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Managing Faculty Transfers

A Principal Investigator (PI) may transfer into or out of WFUHS either after a proposal has been submitted or after a grant has been funded. The following procedures should be followed for the various situations

Proposal (pending grant award) Transfer

  • The PI should contact the sponsor Program Officer to discuss the transfer.
  • The PI's former institution will submit a letter or form to the agency relinquishing the proposal. 
  • Any proposal pending at an agency must be resubmitted from WFUHS through InfoEd as if it were a new proposal with a budget and any other materials required by the sponsor.
  • If necessary, the Office of Sponsored Programs will find out to whom the new proposal materials should be submitted. In addition to the internal WFUHS documents mentioned above, other materials, such as a new cover page, certifications and representations, sponsor budget page may be required.

Grant (active grant award) Transfer

  • The PI should contact the sponsor Program Officer to discuss the transfer.
  • The PI's former institution will submit to the agency a letter or form relinquishing the grant.
  • The grant must then be resubmitted through WFUHS with the materials required by the sponsor, which can include: a brief summary of progress to date, a description of work yet to be accomplished, and a budget for the amount to be transferred. See Change of Grantee Institution Instructions.
  • An InfoEd application for WFUHS must be completed as well.

Important Tips

  • Federal contracts and fellowships are rarely transferred
  • Training grants are not transferred
  • Some sponsors have a minimum amount of time which must be remaining in the grant before it will be transferred.

Equipment Transfer

Procedures for transferring equipment in and out of WFUHS can be found in the Property Control Policy and Procedure Manual.

Industry Supported Contract Transfer

  • The PI should contact OSP and provide the name of the contact at the prior institution so that OSP can work with that individual to discuss the transfer.
  • OSP will work with the other institution and/or the sponsor, as appropriate, to transfer the contract to Wake Forest.

Material Transfer (biological, mice, animal, data, etc)

Transferring material originally obtained from a 3rd party

  • The PI should contact the Office of Sponsored Programs and provide the name of the contact at the prior institution and the description of the materials to be transferred so that the Office of Sponsored Programs can work with that individual to discuss the transfer.
  • OSP will work with the other institution and/or the sponsor, as appropriate, to transfer the materials to Wake Forest.
  • Once the material transfer agreement (MTA) is in place, the PI should contact the Animal Resource Program (ARP) or Environmental Health and Safety (EH&S), if necessary/as applicable, to arrange for the transfer. 

**Important Note: Most MTAs require written approval from the providing entity in order for the material to be transferred to another lab or another investigator within the institution. Even if material is staying at Wake Forest, OSP will need to work with the providing entity to obtain the approval.

Transferring material developed at Wake Forest or at prior institution

  • The PI should contact OSP and provide the name of the contact at the prior institution and the description of the materials to be transferred so that OSP can work with that individual to discuss the transfer.

Confidentiality Agreements (CDAs)

  • The PI should contact OSP and provide the name of the contact at the prior institution so that OSP can work with that individual to discuss the transfer.
  • OSP will work with the other institution and/or the sponsor, as appropriate, to transfer the contract to Wake Forest.

A Principal Investigator (PI) may transfer into or out of WFUHS either after a proposal has been submitted or after a grant has been funded. The following procedures should be followed for the various situations.

Faculty Transfer Form

As a part of the services that Biomedical Research Services and Administration (BRSA) is committed to offering to our faculty, an electronic tool has been developed to assist faculty who are transitioning from Wake Forest School of Medicine.

In order to ensure a smooth and timely process, including but not limited to, transfer of grants, contracts, animals, equipment, protocols and lab materials, faculty are strongly encouraged to complete the Faculty Transfer Form as early as possible in order to ensure that all activities are completed prior to departure from Wake Forest and in place at the new institution, when applicable.

The transfer process can often take months to complete so communicating early is highly recommended.  Completion of the transfer form will generate a customized checklist which once completed by the faculty member in conjunction with the appropriate departmental administrative staff, is reviewed and signed by the relevant BRSA unit and Department Chair.

