PI Transfer Resources

The resources provided on this page cover a full range of considerations when a 山 Principal Investigator (PI) decides to dissolve or temporarily change their affiliation with 山. This can occur when the Departing Researcher is/has:

  • TransferringtoaNewInstitution;
  • Retiring;
  • Terminated:nolongeremployedfromCU山; or
  • Temporaryabsences(suspensions,sabbaticalleave,extendedleaveforover90days– see section IV.A); *forpurposes ofthis documenttheterm“Departing PI”may alsorefer to those leaving only temporarily*or
  • Deceased.

Start Here

Complete the PI Transfer Web Submission Form

Who Does What? Project Roles and Responsibilities

Departing Researcher:

Anyfacultyor staffengaging insponsoredprojectsinaKeyPersonnel role that plans to dissolve their affiliation with 山. Click the drop-down below to learn more about each role which may be considered a Departing Researcher.

CU PI: A Principal Investigator is the primary individual responsible for the preparation, conduct, and administration of a sponsored project in compliance with the terms of the award, applicable laws and regulations, and institutional policy governing the conduct of sponsored research.

CUCo-PI:CUCo-PrincipalInvestigatorsarekeypersonnelwhohaveresponsibilities similar to that of a PI on research projects.

CUKeyPersonnel:Other personnel named on a project whose departure from 山 would have significant impact on the continuation of the research; these may be Postdocs, Research Associates, and/or Graduate Research Assistants (GRA).

Department:

Unit(s) the Departing Research is affiliated with. Click the drop-down to see the responsibilities of various roles within a department when a researcher departs CU.

CUDepartmentChair/Dean:Involvementrequiredforsomeinternalapprovals.

DepartmentResearchAdministrator(DRA):If a Department does not have a specified DRA, it is recommended that the Department of the Departing Researcher designate a CU College/Department Administrator to be the point of contact for coordination of all departure processes.

DepartmentPropertyManager:CustodianofCapitalEquipment;LiaisonbetweenOCG Property Officer and 山 Property Accounting.

Office of Contracts and Grants (OCG):

Office of Contracts and Grants is the AuthorizedOrganizationalRepresentative(AOR) and administrator for all externally funded sponsored research on the 山 campus. Click the drop-down to see the responsibilities of various roles within OCG when a researcher departs CU.

ContractOfficer:AuthorizedOfficialforCU山regardingContractualAgreements.

GrantOfficer:AuthorizedOfficialforCU山regardingGrants.

SubcontractOfficer:AuthorizedOfficialforCU山regardingalloutgoingSubagreements.

ProposalAnalyst:AuthorizedOfficialforCU山regardingProposalSubmissions.

ComplianceOfficer:OfficialLiaisonwithPropertyAccountingregardingallCapital Equipment on Sponsored Research Projects.

ContractAdministrator:ResponsibleforMaterialTransferAgreementsandNon- Disclosure Agreements.

CCO/Research Financial Services (RFS):

The Campus Controller’s Office oversees the post-award financial administration of sponsored research on the 山 campus, directly managing accounts for Restricted Funds 30 and 31. Click the drop-down to see the responsibilities of various roles within CCO when a researcher departs CU.

Financial Analysts (Sponsor Facing):Ensures proper stewardship of funds and manages remaining balances or deficits. They will also perform a comprehensive financial analysis, reviewing all of the account activity over the lifetime of the award to ensure compliance with the sponsor's terms and conditions.

Invoicing/Accounting Technician: Analyzes payments received and ensures proper recording by determining the proper allocation of funds to projects, accounts and invoices.

Effort & Cost Management Accountant and Cost Share Accountant: Oversees several financial compliance functions: journal entries, electronic personnel effort reports (ePERS), CU Marketplace purchase order (PO requisitions), and cost sharing.

Other 山 Units:

Click the drop-down below to see the responsibilities of other 山 units.

Venture Partners at 山: Venture Partners manages 山’s CU Discoveries; Authorized Officials for patents, copyrights, and licensing issued to or by the University.

Environmental Health and Safety (EH&S):Environmental Health and Safety is responsible for developing and maintaining programs which promote health, safety, and sound environmental management.

Institutional Animal Care and Use Committee (IACUC):Authorized Committee to approve and maintain protocols regarding the humane care and use of animals in research and teaching.

