{"id":15236,"date":"2025-03-03T12:25:33","date_gmt":"2025-03-03T17:25:33","guid":{"rendered":"https:\/\/research.ncsu.edu\/administration\/?page_id=15236"},"modified":"2026-07-17T12:30:56","modified_gmt":"2026-07-17T16:30:56","slug":"outgoing-pi-transfer-checklist","status":"publish","type":"page","link":"https:\/\/research.ncsu.edu\/administration\/policies-and-guidance\/outgoing-pi-transfer-checklist\/","title":{"rendered":"Outgoing PI Transfer Checklist"},"content":{"rendered":"\n\n\n\n\n<h2 class=\"wp-block-heading\">Step 1: Identify Awards<\/h2>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-drr189\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"drr189\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Compile List of Awards<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">CRO\/Dept works with PI to compile a list of active and recently closed awards, department managed agreements, e.g. Testing Service Agreements (TSA),&nbsp; or non-monetary agreements (e.g. Zero Dollar Collaborative Agreement (CRA),&nbsp; Data Use Agreements (DUA))&nbsp; where the faculty member held the PI and Co-PI roles. This list is then utilized as part of the dialogue between the PI and Department Head to confirm if the award(s), where the faculty member was the PI, will transfer to the new institution, remain at NCSU or be closed. <em>See Template section for example template.&nbsp;<\/em><br><\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"drr189\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Meet with College <\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">&nbsp;If not already handled in step one, PI to prompt a meeting with their College Research Office and applicable Department individuals where each award will be discussed and next steps will be determined by all parties. <em>As part of this step, the PI needs to notify any faculty where he\/she was a Co-PI on their award, so they can take the necessary next steps.&nbsp;<\/em><br><\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Step 2: Create a Plan for Each Award<\/h2>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-p96pzm\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"p96pzm\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Option 1: Awards Intended to be Transferred to the PI\u2019s New Institution<\/h2>\n              <\/summary>\n      <p>\n        \n\n<ul class=\"wp-block-list\">\n<li>CRO\/Dept will review the award terms\/conditions and sponsor guidelines to confirm the award(s) can transfer and the required steps to prompt the transfer of the awards. <em>Please note NCSU can recommend\/request the grant transfer; however, the Sponsor has to agree\/approve of the request before it can take effect.&nbsp;<\/em>\n<ul class=\"wp-block-list\">\n<li><em>As part of this step it should be discussed whether or not NC State University will receive a subaward as part of the transfer.&nbsp;<\/em><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>PI will provide CRO\/Dept with Sponsored Programs Office contact at the new institution to facilitate the transfer of the awards.&nbsp;<\/li>\n\n\n\n<li>For each award, PI will work with Department contact to close-out the award within the financial system and submit any final reports\/deliverables, e.g. Final Technical\/Progress Report.&nbsp;<\/li>\n\n\n\n<li>CRO\/Dept will prepare the necessary transfer paperwork, per sponsor guidelines working with University C&amp;G to submit the Final Financial Report and the Office of Sponsored Programs to submit any required \u201crelinquishment statements\u201d. Specific sponsor guidance to be added in near future.\n<ul class=\"wp-block-list\">\n<li>NIH relinquishment statement<\/li>\n\n\n\n<li>NSF change of institution<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"p96pzm\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Option 2: Awards Intended to Remain at NC State<\/h2>\n              <\/summary>\n      <p>\n        \n\n<ul class=\"wp-block-list\">\n<li>PI will indicate who the new PI is intended to be and will clarify if a subaward will be issued to the institution they are transferring as part of the award. <em>Please note NCSU can recommend\/request the new PI; however, the Sponsor has to agree\/approve of the request before it can take effect.&nbsp;<\/em><\/li>\n\n\n\n<li>CRO\/Dept will obtain the necessary documentation from the old and new PI in order to submit the request through our internal systems (Project Modification Request &#8211; PMR) for sponsor approval of the Change in PI request.\n<ul class=\"wp-block-list\">\n<li>If a subaward will be requested for the PI at his\/her new institution, PI\/New Institution will provide the necessary documentation to the CRO\/Dept to include in the request to the sponsor.&nbsp;<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"p96pzm\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Option 3: Awards Intended to be Closed<\/h2>\n              <\/summary>\n      <p>\n        \n\n<ul class=\"wp-block-list\">\n<li>For each award, PI will work with Department contact to close-out the award within the financial system and submit any final technical reports and other close-out documentation, e.g. final invention statement.&nbsp;<\/li>\n\n\n\n<li>Dept\/CRO will work with the Office of Sponsored Programs to notify the sponsor per the award terms\/conditions and sponsor guidelines.\u00a0<\/li>\n\n\n\n<li>Failure to submit final reports, could result in future delays to awards at the individual\u2019s new institution. Therefore, NC State University reserves the right&nbsp;to notify the relevant funding agency of a PI&#8217;s change in institution.