The Ins and Outs of PI Transfers

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

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)

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?

Does the PI have an animal colony? What type of animal? How many? Will they move? If not… If so…

Protocols & Policies Animal research & getting protocols in place Human subjects research Protocols Feasibility? Nursing or coordinator staffing requirements? Other: stem cell research, biohazards

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?

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

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 Cory Director of Research Department of Pediatrics Stanford University jcory@stanford.edu Tim Reuter Director, Post-Award Operations Office of Sponsored Research Stanford University treuter@stanford.edu

The Ins and Outs of PI Transfers