Office of Animal Resources (OAR): Responsible for overseeing the daily animal health care and husbandry of animals housed in 山 facilities.

Institutional Review Board (IRB): Authorized Committee to approve and maintain protocols with regard to the rights and welfare of subjects involved in Human Research.

Property Accounting Office: Oversees the standard procedures to ensure CU-山 maintains accurate accounting records in the acquisition, maintenance, control and disposition of property.

Sponsor:

Prime award grantor. Click the drop-down to see the responsibilities of Sponsor officials when a researcher departs CU.

Authorized Award Official: Prime Award administrative official to approve changes to award.

Program Officer: Prime Award technical official serving as a liaison for project direction.

Notification

The Departing Researcher/PI Checklist will guide required actions that will be necessary to complete the transfer. Necessary steps are laid out below as well.

The Departing Researcher or the Department Research Administrator (DRA) (as designated by the department) should notify the appropriate Administrative Departments of personnel’s departure as soon as departure is expected/known. 60-90 days prior to departure is the appropriate notification period to allow for this multiple step process.

  1. Notification should be completed via the Researcher Departure Web Form.
  2. Details to be provided in notification include:
    • Name of Departing Researcher
    • Overview of Departing Researcher’s current 山 lab
    • Expected departure date
    • Departing Researcher’s new contact information
    • Contact information for New Institution’s administrative point of contact (if applicable and or known).
  3. If Resignation Letter/Email was received, attach to Notification.

Sponsored Projects

Grants and contracts are awarded to the University, not to individual PIs. For this reason, OCG is obligated to comply with Sponsor regulations and must be the official Administrative Department to relinquish an award if it is decided that 山 wishes to end its obligations to the award. When a PI’s affiliation with the 山 is dissolved, the following options are available: terminate the award, relinquish the award by transferring it to their New Institution, or retain the award at 山.

For All Awards

Regardless of if the award is retained or relinquished, the following actions should be completed:

  1. A list of active awards and proposals for Departing Researcher (including projects where Departing Researcher’s role is as a CU Co-PI) should be completed by the Departing Researcher and/or DRA using the , which should then be submitted to ocg@colorado.edu.
  2. Departing Researcher, DRA, and Department Chair, and/or CU Co-PI should ensure all technical reports required to-date have been submitted to the Sponsor.
  3. Departing Researcher is required to complete Effort (ePERS)certification for all reporting periods and all direct reports, prior to Departure Date. If Departing PI is issued a Courtesy Appointment, effort reporting will continue to be required for all projects on which they are assigned PI role.
  4. OCG will Reconcile BeRA record to reflect final information:
    • Changes in Key Personnel.
    • Final project dates.
    • Final Award obligations.
    • Attachment of applicable documentations.

Termination of the Award

The departing CU PI, in agreement the Department Chair/Dean, may choose to terminate the award and relinquish funds to the Sponsor.

  1. The Departing Researcher and/or DRA should consult with their Area Accountant to determine the final balance of the award. The same cost categories as detailed in Section B.3 should be considered.
  2. Once the final balance of the project has been determined, OCG requires a relinquishment letter signed by the PI and Department Chair/Dean prior to relinquishment processes being initiated with the Sponsor, Template provided in Section V, Appendices. This letter should be emailed to the OCG Grant/Contract Officer processing the termination. The OCG Grant/Contract Officer will process the formal relinquishment of the award per the determined/required sponsor procedures.
  3. Upon receipt of 山’s relinquishment, the Sponsor will issue a modification to 山’s award, indicating effective date of termination and final obligation of the sponsor.
  4. Once the award has been terminated at 山, standard close-out procedures will be initiated, both contractual and financial. The Departing Researcher will still be responsible for all deliverables required up to the date of Award termination.

Retention of the Award

If research is ongoing at 山, the departing CU PI and/or Department Chair/Dean may elect to transition the award to a new CU PI. In some cases, it may be permissible for the departing CU PI to remain a collaborator on the award, where 山 would issue a sub-agreement to the departing CU PI’s New Institution. For these cases, the departing CU PI will need to secure approval from the Department Chair/Dean and the Sponsor.

