OSP BRIEF: OCTOBER 9, 2018 - PowerPoint Presentation

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OSP BRIEF: OCTOBER 9, 2018

TRANSFERRING GRANTS IN AND OUT OF BOSTON COLLEGE

FIRST STEP

OLD INSTITUTION ALWAYS INITIATES THE TRANSFER PROCESS

The following should be done asap–

Make sure the funding agency allows the PI to transfer the grant

The PI should send an email notification to all players at the old and new institution

PI needs to notify program officer and grants management specialist.

PI needs to notify DRA and OSP office at the current/old institution

PI should connect with appropriate DRA at the new institution

DRA then notifies appropriate OSP at new institution

Transferring Grants Out of

Boston College

Submission of relinquishing statement before PI arrives at new institution (OSP)

Submission the final Financial Status report (OSP)

List of equipment to be transferred (DRA/OSP)

All outstanding expenses have been paid and PO’s closed (DRA)

Subawards

properly closed out

An invention statement needs to be completed and submitted (PI/OSP)

Make sure all animals and IRB matters have been addressed (PI/DRA)

Provide new institution with a copy of the current award notice and relinquishing statement (DRA/OSP)

Transferring Grants In to

Boston College

Needs an application cover sheet (DRA)

Needs budget (PI/DRA)

Needs scope of work (PI/DRA)

Progress report from current year (PI)

If multiple PI – we need a revised PI Plan (PI/DRA)

Names and contacts of

subaward

institutions (PI/DRA)

Performance Site (NIH) (DRA)

Resource Page (NIH) (DRA)

Request list of PI’s pending proposals

Transferring Grant in: New Institution

List of equipment to be transferred (DRA/OSP)

List of personnel transferring if applicable (PI/DRA)

Biosketches

for new key personnel (PI/DRA)

Updated other support for all key personnel (PI/DRA)

Checklist page (DRA)

Human and Animal Assurances if applicable (PI/DRA)

Human Subjects training certificates if applicable (PI/DRA)

Biohazards, Radioactive, etc. (PI/DRA)

TIMING

Always start as soon as possible. Funding agencies recommend to provide them with at least 60 (sixty) days notice.

Timing depends on how much notice the PI gives their current institution, their program officer and grants management specialist.

It also depends on the timeline of the old institution, when they start and complete the process.

It depends on the funding agency. Each funding agency might have a different processes and times frames. It also depends on what time of year it is.

It is always longer than you think!

Frequently asked questions / answers

FAQ #1:

When animals/humans or equipment are involved, it should not hinder the transfer time. These items should be addressed prior to the PI arriving at his new institution. The only possible impact would be that they could not use a piece of equipment or cover expenses related to animals/humans until approval is granted. However, the new institution should be able to expedite the protocol for humans/animals and use the previous institutions approval until the protocol has been reviewed and approved by the new institution. DRA should be proactive and inform the PI that they should complete a protocol and submit it for review. Equipment should be in place by the time the PI arrives, if not, then the PI needs to make do while the equipment is being transferred.

1. What happens when the animals/human subjects or equipment are involved? How might this impact timing of the transfer?

FAQ #2

The PI should reach out to the scientific review council to see when it is being reviewed and inquire as how this should be handled if awarded. The regular process is to let the proposal be reviewed as is and then it is at the discretion of the Program Officer on how they want to process the award by either issuing it to the new institution or to the old institution.

2. What happens when the PI submitted a proposal at their original institution and it’s still under review?

FAQ #3

The PI/DRA needs to inform the lead institution that the PI is transferring to another institution. The lead institution will then need to close out the

subaward

at the current institution and then decide whether or not to issue the

subaward

to the new institution.

3. What happens when a PI transferring is a PI of a

subaward

?

The lead institution OSP office should reach out to the transfer PI/DRA/OSP to inquire about necessary paperwork if the intention is to issue a

subaward

to the new institution.

The PI should have informed his new institution (DRA/OSP) about this

subaward

situation.

FAQ #4

The new institution’s OSP office should have a copy of the award letter prior to the PI transferring. At that time the OSP office will review the terms and conditions and if need be request negotiating unacceptable terms and conditions out of the award with the sponsoring agency.

4. What happens if there are special terms and conditions in the existing award? Will those terms carry over to the new institution or is there an opportunity to ask for changes?

FAQ #5

The financial report does not truly impact the transfer process. The financial report is important but it is the relinquishing statement that is the priority and should be submitted asap. If the relinquishing form is not completed and submitted, then the transfer cannot happen. The relinquishing statement is important as it provides the new institution with an estimated award amount. The financial report is submitted after the relinquishing statement. If there is a difference in the amount on the relinquishing statement and financial report, the amount on the financial report would be the actual amount to be transferred.

5. Does the financial reporting from the old institution impact the timing of the relinquishment and the new budget?

FAQ #6

OSP office is responsible for the submission of the Financial Report and Relinquishing Statement through the electronica portals if applicable.

6. Who initiates in the commons, research.gov etc.

In the real world, The DRA is the person uploading and completing the transfer forms in the electronic portals, such forms as the cover sheet/budget/progress report/

biosketches

/resources/facilities/current and pending. However, the PI should be heavily involved.

Answer #7

OSP Needs the PI’s name , their Eagle ID and their department number, the PI also needs to be in the HR system in order for them to be put in the PS system for PTF’s

Alternative would be to use the Chairperson’s name, Eagle ID until the new faculty member is in the HR System.

7.  What does OSP need to set up a new PI in PS for the PTF?

FAQ #8

Need to make sure

PreAward

spending is allowable by the sponsor.

PreAward

spending is basically an advanced account request. The start date is usually/normally the day after the end date used on the relinquishing statement. That is the date that should be used for the advanced account request. If for some reason the award does not start on that date, we will address that at that time.

Always remember to provide the

chartstring

of a non sponsored account when requesting advanced account/preaward

spending.

8.  How will the pre-award spending work if we aren't sure of the official transfer date?

FAQ #9

Internal closeout would be the same as a regular close out process.

Why would it be different?

9.  Is the internal closeout process different from a typical grant closeout?

Almost the end…

Please feel free to email us/ call us / meet with us with any questions or concerns.

No Question is ever a stupid question. That is how we all learn.

Remember this is teamwork, we need each other to be successful.

HELPFUL TOOLS

CHECKLIST

FOR INDICATING WHO IS RESPONSIBLE FOR WHAT WHEN TRANSFERRING GRANTS IN AND OUT OF BOSTON COLLEGE

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