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When a researcher (both PIs and Co-PIs) plans to leave the institution, active research projects must be transferred to either another investigator at ÃÛÌÒ½´or to a different institution. The required steps departing researchers are as follows:

Notification of Departure

• The investigator must notify their department chair or dean and the Office of Research & Innovation of their planned departure as early as possible.

Completion of Offboarding Form(s)

• For each active research project, the PI or Co-PI is required to complete an Investigator Offboarding Form located in our Forms Library. This form ensures appropriate documentation and planning for the future of each study and designates where to transfer the project. This form must be completed for each individual project. If a researcher has five active projects, they will complete five Investigator Offboarding Forms.

Project Transfer Options

On the Investigator Offboarding Form, the investigator must indicate the proposed transfer of each project. Options include:

• Transfer the project to another PI at SMU: The proposed new PI must meet all eligibility requirements and agree to assume responsibility for the project. The transfer must be approved by the department chair, dean, or equivalent member of leadership. The sponsor must provide approval.
• Transfer of the project to a new institution: The PI or Co-PI must coordinate with the Sponsored Projects Administration office to facilitate transfer of the award and any related agreements.

Transferring the Grant

Upon completing the form(s), submit the form to your Grant Management Specialist (GMS) for processing.  If you are unsure who you should send the form to, please reference the Contact Us page which outlines the GMS assigned to each department.  You may also email sponsoredprojects@smu.edu for assistance.  Each completed form will be routed through DocuSign for approval and to begin the transfer process.  Key stakeholders will receive a copy of the form and contact the investigator if additional steps need to be taken.

Should this award involve a subaward, please complete the Subaward Closeout Form located in the Forms Library.

Unanticipated Departures

In the case of an unanticipated or abrupt departure, the department chair, dean, or delegate is responsible for initiating and completing the offboarding process on behalf of the investigator.