  1. If the Departing Researcher is to remain on a project as CU’s PI, they must have a Courtesy Appointment that has been approved by the Department Chair.
  2. In the event the Departing PI is not able to maintain PI status at 山, the Department Chair or Dean must name a replacement 山 PI for the Award.
    • If the project already has an assigned CO-PI, that would be the first option;
    • If no CO-PI is participating on the project, then Department Chair will need to find another qualified PI. Change in Key Personnel Status typically requires prior approval from Sponsor. Notify the Award’s assigned OCG Grant/Contract Officer to coordinate specific Sponsor requirements.
  3. In the event the Departing Researcher (either in PI or CO-PI role) is going to continue to collaborate on the project as a sub-recipient Co-PI from the New Institution, then a request for an outgoing sub-agreement will need to be prepared for Sponsor’s approval. Please note: Departing PI cannot be the PI on the 山 Award and PI on sub-agreement to the New Institution.Before initiating this process, the change in key personnel (if Departing Researcher was previously the lead PI) must have been approved by the Sponsor, as detailed above.
    • DRA and newly assigned 山 PI should coordinate with OCG Proposal Analyst and Grant/Contract Officer to initiate the subcontracting process, including revising the prime budget
    • Any new Subagreements added to an existing award are subject to Indirect Costs. Per 山’s Federally Negotiated Indirect Cost Rate Agreement, the first$25,000 of a Subagreement is subject to indirect charges.
    • Departing PI should coordinate with New Institution to create required subagreement proposal documents, including the following:
      • Subrecipient Statement of Work
      • Subrecipient Detailed Budget
      • Subrecipient Budget Justification
      • Subrecipient Commitment Form (signed by Authorized Official at New Institution)
      • Subrecipient Indirect Cost Rate Agreement
      • Subrecipient IRB/IACUC Approval (if applicable)
      • Any other applicable Subrecipient documents required by the Prime Sponsor.
    • Once approval is received from the Prime Sponsor, OCG Subcontracting Officer will work with New Institution to establish agreement and purchase order.
    • Once the internal Prime budget has been revised and Subrecipient documents received, OCG will initiate the request for approval for addition of subagreeement as required by the Prime Sponsor.

Relinquishment of the Award

If the departing CU PI wishes to transition the award to a New Institution, the CU PI must first obtain the Department Chair/Dean’s approval. The departing CU PI will then need to work with the CCO - Area Accountant to determine the total amount to transfer, with OCG to terminate the award with the Sponsor, and with their New Institution to submit a transfer proposal to the Sponsor to move the award.

  1. If the Departing Researcher is a PI on an Award and wishes to transfer the award to their New Institution, the project should be identified as a potential transfer on the Active Awards Consideration Form. Department Chair/Dean signature is required on this form to approve transfer of identified projects. Once department approval is received, notify OCG & Campus Controller's Office to initiate the transfer process.
  2. The Departing Researcher and DRA should consult with each award’s assigned OCG Grant/Contract Officer to determine what information is needed to terminate the award between 山 and the Sponsor, and how to transfer the award to New Institution.
    • NIH and NSF have specific transfer procedures that must be followed. Detailed procedures can be obtained from the OCG Grant Officer or located on the sponsor resource webpages is this on the OCG website
    • If Sponsor does not have standard transfer processes, the OCG Award Officer will correspond with the award Authorized Official and/or Program Officer to determine what is required of 山 and New Institution. Departing PI, DRA, and New Institution Authorized Official should be included in the correspondence.
    • Once directions are understood, Departing Researcher should begin to coordinate with their New Institution to prepare the necessary proposal documentation that is to be submitted to the Sponsor to move the award from 山 to the New Institution. Total Transfer Amount is dependent on 山 final remaining balance.
  3. The Departing Researcher and DRA should consult with their Area Accountant to reconcile SpeedType(s) and determine the final balance of the award. The following cost categories should be considered when closing the SpeedType:
    • Subagreements: If there are subrecipients on the award, these agreements will need to be terminated prior to the relinquishment date as this will affect the final balance of the award.
      • DRA submits marked up Subrecipient Modification Request Form (SMRF) to OCG Subaward officer to start process.
      • Final Invoice will be needed to complete close out modification. OCG Subcontract Officer will advise DRA on process for each specific situation.
      • De-obligation closeout modification is issued by OCG Subcontract Officer to subrecipient.
      • Fully executed modification is used by OCG Subcontract Officer to close SPO.
    • Personnel. All project assigned personnel effort must be moved off the project prior to the determined relinquishment date. See section IV.A, Actions related to Personnel Changes.
    • Cost Share. Cost Share Accountant will work with DRA and Departing Researcher on cost share fulfilment.
  4. Once the final balance of the project has been determined, Departing Researcher and DRA will need to work with OCG Grant/Contract Officer assigned to Department to complete a formal relinquishment. OCG requires a relinquishment letter to the sponsor which will need to be signed by the Department Chair/Dean prior to any transfer processes being initiated with the sponsor. Template provided in Section V, Appendices. The OCG Grant/Contract Officer will process the formal relinquishment of the award per the determined/required sponsor procedures.
  5. The Departing Researcher must coordinate with their New Institution to prepare and submit any required proposal documents associated with the Award that the New Institution will be receiving.
  6. Upon receipt of 山’s relinquishment and the New Institution’s transfer proposal documents, the Sponsor will review the transfer information. If the transfer is approved, the Sponsor will issue:
    • To CU: A Modification to 山 award, indicating effective date of termination and final obligation.
    • To New Institution: A new award for the continuation of support for remaining scope of work.
  7. Once the award has been terminated at 山, standard close-out procedures will be initiated, both contractual and financial. The Departing PI will still be responsible for all deliverables required up to the date of Award termination.