<em>&nbsp;<\/em><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"p96pzm\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/contact\/college-unit-research-contacts\/\">College Research Office<\/a> <\/li>\n\n\n\n<li>Faculty Member\u2019s Department<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Resources<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Sponsor Resources<\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/17ve38U2jWWdPbAqiuRoDl9B1WyVWE37xRWVGylZD_PA\/edit?usp=sharing\">Research Administrators Detailed Checklist<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Step 3: Address Key Components for Each Award<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The steps below should be reviewed for each award\/agreement.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Equipment <\/h3>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-wdpk7i\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"wdpk7i\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Compile a List of All Equipment<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI works with their Department\u2019s Asset Management Coordinator to compile a list of all equipment assigned to the PI and identify the funding source, e.g. purchased on active ledger 5 project, purchased with start-up\/state funds, purchased with discretionary, etc.&nbsp;<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"wdpk7i\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Meet with Department Head<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI meets with the Department Head to discuss what will happen with each piece of equipment not tied to an active ledger 5 project. <em>Please note at the time a ledger 5 project ends, the title to the piece of equipment should have been determined based upon the award terms and conditions.<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Per <a href=\"https:\/\/policies.ncsu.edu\/regulation\/reg-07-40-01\/\">Reg 07.40.01<\/a>: \u201cAs required by both the State of North Carolina and NC State University, all university property, capital or non-capital, must be disposed of through the Surplus Property process administered by the Materials Support department. Materials Support is the only university office with the delegated authority to dispose of obsolete and surplus property.\u201d&nbsp;<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"wdpk7i\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Develop Equipment Plan<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI works with Asset Management Coordinator in regards to next steps with each piece of equipment, not tied to an active ledger 5 project, e.g. re-assign to new faculty member, prompt a \u201cnegotiated sale\u201d of the equipment to the new institution, dispose of the equipment, etc.&nbsp;<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"wdpk7i\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Transfer Equipment<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI works with CRO\/Dept, as part of the grant transfer process, to transfer the active grant purchased piece(s) of equipment to the new institution. This will involve a contact at the new institution, department\u2019s Asset Management Coordinator and the University Office of Post Award Financial Services (OPAFS), among other parties.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"wdpk7i\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Department\u2019s AM Coordinator<\/li>\n\n\n\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/contact\/college-unit-research-contacts\/\">College Research Office<\/a><\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Resources<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/18fidegLPbDMQa-G_vJyxAOOipPTtWnUHuY4gqedFRq4\/edit?usp=sharing\">Property Tracking and Disposition Manual<\/a> (chapter 4 is most relevant) <\/li>\n\n\n\n<li><a href=\"https:\/\/controller.ofa.ncsu.edu\/cash-services-asset-management\/capital-asset-management\/\">Asset Management<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Laboratory\/Biosafety<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">PI works with Environmental Health and Safety and Department to follow associated lab closeout processes and requirements, including biosafety protocols.<\/p>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-9h0cn1\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"9h0cn1\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/ehs.ncsu.edu\/about-ehs\/\">Environmental Health and Safety<\/a><\/li>\n\n\n\n<li>PI\u2019s Department<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Resources<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/ehs.ncsu.edu\/laboratory\/laboratory-on-boarding-off-boarding-program-loop\/\">Laboratory On-Boarding\/ Off-Boarding Program (LOOP)<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Research\/Fiscal Compliance<\/h3>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-ifn2a6\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"ifn2a6\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Financial Conflicts of Interest (FCOI)<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI to work with the Department and COI Office, if he\/she has any FCOI management plans in place, to make sure those are considered appropriately in the disposition of any data, material, equipment or research.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"ifn2a6\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Human Subjects (IRB)<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI to work with the Department and IRB Office, if she\/he has any active IRB protocols to ensure protocols are revised or closed as appropriate.