:

Â鶹Ãâ·Ñ°æÏÂÔØDiscoveries orÌýtransfer Tangible Research Materials:

Environmental Health & Safety/Biosafety

  • Work with to begin the Laboratory Closeout Process.
  • Close out any active IBC, RAD protocols or applications.
  • Work with Biosafety Officer to ensure proper transfer or destruction of material(s).
  • Complete EH&S Clearance Checklist for Lab Closure.

Export Control

Departing PI must sign Export Control Exit Certification stating they will not distribute controlled devices, software, and/or information.

Departing PIs with Active Licenses:

  • Work with Export Controls Office to arrange transfer of active protocols to another investigator at Â鶹Ãâ·Ñ°æÏÂÔØBoulder, or
  • Close the protocol, or
  • Arrange for resubmittal of license application under new institution registration.

Departing PIs with Technology Control Plans:

  • Arrange for transfer of active protocols to another investigator at CU, or
  • Close the protocol.

Animal Subjects

Disposition of Protocol:

  • Arrange for transfer of active protocols to another investigator at CU, or
  • Close the protocol, or
  • Arrange for review/approval of the protocol at new institution.

Disposition of Animals:

  • Arrange for transfer of animals to another Â鶹Ãâ·Ñ°æÏÂÔØPI/protocol, or
  • Arrange for transfer of animals to another institution.

Human Subjects

Work with Â鶹Ãâ·Ñ°æÏÂÔØBoulder's IRB to discuss transition plan with regard to management of human research subjects.

Termination of the Project:

  • Departing PI may choose to terminate the protocol if work on the project is complete or the research project is not to be continued.

Transition of Project to New Â鶹Ãâ·Ñ°æÏÂÔØBoulder Researcher:

  • If research (enrollment,Ìýfollow-up, or analysis) is ongoing at Â鶹Ãâ·Ñ°æÏÂÔØBoulder, Departing PI or Department Chair/Dean will need to assign new Â鶹Ãâ·Ñ°æÏÂÔØResearcher.

If Departing PI plans to stay on as a collaborator:

  • Secure new human subject research approval at new institution or obtain additional consent of the subject, dependent on scope of work.
  • Work with Â鶹Ãâ·Ñ°æÏÂÔØIRB and OCG to determine if additional agreements (such as data use agreements, tissue transfer agreements, etc.) are needed between Â鶹Ãâ·Ñ°æÏÂÔØBoulder and the New Institution.

Personnel Actions

Intellectual Property

  • Ensure all Â鶹Ãâ·Ñ°æÏÂÔØdiscoveries and IP matters covered by a patent application or issued patent are resolved, including licensed technology.
  • Ensure any co-inventions with other institutions are appropriately managed.
  • Sign acknowledgement statement that Departing PI has disclosed all Discoveries to Â鶹Ãâ·Ñ°æÏÂÔØTechnology Transfer Office required under Â鶹Ãâ·Ñ°æÏÂÔØIP policy through their end-date and provide copy to OCG Compliance.

Other Contractual Obligations

  • Terminate or transfer responsibilities for other contractual obligations to the new institution. (e.g. no cost collaborations, bailment agreements, data use agreements, non-disclosure agreements).
  • Inform Sponsor of the change and inform OCG of agreed upon plans.
  • Notify Facility Security Officer (FSO) if Â鶹Ãâ·Ñ°æÏÂÔØholds an active security clearance for Departing PI.

Links to Documents & Forms