Please note: The time involved in coordinating the transfer between the CU PI, Sponsor, 山, and the New Institution can take several months depending upon the complexity of the project being transferred.

Compliance

Property

山 Property can be acquired through a variety of funding sources and approval channels for transfer of Property to other institutions can vary.

  1. All Property purchased on a SpeedType is University property and must be approved by OCG and Property Services before any transfer. Property can only be transferred to another non-profit educational institution and/or research institute.
  2. Departing Researchers are responsible for cataloging all equipment.
  3. Departing Researchers or DRAs must obtain the Department Chair or Institute Director’s signature on each form. Once completed and signed by the Department Chair or Institute Director, send the forms to ocgproperty@colorado.edu.
    • Equipment that is only conditionally titled to 山: OCG Compliance Officer will need Sponsor permission before CU can release it to another institution or assign it to another award.
    • Equipment that is transferring to New Institution: OCG Compliance Officer may need to obtain additional internal review and approval from Research Innovation Office.
  4. If equipment has been identified as potentially transferring to New Institution, the following must occur:
    • Work with New Institution to negotiate price for equipment transfer, moving costs, insurance and other details. The Property Accounting Office will guide this process.
      • The University generally considers a 25% reimbursement of the property value to be reasonable. Work with Department personnel and the Property Accounting Office to determine property value.
      • The Department is responsible for invoicing the new institution and ensuring the payment is received. Payment is not required before releasing the property.
      • The New Institution is responsible for any shipping or moving costs.
      • Any property that was purchased on an award that is being relinquished to the New Institution is not subject to reimbursement. The New Institution is only liable for shipping and/or moving costs.
    • Property purchased with federal dollars is valued at full acquisition cost. Property purchased with University funds will be transferred at its depreciated current net value.
    • When reimbursed by the New Institution, the Department is responsible for invoicing the institution and ensuring payment is received. *Payment is not required before property is released to the New Institution.
    • If any cataloged equipment or supplies have been used in conjunction with hazardous materials and are going to be shipped to a New Institution, contact Environmental Health and Safety.
  5. After OCG receives the completed lists and the OCG Compliance Officer Grants approval, the OCG Compliance Officer will email that information back to the PI and Department Property Manager, copying Property Accounting Office and Property Services.
    • The PI and Department Property Manager should work with Property Services to obtain authorization to remove property from the campus.
    • The Department Property Manager should physically inspect the removal of all transferring property to ensure only those items that have been authorized for transfer leave the campus.
    • Property Accounting will notify their counterpart at the New Institution to report what property (and supplies, if applicable) are being transferred to that institution from 山 to ensure they are aware of and willing to accept the new property.
  6. If item(s) are not transferring to a New Institution, determination should be made if the item(s) will be disposed, resold, or identified as Buff Surplus.
    • Notify Department Property Manger which specific pieces of equipment or supplies in the lab are no longer usable and need to be disposed. Property Manager can assist in determining if items can be identified as Buff Surplus.
    • For Property that has been used in conjunction with biological, chemical or radiological materials please follow the instructions on the Equipment Disposal/Resale Form.
  7. If equipment or supplies are being transferred within CU:
    • Department Property Manager should report the new custodian to theProperty Accounting Office.
    • If any cataloged equipment or supplies that have been used in conjunction with hazardous materials are going to be transferred to another location on campus contact Environmental Health and Safety for instructions on how to adequately decontaminate item prior to transfer. Environmental Health and Safety should also be contacted for specific information regarding moving biosafety cabinets.
Environmental Health and Safety (EH&S)

If there are Environmental Health and Safety concerns on any sponsored projects, departing researchers must follow the steps below.