 If you have any questions about the form or need technical help, please contact Bonnie Coe at 716-0539.

Proposal (pending grant award) transfer

  • The PI and department chair must determine if the proposal should stay at WFUHS or be relinquished.
  • If WFUHS relinquishes the proposal, a relinquishing letter should be submitted internally to the Office of Sponsored Programs (OSP) with signatures from the PI and department Chair. Upon receipt of this letter, OSP will prepare a letter withdrawing the proposal, obtain the appropriate signature, and submit it to the sponsor. 
  • If it is decided that the proposal should remain and the PI simply replaced, a letter of explanation with signatures of the PI, the proposed new PI and OSP should be submitted to the agency along with the new PI’s curriculum vitae or biosketch. 

Active Grant Transfer

  • The PI and department chair must determine if the grant should stay at WFUHS or be relinquished.
  • If the grant is to be transferred, the PI will prepare a letter to the Office of Sponsored Programs signed by the PI and Department Chair requesting the grant(s) be relinquished. This letter should also mention any equipment which will need to be transferred. (See the "Equipment Transfer" section for more information.) 
  • If WFUHS chooses not to relinquish the grant, but simply replace the PI, a letter of explanation signed by the PI, the proposed new PI, and OSP will be submitted to the sponsor, along with any materials required by the sponsor (usually the new PI’s biosketch).
  • NIH Grants Policy Statement section on transfers

Important Tips

  • Federal contracts and fellowships are rarely transferred
  • Training grants are not transferred
  • Some sponsors have a minimum amount of time which must be remaining in the grant before it will be transferred.

Equipment Transfers

Procedures for transferring equipment in and out of WFUHS can be found in the WFBMC Asset Management Policy and Procedure Manual.

Industry supported contract transfer

  • The PI and department chair must determine if the contract should stay here and be transferred to another investigator or if it should be terminated. Once this determination is made, the Office of Sponsored Programs should be made aware so they can review the terms of the contract to determine what steps need to be taken.
  • If the terms of the contract provide for the transfer of the project to another investigator, OSP will work with the sponsor to amend the contract.
  • If the contract needs to be terminated, OSP will work with the sponsor to terminate in accordance with the terms of the contract.

Material Transfer (biological, mice, animal, data, etc)

Transferring material originally obtained from a 3rd party

  • The PI and department chair must determine if the materials should stay here and be transferred to and managed by another investigator within the lab/department or if they will be transferred to the new institution with the PI. Once this determination is made, OSP should be made aware so they can review the terms of the existing MTA to determine what steps need to be taken to facilitate the transfer**
  • Most MTAs require approval for the material to be transferred to anyone outside of the PIs current lab at Wake Forest. Thus, OSP will work with the sponsor to either amend the existing MTA or put a new MTA in place to provide for the transfer of the material to the new institution.
  • If the MTA needs to be terminated (i.e. the material has been returned, destroyed or fully used), OSP will work with the sponsor to terminate in accordance with the terms of the contract.

**Important Note: Most MTAs require written approval from the providing entity in order for the material to be transferred to another lab or another investigator within the institution. Even if material is staying at Wake Forest, OSP will need to work with the providing entity to obtain the approval.

Transferring material developed at Wake Forest or at prior institution

  • The PI and department chair must determine if the materials should stay here and be transferred to and managed by another investigator within the lab/department or if they will be transferred to the new institution with the PI. Once the determination is made, OSP should be made aware so they can work with the new institution and the Office of Technology Asset Management at Wake Forest, as applicable, in order to put an MTA in place to facilitate the transfer.

Confidentiality Agreements (CDAs)

  • The PI and department chair must determine if the project that relates to the CDA should stay here and be transferred to another investigator or if it should be terminated. Once this determination is made, OSP should be made aware so they can review the terms of the contract to determine what steps need to be taken.
  • If the terms of the contract provide for the transfer of the project to another investigator at Wake Forest, OSP will work with the sponsor to amend the contract and/or provide the confidentiality requirements to the new investigator.
  • If the contract needs to be terminated, OSP will work with the sponsor to terminate in accordance with the terms of the contract.