From The Vault: Faculty Transfers

[Occasionally, we like to revisit posts from days gone by that either (1) are always relevant, or (2) are the subject of recent questions received by our office.  In today’s From The Vault, we look at the transfer of awards for new and existing faculty.]

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The transfer of awards for new and existing faculty can be a daunting task. Be sure to give yourself as much time as possible! Transfers should be initiated as soon as a new faculty member accepts their job offer, and as soon as a current faculty member submits their resignation. Please note that transfers are not guaranteed-the sponsor must be willing to agree to transfer the funds. If the award document does not mention the transfer process, ORA can help contact the sponsor for clarification.

Existing Faculty

Once a JHSPH Principal Investigator (PI) accepts a position at another institution, they should notify their Department Chair and Administrator. The PI should work with their department and ORA to determine if their active awards may be transferred, as well as contact their Program Official for each award to let them know about the impending transfer. ORA will review the appropriate award documents to see if a transfer is allowable, and assist in contacting the awarding agency for permission to transfer the award.

If there are any active NIH awards, the department will need to complete an Official Statement Relinquishing Interests and Rights in a Public Health Service Research Grant (form PHS 3734). This form will require submission of a Financial Status Report (FSR) and the approval of the Finance Department.

New Faculty

Once a new faculty member accepts a position at JHSPH, the department should contact ORA with a list of awards that are to be transferred. The PI should contact their Program Official for each award to let them know about the transfer. The Program Official will be able to provide instructions for facilitating the transfer.

If there are any active NIH awards, the award will need to be relinquished by the PI’s current institution. The PI should contact their Program Official at the NIH to let them know about the transfer. ORA will contact the Grants Management Official at the NIH to see if any additional information is required. Typically, the department is expected to provide a transfer packet, as outlined in the NIH Grants Policy Statement, Section 8.1.2.7 Change of Grantee Organization.