  1. EH&S must be notified 90 days in advanceof Researcher’s departure to begin the LaboratoryCloseoutprocesstoensurethatallhazardousmaterials(biological,chemical,and radiological materials) are either appropriately transferred or disposed of as waste. Laboratories must be cleared of ALLhazardous materials before the Departing Researcher leaves the 山 campus.
    • The Campus Regulatory Committees will be notified of Departing Researcher’s departureviaemailwhentheResearcherDepartureWebFormiscompleted.
    • Priortodeparture,ResearcherwillneedtocloseouttheirIBC,RADapplication(s).
  2. CoordinationwithEH&Sisrequiredtoensureproperdestructionortransferofhazardous material(s) is completed.
    • IfmaterialsaretotransfertoanotherlabwithinCU山,EH&Swillneedtoensure the newlab has beenapproved to housesuchmaterials prior to any transfer.
    • If materials are to transfer to a New Institution, Researcher must coordinate with a licensed vendor toprepare the materialsforshipment.ContactEH&Sforassistance.Transferofhazardousmaterials may require the completion of a Material Transfer Agreement.
    • Ifmaterialsaretobedestroyed,theymustbedestroyedbyapprovedmeans.Consult with EH&S on proper process.
  3. ResearchermustcompletetheEH&SLaboratory Closure and Decommissioning Checklistandhaveitsigned by an appropriate Department Liaison (DRA, Lab Manager, Property Custodian, Researcher, etc.) and a representative from Environmental Health and Safety.
Export Control

All Departing Researchers must certify upon exit that there will be no distribution of controlled devices, software, and/or information. Follow the steps below to complete the Export Control process.

  1. Departing Researcher with Active Licenses:If the Departing Researcher’s research involves an active license issued by the Department of State’s Directorate of Defense Trade Controls (DDTC), the Department of Commerce’s Bureau of Industry and Security (BIS), or the Department of Treasury’s Office of Foreign Assets Control (OFAC), the Departing Researcher and DRA are responsible for notifying the 山’s Office of Export Controls (OEC) as soon as possible to discuss the appropriate transition plan.
    • Government export authorizations can only be transferred under certain conditions. Federal authorization of new export licenses or amendments to existing licenses can take months to obtain. The following options are available for Departing Researcher with active export license authorizations:
      • Arrange for transfer to another investigator at 山: If the research and its associated hardware and software is ongoing at 山, the Departing Researcher may choose to transfer the project to a different (new) researcher at 山. The new 山 researcher must meet with the OEC to understand and accept the scope and conditions of the active authorization. If necessary, the new 山 researcher must detail any required changes to foreign participants or project scope so that a license amendment can be filed in a timely manner.
      • Arrange for resubmittal of license application under New Institution registration: It is the Departing Researcher’s responsibility to identify the export control officers and other appropriate administrators at the new institution and arrange for resubmittal of the license application under the new institution’s DDTC or CIN registration number. The OEC will assist the Departing Researcher with copies of the original license application submittal and authorization, as necessary. Due to exporter registration requirements, the OEC CANNOT submit a license application on behalf of the New Institution.
      • In the event that the New Institution is notregistered with DDTC or BIS, the Departing Researcher must transfer the active license to a 山 researcher or forfeit the license and terminate the contract.
  2. PIs with Active Technology Control Plans:If the Departing Researcher has any active Technology Control Plans (TCPs), the Departing Researcher and DRA are required to notify the OEC as soon as possible to discuss an appropriate transition plan. The Departing Researcher and DRA must provide to OEC a list of all laboratory equipment that is being transferred to the new institution and verify the equipment that is remaining at 山. The following options are available for departing PIs with active project TCPs or laboratory TCPs:
    • Arrange for transfer of active project or laboratory TCP to another investigator at 山: If the departing PI wishes to transfer the active TCP to another 山 researcher, the OEC must issue an updated TCP detailing any changes in personnel or equipment.
    • Close out active TCP: If all laboratory equipment is moving to the new institution, the Departing Researcher must close out the TCP. OEC will update the 山 inventory to reflect any changes. OEC will also work with Facilities Management to update any restricted access spaces.