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"ifn2a6\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Animal Care and Use (IACUC)<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">Protocols &#8211; PI to work with the Department and IACUC Office, if she\/he has any active IACUC protocols to ensure protocols are revised or closed as needed. If intending to transfer animals, please see the material transfer section below, as animals are considered \u201cmaterials\u201d.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">PI to work with relevant Animal Facilities if animals are relocating to a new institution.&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/iacuc\/iacuc-procedures-and-guidance\/guidelines-for-departing-investigators\/\">Guidelines for Departing Investigators<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"ifn2a6\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Export Control\/Controlled Projects<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">PI to work with the Exports Controls Office if she\/he is on any projects subject to a Technology Control Plan (TCP).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For investigators departing to foreign institutions, consult with the Export Control Office if intending to transfer material, data or equipment to the foreign institution.&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"ifn2a6\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Effort Reporting<\/h2>\n              <\/summary>\n      <p>\n        \n\n<ol class=\"wp-block-list\">\n<li>CRO\/Dept TEARS Coordinator(s) will generate an \u201ceffort report\u201d for the PI and the research team that will be departing the University, if their leaving occurs prior to the standard effort reporting cycle.<em> <\/em>If the individual is a 9 month faculty member, she\/he will potentially need both a summer and academic certification.&nbsp;<\/li>\n\n\n\n<li>PI and research team, that will be departing the University, will confirm the grants and effort, so documentation can be shared with the Department Head, during the next effort reporting cycle, for them to certify for the PI. If the individual is a 9 month faculty member, she\/he will potentially need both a summer and academic \u201ccertification\u201d.&nbsp;<\/li>\n<\/ol>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"ifn2a6\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/coi\/\">Conflicts of Interest (COI) | Research Administration and Compliance<\/a> <\/li>\n\n\n\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/irb\/close-a-study\/\">IRB | Research Administration and Compliance<\/a><\/li>\n\n\n\n<li>IACUC: <a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/iacuc\/\">Animal Care and Use (IACUC) | Research Administration and Compliance<\/a><\/li>\n\n\n\n<li>Animal Facilities:&nbsp; <a href=\"https:\/\/brf.sciences.ncsu.edu\/\">COS Animal Facilities<\/a>, <a href=\"https:\/\/cvm.ncsu.edu\/cvm-animal-resources\/\">CVM Animal Facilities<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/research-compliance\/export-controls\/\">Export Controls Office | Research Administration and Compliance<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/fiscal-compliance\/effort-reporting\/effort-reporting-tears-coordinators\/\">Department TEARS Coordinators<\/a> and the <a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/fiscal-compliance\/effort-reporting\/\">University Office of Post Award Financial Services (OPAFS) &#8211; Effort Reporting<\/a><\/li>\n\n\n\n<li>PI\u2019s Department<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Resources<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/compliance\/fiscal-compliance\/effort-reporting\/\">Effort Reporting\/TEARS<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Material Transfer and Data Management<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Material and Data Transfers<\/strong><\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">PI works with the Dept\/CRO and University Sponsored Programs to determine if a Material Transfer Agreement (MTA) or Data Use Agreement (DUA) will be necessary for the data and\/or material to leave NC State University. <em>Please note the terms and conditions of the specific award\/sponsor that governs materials and data generated by an award.<\/em><\/p>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-t6dr0e\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"t6dr0e\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">If NC State <em>Will<strong> No<\/strong>t<\/em> be Receiving or Issuing a Subaward<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">When data or materials will be transferred from NC State to an institution with which it is not already negotiating an agreement (e.g. when award is fully relinquished\/transferred, or any transfer to another 3rd party entity), a separate agreement will be required. Data Use Agreements will require a separate PINS record, and are handled by the Office of Sponsored Programs. Material Transfer Agreements for relinquished awards are handled by the Office of Technology Licensing.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"t6dr0e\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">If NC State <em>Will<\/em> be Receiving or Issuing a Subaward:<\/h2>\n              <\/summary>\n      <p>\n        \n\n<p class=\"wp-block-paragraph\">When data or materials will be transferred to an institution that NC State is also entering into a funded agreement with (e.g. NC State is subawarding to another institution, or vice versa), the Office of Sponsored Programs will work to include relevant data or material transfer terms in the subaward itself, rather than requiring a separate agreement.