Investigator Onboarding & Offboarding

Incoming Award Transfers

Investigator Onboarding

If you are an incoming researcher who is onboarding to Southern Methodist University with one or more active sponsored research projects, please complete a brief Qualtrics survey.

The survey gathers essential details about your current grants and contracts, including:

  • Sponsor information and number of incoming sponsored research projects

  • The Notice of Award(s) for each project

  • Data Management Plans for each project, if applicable

  • Information about related Intellectual Property

  • Type of materials, data, or equipment that will be transferred to SMU

This information enables the Sponsored Projects Administration (SPA) team to coordinate with your previous institution, sponsors, and internal administrative offices to ensure a smooth transfer of your projects.

Once you submit the survey, the information is automatically shared with key campus stakeholders (such as the Office of Information Technology and SMU Libraries). These departments will follow up with you as needed.

Qualtrics Survey

Complete the Qualtrics survey to begin the sponsored research project transfer to SMU

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Award Intake Survey

Outgoing Award Transfers

Investigator Offboarding

When a researcher (PI or Co-PI) plans to leave the institution, active research projects should be transferred to another qualified investigator at SMU or, subject to sponsor approval, transferred to a different institution. If a suitable transfer arrangement cannot be made, the sponsor may elect to terminate or otherwise close the award in accordance with its policies. The required steps for 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 continued management of each research project when an investigator leaves the institution, including identification of the proposed disposition of the project in accordance with sponsor requirements (e.g., transfer to another qualified investigator, transfer to another institution, or award closeout).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, when applicable. 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.