  3. PIs with Restricted Research Contingency Plans:If there were contractual restrictions on the publication or other dissemination of research results from a given project, that project generally would not meet the requirements of fundamental research, and the PI would be required to obtain a waiver from the Vice Chancellor for Research to pursue the project.

    If the Departing Researcher has any active Restricted Research project waivers involving contingency plans entered into with assigned students, Research Associates and Professional Research Assistants working under their direction on the project, a transition plan will need to be established. The Departing Researcher and DRA are required to notify the Coordinator for the Standing Committee on Restricted, Proprietary and Classified Research as soon as possible to discuss an appropriate transition plan.

  4. Faculty Sabbaticals or Temporary Leave:If the Departing Researcher has a planned return date, the OEC will work with the Departing Researcher to determine the protocol for active licenses or TPCs.
    • The Departing Researcher must inform the OEC of any anticipated CU sponsored project involvement during sabbatical or leave.
    • The Departing Researcher must inform the OEC of any laboratory equipment that will be leaving the University during the sabbatical or leave.
Animal Subjects

If the Departing Researcher’s research involves animal subjects, then the Departing Researcher and DRA are responsible for notifying 山's Institutional Animal Care and Use Committee (CU IACUC) and Office of Animal Resources (OAR) to discuss a transition plan. Click below to see the various options related to animal subject research.

  1. Termination of the project: The Departing Researcher may choose to terminate the protocol if work on the project is completed or the research project is not to be continued. All remaining animals must be transferred or otherwise disposed of.
  2. Transition of project to new 山 Researcher: If research is ongoing at 山, the Departing Researcher and/or Department Chair/Dean may elect to transition the project to a new 山 Researcher. The new 山 Researcher must have IACUC approval.
  3. Transition of animals and protocols to the New Institution:
    • Any animals that Departing Researcher wishes to transfer should be listed on the “Tangible Research Materials and CU Discoveries List.”
    • If the Departing Researcher wishes to transition animal subjects research to a New Institution, the Departing Researcher must secure new approval at their New Institution BEFORE their 山 protocol can be terminated; the Departing Researcher will need to contact OAR to arrange for the shipment of the animals to their New Institution.
    • The Departing Researcher must contact CU IACUC and IBC to terminate their protocol.
    • The Departing Researcher will need to coordinate with OCG to determine if additional agreements (such as data use agreements, tissue transfer agreements, etc.) will be needed between 山 and departing PI’s New Institution prior to the transfer.

*In some cases, it may be permissible for the Departing Researcher to remain a collaborator on the project. For these cases, the Departing Researcher will need to secure a new animal subject research approval at their New Institution.

Departing Researcher, OAR, and OCG will work together to determine if additional agreements (such material transfer agreement) will be needed between 山 and the New Institution if the Departing Researcher will stay on as a collaborator.

Human Subjects

If the Departing Researcher’s research involves human subjects, then the Departing Researcher and DRA is responsible for notifying the 山's Institutional Review Board (CU IRB) at irbadmin@colorado.edu to discuss a transition plan. In the event of a researcher’s departure, click below to see what options are available with regard to the management of human research projects.

  1. Termination of the project: The Departing Researcher may choose to terminate the Protocol if work on the project is completed or the research project won’t be continued.
  2. Transition of project to new 山 Researcher: If research (enrollment, follow-up or analysis) is ongoing at 山, the Departing Researcher and/or Department Chair/Dean may elect to transition the project to a new CU PI.
  3. Transition of project to New Institution: If the Departing Researcher wishes to transition human subjects research to a New Institution, the Departing Researcher must terminate their protocol at 山 and secure new approval at their New Institution. The Departing Researcher must contact CU IRB to discuss the transition plan.
    • Departing Researcher, CU IRB, and the OCG will work together to determine if additional agreements (such as data use agreements, tissue transfer agreements, etc.) will be needed between 山 and the New Institution.
  4. In some cases, it may be permissible for the Departing Researcher to remain a collaborator on the project. For these cases, the Departing Researcher will need to secure approval from CU IRB and the Department Chair/Dean [if applicable, the Sponsor].
    • Depending on the scope of work the Departing Researcher will be conducting at the New Institution, the Departing Researcher may need to secure new human subject research approval at their New Institution or obtain additional consent of the subject.
    • Departing Researcher, CU IRB, and the OCG will work together to determine if additional agreements (such as data use agreements, tissue transfer agreements, etc.) will be needed between 山 and the New Institution if the Departing Researcher will stay on as a collaborator.