<\/p>\n\n\n      <\/p>\n  <\/details>\n\n\n<details class=\"wp-block-ncst-accordion-item\" name=\"t6dr0e\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/commercialization\/\">Office of Research Commercialization<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/sparcs-staff-contacts\/\">The Office of Sponsored Programs<\/a>, <a href=\"https:\/\/research.ncsu.edu\/administration\/contact\/college-unit-research-contacts\/\">College Research Office<\/a><\/li>\n\n\n\n<li>PI\u2019s Department<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Resources<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/data-use-agreements\/\">Data Use Agreement<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/research.ncsu.edu\/commercialization\/2016\/09\/15\/lunch-and-learn-recap-materials-transfer-agreements-and-tangible-property-agreements\/\">Material Transfer Agreement<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h4 class=\"wp-block-heading\">Data Retention<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">PI and Dept\/CRO should review Grant and Research Records that are within the retention window specified in Series 6.4 of the <a href=\"https:\/\/archives.ncdcr.gov\/documents\/universitygs2021pdf\/open\">UNC System Retention and Disposition Schedule<\/a><strong> <\/strong>to determine what records (including research data) must be retained.&nbsp; Once identified, ensure that such data is placed in a location, physical or digital, that can be accessed after the PI departure.&nbsp; If the data is stored in OIT managed Research Storage or the NC State Google Enterprise Workspace, ensure that the data is in a shared space (in Research Storage, this would be a \u201cProject Share\u201d; in Google, this would be a \u201cShared Drive\u201d) rather than the PI\u2019s individual allocation (in Research Storage, this would be the PI\u2019s \u201cIndividual Share\u201d; in Google, this would be in the PI\u2019s \u201cMy Drive\u201d). &nbsp;<\/p>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-d7rc91\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"d7rc91\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Department and College IT Offices<\/li>\n\n\n\n<li>OIT Research Storage, E: <a href=\"mailto:oit_research_storage@help.ncsu.edu\" target=\"_blank\" rel=\"noreferrer noopener\">oit_research_storage@help.ncsu.edu<\/a> <\/li>\n\n\n\n<li>OIT Google Team, E: <a href=\"mailto:oit_google@help.ncsu.edu\">oit_google@help.ncsu.edu<\/a><\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Proposals<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">For any pending or in-process proposals which include the faculty member as a PI or Co-PI please consult with your CRO\/Dept.&nbsp;<\/p>\n\n\n<div class=\"is-text wp-block-ncst-accordion\" >\n    <div class=\"accordion isLinked\" id=\"ncst-accordion-4vs1o2\">\n          \n<details class=\"wp-block-ncst-accordion-item\" name=\"4vs1o2\"  >\n      <summary class=\"accordion-item__header\">\n        <span class=\"accordion-item__expansion-indicator\">\n          <span class=\"ncst-plus-minus-toggle\"><\/span>\n        <\/span>\n                  <h2 class=\"accordion-item__label h6\">Contacts and Resources<\/h2>\n              <\/summary>\n      <p>\n        \n\n<h4 class=\"wp-block-heading\">Contacts<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/research.ncsu.edu\/administration\/contact\/college-unit-research-contacts\/\">College Research Office<\/a><\/li>\n\n\n\n<li>PI\u2019s Department<\/li>\n<\/ul>\n\n\n      <\/p>\n  <\/details>\n\n\n    <\/div>\n  <\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Templates<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1i0litrVl1A3xNcmcwYA7CbqFd5B6YScqqYjdWL9z4xQ\/edit?usp=sharing\">Example &#8211; PI Transfer Out Template<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1WBHnsXF1eLW8jC1tANgW6mNvq6sVecT3hYj3VCEl42A\/edit?usp=sharing\">Example-Equipment_Transfer<\/a><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Step 1: Identify Awards Step 2: Create a Plan for Each Award Step 3: Address Key Components for Each Award The steps below should be reviewed for each award\/agreement. Equipment&hellip;<\/p>\n","protected":false},"author":16,"featured_media":0,"parent":55,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"source":"","ncst_custom_author":"","ncst_show_custom_author":false,"ncst_dynamicHeaderBlockName":"ncst\/default-header","ncst_dynamicHeaderData":"{\"pageIntro\":\"This checklist is intended to serve as a guide when a Principal Investigator (PI) intends to transfer from NC State to a new institution. This checklist is to highlight more common issue areas and is not intended to be an exhaustive list. Please note, the PI should work directly with their College Research Office and Department throughout the transfer process, each College Research Office will determine which office between the CRO or Department takes the lead for each step, if the office is not the same. Therefore please be sure to follow the CRO guidance.\u00a0\"}","ncst_content_audit_freq":"","ncst_content_audit_date":"","ncst_content_audit_display":false,"ncst_backToTopFlag":"","footnotes":""},"tags":[],"class_list":["post-15236","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Outgoing PI Transfer Checklist - Research Administration and Compliance<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/research.ncsu.edu\/administration\/policies-and-guidance\/outgoing-pi-transfer-checklist\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Outgoing PI Transfer Checklist - Research Administration and Compliance\" \/>\n<meta property=\"og:description\" content=\"Step 1: Identify Awards Step 2: Create a Plan for Each Award Step 3: Address Key Components for Each Award The steps below should be reviewed for each award\/agreement. 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