Other Considerations

Actions Related to Personnel Changes

  1. Departing Researchers on temporary absences, who disengage from the research activity for over 90 days must notify OCG at OCGCompliance@colorado.edu. Departing Researcher going on Sabbatical or extended leave will need to work with OCG & Sponsor for next steps.
  2. Departing Researcher should work with their DRA and/or their Department HR Liaison for assistance with completing any official human resources actions.
  3. should be used as guidance for the applicable actions that may need to be taken.
  4. Department/Payroll Personnel Liaison changes funding distribution on grants/contracts once end date is known.
  5. If a Department wishes to issue a Courtesy Appointmentto the Departing Researcher, then the DRA will need to coordinate the approval of such appointment and establish a new appointment type in HCM.
  6. The Departing Researcher is responsible for effort reporting through the end of their appointment, including Courtesy Appointments.
    • Certification after departure may be required if reporting period concludes after Departure Date
    • If the Departing Researcher is not able to certify, the Chair/Dean may need to certify as a proxy.
    • If Departing Researcher has any direct reports, they must certify the effort for those individuals as well.

Intellectual Property

Per the University of Colorad's Intellectual Property Policy on Discoveries and Patents (), the University owns all "CU Discoveries" in which the University has an interest.

Departing Researcher will need to work with Venture Partners to ensure that all 山 Discoveries, including all inventions and software programs, are disclosed to Venture Partners, and IP matters covered by a patent application or issued patent are resolved.

  1. Work with Venture Partners to ensure that all matters related to CU discoveries and Intellectual Property areresolved. These include:
    • Disclosing all discoveries per the Regent Policy 5J and related APS1013 policies
    • Executing all outstanding patent related documents such as assignments and declarations
    • If departing PI has any active inventions on file with Venture Partners, provide an updated e-mail address and contact information for future correspondence to vpcontact@colorado.edu
  2. SignacknowledgementstatementthattheyhavedisclosedtoVenturePartnersall “Discoveries,” including all inventions and software programs, required under 山 IP policy, through their end-date.

Tangible Research Materials and CU Discoveries

  1. The Departing Researcher and DRA will need to take a complete inventory of all Tangible Research Materials and CU Discoveries using the "Tangible Research Materials and CU Discoveries List" form. The Departing Researcher will need to indicate what they would like to do with each item on the list. Once this form is completed, the departing PI/DRA will need to submit a copy to their OCG Contract Administrator, ocgcontracts@colorado.edu.
  2. The OCG Contract Administrator will determine if there are any restrictions governing the use or transfer of each item. The Contract Administrator will advise the Departing Researcher what they will need to do with each item, for example:
    • Items marked "Transfer to New Institution":
      • Items created and owned by CU: An agreement (Material Transfer Agreement (MTA), Data Use Agreement (DUA)) may need to be executed between CU and New Institution prior to the transfer.
      • Items obtained from another institution: OCG Contract Administrator will verify if the materials can be transferred to the New Institution and if any additional steps need to be taken. The Departing Researcher may need to seek approval from the original provider for the transfer to their New Institution. [Provider may require that a new MTA with the New Institution be established before CU can transfer such items to the New Institution.]
    • Items marked “Staying at CU”:
      • Items created and owned by 山: The Departing Researcher or Department Chair should indicate where the items will be located, either within the department or in other locations at CU.
      • Items obtained from another institution: OCG Contract Administrator will need to verify if the item will need to be returned or destroyed. If the items can remain at 山, then the Departing Researcher or Department Chair should indicate where the items will be located, either within the department or in other locations at CU.

Other Contractual Obligations

  1. OCG will check BeRA to see if CU has any other agreement still in effect that was executed on Departing Researcher's behalf (Non-Disclosure Agreements, Bailment Agreements, etc.). OCG will consult with Departing Researcher to see which agreements should be terminated or transfer responsibilities to New Institution.
  2. OCG will then coordinate with other party [and New Institution, as needed] to amend or terminate the agreement.

Links to Documents & Forms